Club Rendevous Use Guidelines

To ensure the most effective and appropriate use of the Rendezvous room for concerts, presentations, and other functions of university life, requests for reservations and assignment of space will be evaluated according to (1) the group's status as outlined below in order of priority:

  • Registered or ASUPS recognized clubs and organizations, university committees, departments, offices, and official alumni activities.
  • University related organizations.
  • Non-university related organizations.

The nature and purpose of the event. In the event of a scheduling conflict, an attempt will be made to accommodate the requesting groups or organizations in an appropriate space within the Center, or referral will be made to another university meeting space.

In order to reserve a room a group must fill out a Club Rendezvous Room request form. Forms are available at the Scheduling office and Information Center and the ASUPS office in the Wheelock Student Center or a tentative reservation may be made by calling 253.879.3236. Reservations for the use of the room on Friday and Saturday evenings is done through the Weekend Events Programmer.  Reservations need to be completed through the Operations Office. Contact the office at 253.879.3236 or visit WSC 203.

If room use involves food or beverages other than using the Cellar, obtain Food and Beverage Guidelines from the Scheduling Office. Users must comply with guidelines. Room amenities such as pool tables and video games, couches, and tables and chairs cannot be removed from the room. Arrangement for use of audio video equipment must be done through the Weekend Events Programmer or the Assistant Director for Student Services/Wheelock Student Center.

"No Show"s
Organizations failing to use reserved space, without canceling, may lose their right to meet in the Rendezvous room for one semester.

Keys
The room will be unlocked from 8:00 a.m. until 10:00 p.m. Security will lock the room if the event goes beyond the 10:00 p.m. hour. Keys to this area cannot be checked out.

Event Security
For certain events, the Assistant Director for Student Services/WSC or the Director of Student Programs (253.879.3366)  may require uniformed security officers to be present at the sponsoring organization's expense. The officer(s)'s name(s) and schedule(s) must be confirmed in writing to the Director of Student Programs at least 48 hours before the event. Noncompliance of security requirements will result in event cancellation. Security must be notified within 10 days of event or event will be canceled.

Decorations

  • Must not pose a fire hazard.
  • May not be attached to wood, metal, glass, or painted surfaces without prior approval by the Assistant Director for Student Services/Wheelock Student Center.
  • May be attached to brick with masking tape, only.
  • Must be removed, completely, after the event.

Storage 
Storage is not allowed in reserved space, after the reservation has ended, without permission of the Assistant Director for Student Services/Wheelock Student Center. The University of Puget Sound Wheelock Student Center is not responsible for lost, damaged, or stolen items.

Responsibility
The sponsoring group or individual will be responsible for following the policies and guidelines for Rendezvous room use. The room is to be returned to the same condition it was in before use. Damage to the room or failure to comply with these guidelines may result in the responsible party forfeiting any rights to future use and/or being subject to a damage assessment.

Smoking
Smoking is not permitted. The Wheelock Student Center is a smoke-free building.

Alcoholic Beverages 
In accordance with the university's Alcohol Policy, the consumption of alcohol is prohibited in all areas of the Wheelock Student Center. Exceptions will be granted on a single event basis. Application for approval must be made to the Dean of Students office at least two weeks in advance. Events must comply with other requirements of the university's Alcohol Policy and Washington State laws.