Wilson Commons Student Activities

Event and Building Usage Policies

* Separate policies exist for Reservations, Parties, Posting, Tabling, Awareness Opportunities, and Banners. Please see those specific policies for details regarding those areas.

* If any of the policies listed below are violated, charges can be incurred.

Food

  1. Events with food must use an approved caterer or follow the rules for food events on the Sanitarian’s website.
  2. All events with alcohol must use a caterer.
  3. If you are utilizing drop off catering service, the sponsoring organization is responsible for cleaning up and disposing of the garbage associated with the food event.
  4. If the garbage in a room is full after a food event, the sponsoring organization must notify the building manager.

Paint/Tye-Dye, and other potentially messy events

  1. Banner painting can only occur in Hirst Lounge. See the Banner Policies for details.
  2. If paint, tye-dye, glitter, or other potentially messy substances is being used during an event, the sponsoring organization is responsible for covering and protecting all tables, surfaces, and floors surrounding the event space. Sponsoring organizations can work with Event Support to provide plastic to cover event areas.
  3. Only water-based art supplies can be used during an event.
  4. All paint brushes and other equipment must be cleaned in a janitor’s closet sink. This can be accessed through the building manager. No cleaning of supplies can be done in bathroom sinks.
  5. If participants in an event will need to use the bathrooms to clean themselves up after an event (i.e. throwing cream pies, food sales, etc.), the sponsoring organization is responsible for providing the supplies for the participants to clean themselves off and checking the bathrooms after the event.
  6. If something does spill or make a mess, the sponsoring organization is responsible for contacting the building manager immediately.

Eating Competitions

  1. All participants must sign off on a physical liability release.
  2. MERT must be on site for the event.
  3. The sponsoring organization is responsible for all clean-up.

Physical Activity (novelties, etc.)

  1. All participants must sign off on a physical liability release.
  2. MERT must be notified of the event.

Balloons/Decorations

  1. All decorations and balloons must be removed by the sponsoring organization after an event.
  2. Helium balloons cannot be given away as part of a program and must be tethered as decorations.  See Event Planning for more information. 
  3. No decorations can be affixed to painted surfaces.
  4. All helium tanks must be chained to a cart the entire time they are in Wilson Commons.
  5. If a sponsoring organization is blowing up balloons using a helium tank on their own, this must take place in a space with a low ceiling (i.e. a conference room, Ruth Merrill Center, etc.)
  6. If the event has balloons suspended with magnets in the May Room, the sponsoring organization must work with Event Support and/or the company who is hanging the balloons to arrange for removal of the magnets in a timely manner.

Music/Sound

  1. The building manager and/or Event Support will determine the appropriate volume level for events.
  2. WRUR can provide DJ service for an event, but cannot provide additional amplification for events beyond a single announcer microphone.
  3. Event Support is the preferred vendor for sound in the building. If you would like to use an alternative company, Event Support will give you guidance on the process (i.e. insurance, etc.), recommended alternatives, and will give final approval for use of an alternative company.

Access to Wilson Commons

  1. To unload and load supplies for events in Wilson Commons, the designated location is the loading dock off of Library Road. Please put on your hazard lights while at the dock.
  2. Vehicles cannot remain at the loading dock during events and must be relocated.

Furniture in Spaces

  1. Furniture in conference rooms cannot be moved without working with Event Support.
  2. If the furniture in a lounge space (Havens Lounge, Bridge Lounge, Starbucks Lounge, 5th floor Lounge) is moved, it must be returned to its original location by the sponsoring organization.
  3. In Hirst Lounge, the only furniture that can moved by a sponsoring organization are the three information tables in the front of the space. These tables cannot be dragged and must be picked up to be moved and the returned to their original locations. No other furniture can be moved without working with Event Support.
  4. No furniture can be placed in fire egress areas and cannot be used to totally block off a space. Temporary decorations (i.e. streamers) can be used to create a barrier for an event space.

Event Support Set-Up

  1. When Event Support is setting up a room for an event, please respect their need for the space.
  2. The piano in the May Room cannot be played while Event Support is working.

Afterhours Usage

During normal building hours, there are no fees for a Building Manager.  Events that fall outside of normal business hours can be arranged through the Wilson Commons Reservation Coordinator at least 8 days ahead of time.  There is an hourly fee of $20 an hour for student organizations and $30 an hour for university departments and external clients.  Minimum charge of one hour will always be assessed for afterhours events.  

Red Cart Usage

Red Cart

To borrow the Red Cart, you must:

  1. Be a member of a registered student group or a staff member in the Office of the Dean of Students.
  2. Use the Red Cart for the purposes of that group.
  3. Leave your ID card and phone number with the Common Connection.
  4. Return the cart within three hours unless prior arrangements have been made with Event Support.

