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Wilson Commons Policies

Access Policy

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

Red Cart Usage Policy

  • To borrow the red cart, you must:
    • Be a member of a registered student organization or a University staff member.
    • Use the red cart for the purposes of that organization.
    • Leave your ID card and phone number with the Common Connection.
  • Return the cart within three hours unless prior arrangements have been made. If the cart is returned damaged, a 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 non-reservable and is instead available on a first-come, first-served basis. There are certain times where the cart may not be available for use. 

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

Piano Policy

  • There are four pianos located throughout Wilson Commons, with one each in the following rooms:
    • Gowen Room
    • May Room
    • Havens Lounge
    • Wilson Commons 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 cannot be used while Event and Classroom Management 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.

Third Floor Lounge Chalkboard Policy

  • To reserve the third floor lounge chalkboard in Wilson Commons, please submit a request using the Promotional Opportunities Form at least five business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-served basis. An email will be sent to the individual who submitted the initial request either approving or denying the request depending on if it can be accommodated. Please be aware that organizations are not guaranteed use of the chalkboard.
  • The third floor lounge chalkboard is exclusively available to Student Organizations and University departments recognized by Wilson Commons Student Activities (WCSA). Chalking by unrecognized Student Organizations or outside entities will be erased. The chalkboard is reserved in one-week time slots.
  • Approved organizations must use chalk provided by WCSA. Chalk may be picked up and returned to the Common Connection.
  • All displays must clearly state the sponsoring organization/department. Student Organization displays must be approved by the advisor before student organizations can chalk.
  • WCSA 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.
  • All chalking will be erased by midnight on the last day of the reservation.

Outside Vendor Table Request Policy

  • A table may be scheduled by submitting the online Off-Campus Table Request Form.
  • Off-campus constituents can only request dates and times during the academic year. Off-campus constituents can request a maximum of two time slots per day, which includes 9 a.m.– 2 p.m., 2 p.m. – 7 p.m., or 7 p.m. – midnight, Saturday and Sunday. Off-campus constituents can request a maximum of five days per month for vending purposes.
  • Once the form is approved, a confirmation email will be sent to the email address provided by the person who submitted the form.
  • There is a fee of $30 a day. This fee will be invoiced to the person who submitted the form at the end of the confirmed vending period. Checks should be made payable to the University of Rochester. This fee must be paid regardless of whether or not there are any sales made. Cancellations must be communicated 48 hours before the start of the reservation date.
  • Wilson Commons will provide one free vendor table to any Boy or Girl Scout Troop per semester. Any additional vendor tables requested will carry the $30 fee per additional day.
  • All off-campus constituents must check in at the Common Connection desk before setting up their table and stay at the designated vendor table at all times and be present during the length of the reservation. NO SOLICITATION is allowed anywhere else in Wilson Commons.
  • The standard set-up is one five-foot table and two chairs. Use of any other tables or chairs in the area is strictly prohibited. Any additional equipment needed to display items must fit on the five-foot table or the immediate area surrounding the table. Any display used in the surrounding area that is deemed as blocking a fire egress will need to be removed.
  • No posters, banners, or materials can be hung from the ceiling or walls. Off-campus constituents may not advertise, promote, or sell credit cards.
  • Wilson Commons Student Activities (WCSA) will not and cannot tolerate the selling of any unlicensed, counterfeit, or bootleg merchandise, candles, incense, or any item with an open flame, as well as all upward-facing bowl lamps, decorative string lights, or flammable room decorations.
  • Items that advertise or promote alcohol or other drugs cannot be sold in Wilson Commons. Vendors selling such items will be asked to leave immediately.
  • No overnight storage is available. Off-campus constituents are responsible for bringing and removing their merchandise at the beginning and end of each confirmed day. Off-campus constituents must contact the WCSA office at (585) 275-9390 at least a day before to discuss proper unloading procedures.
  • It is the sole responsibility of the off-campus constituent to secure parking on the University campus. Contact the Parking Office at (585) 275-4524.
  • Off-campus constituents accept checks and credit cards at their own risk. Wilson Commons will not assume responsibility for students' accounts and will not release personal information.

