Facility Policies

Introduction

The Gatton College facility is operated, funded and maintained by the Gatton College. Its primary purpose is to support the College mission of education, research and service. Although the College determines scheduling and operation, all appropriate university rules and regulations apply at this location (see Addendum A). In order that the conference facility be utilized to the fullest advantage, the following policies and guidelines for operation have been established. Failure to comply with the following policies may result in the loss of reservation privileges. Students and Registered Student Organizations are subject to the Code of Student Conduct UK policies, rules, and regulations, including the terms of this contract. Any potential violation of these policies may be referred to the Office of Student Conduct.

Reservation Process Policies

Reservations

  • Approval of all reservation requests are at the discretion of the Gatton College. Your request will be considered but there is no guarantee that it will be approved.
  • Academic courses and mission-related programs of the Gatton College shall receive first priority over any other type of activity or event. Whenever possible, two weeks will be given when a reservation must be cancelled or moved.
  • All reservation requests must be made through the campus Event Management System (EMS) (http://meetatbigblue.uky.edu). Requests will not be accepted through any other methods and no group will be given permission to reserve space unless the reservation process is followed.
  • Event reservations for the Gatton facility must be made at least 48 hours in advance of the event and no more than 365 days in advance of the event.
  • All use fitting the universities definition of an event (See Addendum B), must be approved by the Event Management Office (EMO).
  • In EMS, a “1st Contact” is required on the reservation request form. The person named in that field is considered the designated point person for the activity/event and has full responsibility for the general care of the Gatton space during the time of the reservation.
  • Any organization or department that holds an event in the Gatton facility agrees to follow the policies laid out in this document by virtue of holding the approved event.
  • Either the 1st or 2nd Contact person listed in EMS must be in attendance at the event or activity. Depending on the use and space reserved, a refundable deposit may be charged in case of damage to the facility.
  • Gatton facilities may be reserved for use by a registered student organization by officers designated on the student organization registration application. An organization officer MUST be present at the event/activity.
  • Specific rooms requested will be assigned when possible, however the Gatton College reserves the right to make changes when necessary.
  • Any services to be provided by the Gatton college in conjunction to the reservation must be requested and negotiated at least 2 weeks in advance of the reservation. Fees for services may apply.

Cancellations

  • Cancellations or changes in the use of the space or services provided by the Gatton College must be made at least 72 hours (or 3 hours if due to inclement weather) prior to the event and through the online Event Management System (EMS). Inclement weather is defined as any weather event that would reasonably prohibit the safe facilitation of the scheduled event to include, but not limited to heavy rain, lightning, high wind, snow and ice. In the event of an unexpected emergency, Gatton College will review on a case by case basis.
  • Deposits will ONLY be returned upon cancellation due to weather or College/University closure.

Space Usage Policies

Usage and Care of the Facility

  • The sponsoring organization/department and specifically the assigned point person must ensure that all persons at the activity/event take proper care of the building and its equipment.
  • The sponsoring organization/ department and specifically the assigned point person are responsible for leaving the room clean and in the same condition as when the activity/event started. This includes making sure the furniture is moved back to the default setup as posted in the room and ensuring that all catering equipment, trash and other materials have been properly removed and disposed of. The point person not the caterer or other vendors is responsible for the clean-up of the space.
  • The sponsoring organization/department will be financially responsible for any damage resulting from abuse or neglect or the removal of any items left in the space.
  • For events in Woodward Hall: The sponsoring organization/department and specifically the assigned point person is responsible for trash removal after their activity/event. In some cases, the sponsoring organization/department will be responsible for hiring and funding PPD to work the event.
  • PPD Custodian Services may be required depending on the activity/event. Costs associated with these services will be at the expense of the sponsoring organization/department.
  • The sponsoring organization/department and specifically the assigned point person must report any damage to the facility which takes place during their reservation to the Gatton Facilities Director via email at be-facilities@uky.edu or via phone (859-257-2445). This includes, damage to furniture, lights or fixtures, spills, etc.
  • The Gatton facility must be vacated before the reservation end time. It is the responsibility of the point person to ensure all items belonging to the sponsoring organization/department are removed from the facility. The Gatton College is not responsible for any items left in the space. Any items left may be discarded.
  • Do NOT tape, tack, or otherwise adhere anything to any surface in the facility.
  • No parking is permitted on sidewalks or grass. Sidewalks may be used for unloading/loading only. The vehicle(s) must have an attendant at all times.
  • NO open flames are allowed in the facility under any circumstance except in the case of burners for catering purposes. If such burners are used, they must be attended to at all times.