 Please note:

  •  If the cart is returned damaged, a damage fee may be assessed.
  •  If the cart is not returned, there is a $300 replacement cost.
  •  While we make every effort to accommodate requests, the cart is not reserveable and is available on a first-come first-serve basis. There are certain times where the cart may not be available for use.
  •  Event Support may call to reclaim a cart currently in use. 

If you have any questions regarding these policies, please contact the Director of Wilson Commons.

Pianos


There are four pianos located in Wilson Commons – Gowen Room, May Room, Havens Lounge, and WC 503.  The Gowen Room, May Room, and Havens Lounge pianos can be used if the room is not reserved for an event or meeting.  The pianos may not be used while Event Support is setting up for an event.  No drinks are allowed on the pianos.  If there is an issue with a piano, please report it to the Common Connection.

Prize Wheel Policy:

  1. To reserve the Prize Wheel in Wilson Commons, please submit a request using the online Prize Wheel Request Form located on the Forms Tab on the WCSA website. Please click on the following link for the Prize Wheel Form. All Prize Wheel requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed use of the prize wheel.
  2. The reservation request is solely for the prize wheel. The requesting organization or department must request a table or room using the proper form. 
  3. The requesting organization or department must pick up the prize wheel by going to the Common Connection for assistance. If the prize wheel is being used as part of an event that involves Event Support, the wheel will be provided in the requested area by Event Support. 
  4. If the prize wheel is used at an information table or flex table it must be picked up by 9 am and returned by 10pm to the Common Connection each day of the reservation. If the prize wheel is being used as part of an event that involves Event Support set-up the prize wheel will be retrieved and returned by Event Support employees. 
  5. The group must notify the Wilson Commons Services Coordinator at least 24 hours in advance if the prize wheel will not be used on a particular day or if the group intends to cancel the rental in its entirety, otherwise the rental agreement will be considered null and the group's rental privileges for the remainder of the semester will be suspended.
  6. Any loss, damage or vandalism during use of the prize wheel is the responsibility of the group using it and will be charged based on the cost for repair or replacement (not to exceed $300.00).

Battery Operated Candles

  1. To reserve the Battery-Operated Candles in Wilson Commons, please submit a request using the online Battery-Operated Candles Request Form located on the Forms Tab on the WCSA website. Please click on the following link for the Battery-Operated Candles Form. All Battery-Operated Candle requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed use of the battery-operated candles.
  2. The reservation request is solely for the battery-operated candles. 
  3. There is a $1 rental fee per candle per event 
  4. The battery-operated candles must be picked up at the Common Connection after 9 am and returned before 10pm. 
  5. Any damaged or lost candles during the reservation will incur a $5 replacement fee. 
  6. The group must notify the Wilson Commons Services Coordinator at least 24 hours in advance if the candles will not be used on a particular day or if the group intends to cancel the rental in its entirety, otherwise the rental agreement will be considered null and the group's rental privileges for the remainder of the semester will be suspended.

3rd Floor Lounge Chalkboard Policy

  1. To reserve the 3rd Floor Lounge Chalkboard in Wilson Commons, please submit a request using the online 3rd Floor Lounge Chalkboard Request Form located on the Forms Tab on the WCSA website. Please click on the following link for the 3rd Floor Lounge Chalkboard Form. All 3rd Floor Lounge Chalkboard requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed use of the chalkboard.
  2. The 3rd Floor Lounge Chalkboard is exclusively available by WCSA recognized student groups and University departments. Chalking by an unrecognized group or outside entity will be erased. The chalkboard is reserved in 1 week time slots. Groups, organizations, and departments can use the chalkboard to promote singular or a large amount of events and activities. 
  3. Confirmed organizations and departments must use chalk provided by WCSA. Chalk may be picked up and returned to the Common Connection. 
  4. All displays must clearly state the sponsoring organization/department. 
  5. Student organization displays must be approved by the adviser before they chalk. 
  6. Wilson Commons Student Activities is not responsible for the erasing or tampering of information. However, chalking of any content that is deemed inappropriate by WCSA will be removed immediately. Inappropriate content includes drug paraphernalia and slanderous language. 
  7. All chalking will be erased by midnight on the last day of the reservation.

Questions?

Phone: (585) 275-9390
Fax: (585) 273-5306
Email: wcsa@rochester.edu

Mailing Address:
201 Wilson Commons
University of Rochester
PO Box 270281
Rochester, NY 14627

ODOS

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