Shops @ Wilco

  • Shops are only available for reservation by College Student Organizations and Fraternity & Sorority Life groups.
  • Shop reservations are limited to two (2) reservations per semester, four (4) per academic year. A Shop will be reserved for six (6) days. A fee of $10 per reservation will be assessed for all confirmed reservations and will be deducted prior to the distribution of funds
    • You cannot use a Shop without a reservation.
    • All reservations start on Monday and can go through Saturday
    • Shopkeepers can check in each day when The Common Market opens and must check out by the time The Market closes.
  • Student organizations with confirmed reservation(s) may store non-perishable supplies in the lockable cabinets of their assigned shop.
  • All Shop reservations that involve the sale of food, must follow University sanitation policies.
  • Keys and QR code must be checked in and out every day from The Common Market. Shop laptop and flex machine must be locked in the bottom cabinet of the assigned Shop at the end of each day and the Shop cashbox must be returned to The Common Market at the end of each day.
  • Sales, advertising, and solicitation must be conducted at the assigned Shop. Individuals staffing the Shop may not solicit anywhere else in the Campus Center or on campus. At least one representative from the student organization to whom the reservation was confirmed must be present during use.
  • College Student Organizations and Fraternity and Sorority Life groups may not harass or shout at patrons of Wilson Commons. Organizations engaging in harassment will be asked to leave and have their Shop reservation canceled.
  • Funds collected through the Shops @ Wilco will be available within one month of the reservation ending. Earnings for College Student Organizations will be deposited into their designated SOFO account. Earnings for Fraternity & Sorority Life groups will be dispersed in the form of check by the FSA Advisor(s).
  • If the student organization does not raise enough money to cover the fees for reserving a Shop, they will be invoiced for the remaining amount. Payment must be received in full before the Organization can reserve future WCSA resources, including (but not limited to) room reservations, promotional opportunities, etc.
  • Only Uros, cash, and credit cards may be accepted. Use of mobile payment (such as Venmo, PayPal, etc.) methods are not permitted.
    • Credit cards can only be accepted through the CCC payment portal. The student organization should never handle a customer’s credit card.
  • All sales must be logged accurately in CCC under the fundraising event.
  • Exceptions to this policy may be approved on a case-by-case basis. To request an Exception, please complete the Exception Form.
  • Failure to comply with the Shops @ Wilco policy, may result in discontinuation of sales for the remainder of the reservations timeframe and/or loss of privileges.

Shops @ Wilco Prices and Inventory

  • Shops are permitted to sell items with up to 3 different price points. 
    • For example, a Shop requesting to sell:  Small Stickers for $2, Large Stickers for $3, Pins for $2 and Cups for $4, would be permitted.
    • A Shop requesting to sell:  Small Stickers for $2, Small Stickers with Glitter $3, Cups for $4, Large Pins for $5, would not be permitted.
  • Shops must have at 10 or more of each item type in their Shop inventory.
    • For example, 10 stickers, 15 pins, 10 cups, etc. 

**Exceptions to these requirements must be requested by submitting (and receiving approval to) a CCC Exception Form at least 14 days prior to your reservation start date **

Use of Shops Computer and Equipment

Limited Use

Shops cannot be used for the following:

  • To sell tickets, raffle tickets or any other item that is tied to admittance, participation or registration for an event or program.
  • To collect dues. This includes fines that are imposed on the student organization.
  • To sell paraphernalia related to alcohol or drug consumption.
  • To sell items listed as restricted under the Residential Life Fire & Life Safety Guidelines/Checklist 

Cancellation Policy

  • Reservations must be canceled in the CCC and EMS by the Organizations VEMS contact. Frequent last-minute cancellations will be documented and may result in loss of Shop privileges.
  • An organization that does not show-up for their confirmed reservation(s), will:
    • Assessed the $3 per day fee
    • Have their Shops @ Wilco privileges suspended for the remainder of the semester
    • All of their room reservations (confirmed or submitted) will be canceled, and the organization will be unable to submit a reservation or promotional opportunities request until the fee is paid in full.

Loss or Damage

  • Any loss, damage, or vandalism to the Shops @ Wilco equipment during the reservation, is the responsibility of the organization that is using it. The organization will be charged based on the cost for repair or replacement (not to exceed $3,000).
  • Any of the above circumstances must be reported immediately to the Campus Center Building Manager.
    • Below is a list of fines per damage:
      • $50 if the key is lost or damaged
      • $100 if a damaged containment box requires replacement
      • $100 if electronics (computer, flex machine, etc.) are damaged

Information Tables

Information Tables (Info Tables) are a tool frequently used by Student Organizations and Departments as a method to raise awareness about their activities or initiatives.  There are four (4) information tables located at the top of the steps as you enter Hirst Lounge in Wilson Commons. 

Reserving Info Tables

  • Info tables can be reserved through Virtual EMS at least 4 days prior to the requested start date and no more than twice per semester.
  • There are two (2) time slots to choose from:
    • 10 a.m. to 2 p.m. and/or 3 p.m. to 7 p.m.
  • Reservations are first-come, first-serve, however priority will be given to student organizations.

Info Table Policy

  • The Confirmation email for a reservation will clearly indicate which Information table has been assigned to your request, please only use the table that has been assigned to your department or organization.
  • Information can only be distributed from the designated table, individuals staffing the table may not solicit anywhere else in Wilson Commons.
  • Info tables cannot be used for student organization fundraising, for the sale of items, or tickets. URos, cash and mobile payments may not be collected at the information table.
  • Exceptions to this policy may be approved on a case-by-case basis. To request an exception, please complete the Exception Form.
  • Should the Information Table area in Hirst Lounge be needed due to an event in the space, a confirmed Info Table reservation will be canceled/rescheduled. If feasible and at the discretion of the Reservation Coordinator, the space may be shared with the confirmed event.
  • The only food that can be distributed from info tables is single served wrapped candy or similar items.

Info Table Cancellation Policy

  • Info Table reservations should be canceled through virtual EMS.
  • Cancellation should occur by 10 a.m. at least 2 business days before the start of the reservation.