Emergencies and Security

  • Depending on the nature of the activity/event, the Gatton College may require a security officer to be present for an activity/event. Costs associated with the security officer will be at the expense of the sponsoring organization/department.
  • If security is required, all security provisions must be provided by U.K. Police or an approved security service in cooperation with and approved by U.K. Police.
  • For events with UK Police requirements as determined by the Events Management Office, the University of Kentucky Police Department (UKPD) must receive a notice upon cancellation of the event. If they do not receive such notice, the requesting party/organization will be held financially responsible for all UKPD costs associated with the event to include a minimum of three (3) hours per UKPD employee assigned to work during the event.
  • The sponsoring organization/department and specifically the assigned point person must report any injury to or accident involving a person to the University of Kentucky Police Department immediately: Emergency 911 or Main Dispatch: 859-257-UKPD (8573). If there is an employee related injury, Workers Compensation is to be contacted. Employee accidents, injuries, or illnesses should be reported immediately by the employee's supervisor. Student workers receiving pay other than scholarships, fellowships, student loans, or grants are generally considered employees. Supervisors must report the employee accident, injury, or illness to UK Workers Care by calling 1-800-440-6285.
  • All usage of the building must be in compliance with University Fire and Life Safety Standards. Specifically, but limited to: 1) the number of persons in a space MUST not exceed the posted space occupancy numbers and 2) no exit or entry to any space or exterior doors may be blocked or impeded at any time. Inquiries must be directed to Tony Day @ be-facilities@uky.edu.
  • In the event of a Fire Alarm, evacuation of the building is MANDATORY and all people must stay at least 50 feet away from the building until the all clear has been given by the fire department.
  • In the event of a TORNADO WARNING, please follow instructions designated by the Campus Emergency Action Guide posted in the foyer near the elevator. Occupants are to go to the interior of the building as noted by the green severe weather shelter signs and away from windows and doors.
  • Per University AR 6:6 (http://www.uky.edu/regs/files/ar/ar6-6.pdf), deadly weapons are prohibited in the Gatton Facility.

Space Setup

  • There is a posting of the default furniture setup for each space in the Gatton. If the setup is changed in a space during or before a reservation time by the users of the space, the sponsoring organization/department and specifically the assigned point person are responsible for returning the furniture to the default setup before the end of a reservation period unless other arrangements have been made with the Gatton College BEFORE the reservation period.
  • For events taking place in Woodward Hall, the atrium, and any open spaces, if the default layout is not used, Physical Plant Division MUST be contracted to move furniture before and after the event. PPD must be instructed to coordinate any work with the Gatton Facilities Director. The sponsoring organization/department is responsible for all costs associated with PPD.
  • In general, furniture in common areas such as the atrium, quiet study room, 3rd and 4th floor lounges are not to be moved.
  • Gatton IT is the only unit allowed to move the podiums or conference room tables tethered by cables to the floor. DO NOT attempt to move these pieces. If your event requires that the podium be moved within the space or removed from the space or tethered conference room tables, arrangements must be made with the Gatton College at least 2 weeks prior to the reservation time.
  • DO NOT remove chairs or other furniture from a space or transfer chairs or other furniture from one space to another.
  • Do Not utilize any hallway space outside of your event or elsewhere without prior approval. This includes signs, check-in tables, etc.

Physical Access to Space

  • The Gatton facility uses the campus electronic lock system Lenel.
  • The perimeter doors of the Gatton Facility will be unlocked during normal business hours.
  • Any reservations approved outside of these normal operating hours require an auto-unlock schedule to be put in place by the Gatton College. The reservation of any space MUST include both reservation start and end times and actual “event” start and end times. The event times are the times actual attendees of the activity/event will be in the space. This does not include setup or breakdown. The doors for a space will be auto-unlocked a half hour before the event start time and locked a half hour after the event end time NOT the reservation time. It is the responsibility of the point person to make arrangements with the Gatton College to gain access to the spaces for setup before a half hour before the activity/event begins.
  • For events held in the evening, the building closes at 10:00pm on weekdays. This will not be altered for any reason. If break down for an activity/event must occur after this hour, the point person will be responsible for stationing a person at an entrance to let others in and out as equipment and other items are removed from the building. Note that the Campus Police Department will NOT give you access to any space in the event you are locked out.
  • Under no circumstance are external doors to be propped open.
  • For events held on weekend, only the main 2nd floor building entrance will be unlocked a half hour before the activity/event start time and locked a half hour after the activity/event end time.

