General Statement

Occasionally event sponsors request to have events start or end beyond the regular operating hours of the Union/WELL. In an effort to facilitate these events, procedures and associated charges have been developed.

Guidelines and Procedures

When an event starts before or extends beyond the Union’s/WELL’s scheduled operating hours, or is scheduled on a day when the Union/WELL is closed, the event sponsor is billed for the costs of operating and staffing the building during that time. The amount charged to the event sponsor is based on several criteria:

Overtime events must be requested no less than two weeks prior to the event date, and must be approved through the Event Services Office. A list of upcoming overtime events (and the hours of staff coverage needed) is produced by the Assistant Director, Event Services each week, and is distributed to the appropriate supervisors. The overtime costs are added to the event reservation and billed to the event sponsor.

When an event ends earlier than expected, the full estimated overtime costs are still charged to the event sponsor. This is due to the fact that staff is scheduled to work and all lighting and HVAC systems are programmed well in advance. These costs will be incurred regardless of last-minute changes.

Change History

Adopted: March 14, 2002

Updated: December 2, 2009