The University Union and The WELL, as facilities, are in high demand as places to hold events, meeting, dances, cultural events, etc. Due to this high demand, guidelines have been developed to provide consistency in the determination of users of the University Union and The WELL.
Who Can Use the Union: Requirements
Union/WELL Reservation forms produced by the Event Services Office and working with the sponsor, will detail and approve all services, fees, charges, equipment, room setup, diagrams, times for room use and service, deadlines, and Union/WELL and event Sponsor obligations.
The Union/WELL will bill the event sponsor for all Union and/or WELL charges
Catering contractor will bill the event sponsor for all contractor provided food, beverage and service charges.
All audio-video, tables, chairs, staging and related equipment and services will be provided by Event Services as part of our service to the sponsor.
Specialized equipment, labor, overtime, and changes after set, damage, excessive cleanup and items not available from the Union will be billed as an added cost. These items will be detailed with the sponsor representative at the time of event approval. Late cancellation fees may apply if the event is not held.
As part of the food service, contractor will provide all linens, tableware, food and serving. UEI may, at their discretion, if so detailed, make available for contractor’s use, kitchen and serving equipment that is typically provided for UEI catering use. Any equipment and related facilities utilized by the contractor will be returned in same condition as prior to contractor use.
Event Services will handle and set up all Union/WELL provided equipment. Contractor or event sponsor will not move, set up or handle Union/WELL equipment.
Event Services, following agreement of sponsor’s representative, and after consultation with catering contractor, will provide a diagram showing all equipment and its placement within the room.
Event Services will advise event sponsor of times when room and support areas will be ready for contractor move-in, food service table top setup, sponsor setup and door opening and ending for the event.
Guarantee number—required from event sponsor 72 hours (three business days) before event.
Service or equipment needs occurring during the event, other than those related to food, beverage and wait service staff, must be referred to the Union/WELL Building Supervisor on duty or to the Union/WELL Information Desk. Contractor will identify to Union and Sponsor’s representatives the “point” person responsible for the Caterer.
Event attendee parking arrangements will be coordinated with University Transportation and Parking Services. Sponsor’s representative will be advised by the Event Services Office of the procedure for this need.
Loading dock space for contractor’s vehicles can be made available when pre-approved by Union/WELL Building Staff.
Food waste and trash generated by the contractor or event must be bagged and disposed of off site by the Catering Contractor unless otherwise negotiated with UEI for use of UEI disposal facilities.
Eight feet between ballroom and table storage room must be kept clear at all times as a fire exit lane.
Equipment must not be located in a manner that will keep doors from closing automatically in an emergency.
Dish-up Staging area, Ballroom:
Large events may use the Ballroom table storage room.
It is electrically equipped to handle four food warmers.
Large, wood Ballroom double doors can be used for setup only.
Table service during the event will be through small vestibule doors (marked for Fire Exit).
Events held on 2nd or 3rd floors:
Sublease staff must use the service elevator for all deliveries and setups.
Make prior arrangements with Union/WELL Building staff.
No servicing from the public hallway.
Servicing from service corridor/servery to room.
Catering responsibilities for non-Foundation catered events:
Contract with Union/WELL food service vendors to provide retail and catered food service in the Union.
Ensure all necessary licenses and insurance requirements are met by the provider.
Direct all sponsor and vendor communication regarding catering arrangements for Union/WELL events through the Event Services office.
Advise the vendor of requirements such as delivery of food fully-prepared off site, maintenance of exit aisles, clean up and removal of all trash and food waste, and food safety requirements.
Consult with the Union/WELL on requests for non-contracted caterers.
Contracted Food Service Vendors:
Direct all communication regarding the event food service arrangements through the Union/WELL Event Services Office.
Provide full-service catering for events, including delivery, set-up, maintenance during the event and clean up and removal of trash and food waste immediately after the event.
Maintain all applicable licensing, certification and insurance coverage.
Adopted: March 14, 2002
Updated: December 2, 2009