Normal Business Hours

Spring and Fall Semester
Monday through Thursday 7:00am – 10:00pm
Friday 7:00am – 5:00pm
Saturday and Sunday Closed unless Scheduled Event
Summer Session I and II
Monday through Thursday 7:00am – 7:00pm
Friday 7:00am – 5:00pm
Saturday and Sunday, Academic Holidays Closed unless Scheduled Event

Normal Classroom Hours

Spring and Fall Semester
Monday through Thursday 7:00am – 9:15pm
Friday 7:00am – 5:00pm
Saturday and Sunday, Academic Holidays Closed unless Scheduled Event
Summer Session I and II
Monday through Thursday Varies year to year
Friday Varies year to year
Saturday and Sunday, Academic Holidays Closed unless Scheduled Event

Food and Drink

  • As a general rule, no food or drink is permitted in any of the academic spaces including classroom and the auditorium. Food and non-alcoholic beverages are allowed in Woodward Hall and the Atrium ONLY.
  • NO food or drink are allowed in any classroom or the Kincaid Auditorium.
  • There are limited kitchen facilities on the third floor attached to Woodward Hall which may be used for secondary food preparation for catered meals. This space must be scheduled in advance when the reservation request is made.
  • Catering must be provided by a Gatton approved vendor.
  • The only space where alcoholic beverages may be served is Woodward Hall. Pre-approval to serve alcohol MUST be attained in writing from the Gatton College at least 2 weeks prior to the reservation period. If undergraduates or other populations under the age of 21 are in attendance at an event in Woodward Hall no alcohol may be served.
  • It is the responsibility of the sponsoring organization/department and specifically the assigned point person to ensure that all food, drink, plates, cups, etc. are removed from the space and if a caterer is used, to ensure the caterer has removed their equipment from the space by the end of the reservation time. Failure to adhere to this expectation will result in a loss of the deposit and possible a suspension of reservation privileges in the future.
  • Any event serving more than light refreshments and snacks is required to have UK PPD custodial services to clean during and and/or after the event. The cost associated is the responsibility of the sponsoring organization or department.

Addendum A — University of Kentucky Policies and Regulations

  • All events must be in compliance with facility and university rules and regulations (i.e., university alcohol policy AR 6:4, sell/solicit policy GR:1,N, use of space AR 9:1, AR 9:2). The sponsor is responsible for making sure activities and events are in compliance with university regulations. The complete list of university regulations can be found at http://www.uky.edu/regs/gr.htm. (If related to Student Organizations see AR 9:1, AR 9:2)
  • At this time, only university department or the approved officers (3) of a registered student organization may use the Gatton facilities. The reserving department or organization must be the user of the space and present at the event. (AR 9:1, AR 9:2).
  • Governing Regulation, Part 1 (H) Use of University Facilities Kentucky Revised Statutes 164.160 and 164.200, respectively, grant to the Board of Trustees the power to receive, hold, and administer on behalf of the University, all types of property and to establish proper regulations for the government of same.
  • Solicitations for subscriptions, sales of merchandise, publications or services on University property other than by the regularly authorized stores, food service, departments or divisions of the University are prohibited without the written permission of the Executive Director of the Student Center. (GR: I, N - http://www.uky.edu/regs/files/gr/gr1.pdf).
  • By virtue of the above, University of Kentucky facilities shall be used only for educational, cultural or charitable purposes, or other purposes as determined by the President or by the administrative officer to whom the President has delegated this responsibility in accordance with these Governing Regulations, Administrative Regulations, and University Senate Rules.
  • Use of space on University of Kentucky property is subject to compliance with Federal, State and Local laws and ordinances, and this confirmation of reservation is contingent upon the user’s compliance with any such regulations.
  • Deadly weapons are prohibited on any property owned, leased, or controlled by the University of Kentucky. (AR 6:6)
  • The University of Kentucky is a completely tobacco-free on all campus grounds and parking areas. (AR 6:5 - http://www.uky.edu/TobaccoFree/UKsTobaccoFreePolicy).

Addendum B — University of Kentucky definition of an “Event”

The University of Kentucky defines an event as an “University affiliated, sponsored, organized or planned activity which takes place on or requires the use of University facilities and/or resources. Events do not include general meetings by University faculty and/or staff, recurring student organization meetings, NCAA sponsored activities or activities taking place at the County Agricultural Extension offices.”

For University FAQs regarding events see: http://www.uky.edu/studentcenter.