Clemson House Reservation & Usage Policy

The Clemson House welcomes the opportunity to serve as a gathering place for students, faculty, staff, and visitors.  Housing Special Programs manages the reservable spaces located in the Clemson House and proudly hosts events that enhance our community and advance the mission of the University.

Reservation Procedures

A minimum of 10 days notice for reservation requests are required.  Requests less than 10 days prior to the reservation may not be accepted.  Reservations may be submitted through the online reservation form located at the bottom of this page, faxed to 864-656-7796, or in person at 100 Mauldin Hall during normal business hours of 8:00am-4:30pm, Monday-Friday or by mail to Housing Special Programs, University Housing, Box 344075, Clemson, SC 29634.

Deposit Policy

University departments must include the department's 23-digit chartfield string number(Clemson University Foundation funds cannot be used) on the reservation request.  A contract will be sent to the department based on the reservation information.  Confirmation of the reservation will be sent only after all contracts have been completed, signed, 23-digit chartfield string number, and returned to 100 Mauldin Hall.

Student organizations must submit a reservation request and include method of payment for the 50% deposit, if applicable.  A contract will be sent to the Student Organization based on the reservation information.  Confirmation of the reservation will be sent only after all contracts have been completed, signed, 50% deposit paid, and returned to 800 University Union.

The remaining balance for Student Organizations is due no later than 30 days prior to the event, if applicable.  If the reservation is received less than 30 days prior to the event, the full amount of the rental is due with the reservation request. 

External guests must submit a reservation request and include method of payment for the entire amount required.  A contract will be sent to the external guest based on the reservation information.  Confirmation of the reservation will be sent only after the contract has been completed, signed, paid in full, and returned to 100 Mauldin Hall.

The deposit for Student Organizations and full payment for external groups is ONLY refundable if the reservation is cancelled at least 72-hours in advance of the event.  For any cancellations after the 72-hour deadline or any reservation that results in a "no show", the deposit will not be refunded and cancellation/no show fees will be applied.

Confirmation Policy

An event/request is considered confirmed only when you receive a confirmation letter or email from Housing Special Programs staff.  Prior to that time, the requested date will be placed on hold as availability is verified, completion of any necessary forms/signatures, and IDO/payment/deposit is verified.  Once the event is confirmed via letter or email, it is considered a binding agreement.

Groups using reservable areas for events without a confirmed reservation may be subject to eviction, fines, and disciplinary action.

Payment Policy

For University departments, final payment will be billed by IDO no later than 15 days after the event.  If other payment arrangements need to be made, this must be confirmed with the Housing Special Programs Office during the reservation request process.

Recognized student organizations and external guests can pay via credit card, cash, or personal checks in 100 Mauldin Hall during normal business hours of 8:00am-4:30pm, Monday-Friday. 

Groups who have past due balances will lose reservation privileges until all fees are paid in full. 

Rental Fees

Rental fees will be noted in your confirmation.  The standard rental rates are listed below for a three hour period:

*There is no charge for Student Organizations for the use of the Poole/Shanklin Rooms.

*Room capacity is based on the set-up of the room.  Set-up for each room can be one of these options: classroom style, theatre style, buffet meal, or served meal.  A buffet meal with dance floor and/or riser is only available in the Lila Holmes Ballroom.

All rates include initial set-up of the room with tables, chairs, and podium based on the confirmed set-up diagram.  Projector, screen, and microphone are available upon request.  Additional set-up/changes requested less than 72 hours prior to the event are billed at $10.00 per man hour with a $10.00 minimum.

All rates cover the use of the rooms for a three hour period.  Additional time is billed at $10 per hour for each room used with a $50 maximum per room.  All rentals must end no later than midnight, including clean-up time.  Rates are subject to sales tax, accommodations tax, and are subject to change on July 1 each year.  Legal documentation must be provided by tax exempt groups; otherwise, applicable taxes will be applied.

Staff Fees

All groups are required to pay for staff fees for events that require technicians, guest services representatives, and special services such as parking attendants, police, and EMS.  Guest Services Representatives are required for most events that are scheduled after 4:30pm weekdays and anytime on the weekends.  Technicians are required for most groups that reserve the projector, screen, or microphone.

Cleaning & Damages Fees

A cleaning deposit of $150.00 is required when the contract is returned and fees are paid.   The cleaning deposit will be refunded after the event occurs if all trash is removed and thrown in the dumpster outside of the Clemson House and the room is left in good condition.  The cleaning deposit may not be refunded and additional cleaning and damage costs may also be incurred after a group's use if the trash is left in the room or any other cleaning/damages occurred during the group's usage. 

Cancellation/No Show Policy

A reservation keeps other groups from reserving the facilities; therefore, penalties will be enforced for groups who do not follow proper policies for cancellation.  A minimum of 72 hours prior to the event is required to cancel a reservation without penalty and the full deposit/payment will be refunded.  Any cancellations less than 72 hours in advance of the event will be charged a $50 fee and the deposit will not be refunded.  Groups who fail to show up for their reservation will be charged a $50 "no show" fee and there will be no refunds on the deposit or full payment.  The group may also lose future reservation privileges.

Change of Location

Housing Special Programs reserves the right to make necessary changes in room/area locations, as needed, to accommodate the needs of the operation.  Ample notice of changes will be given.

Right of Refusal/University Priority

Housing Special Programs reserves the right to not approve any event or cancel a reservation with full refund in the event that there is a facility, health, or safety issue.

Fronting

The responsible party on the contract must actually be planning and present at the event.  A group may not "front" for another organization for the purpose of obtaining free or reduced fees for a group that does not have access to discounted rates.  For example, an external guest may not use a University department or Student Organization to reserve a space unless the event is planned and attended by the University department and/or Student Organization.

Security Requirements

Housing Special Programs staff will review each event to determine the need for additional security.  CUPD or a third party security company may be required for large events, public events, events featuring celebrity speakers or performers, events providing alcohol, or events in the evening hours.  These costs will be assumed by the event organizers.

Guest Code of Conduct/Responsibilities

The person who completes the reservation form assumes responsibility for the actions of the organization and the guests attending the event.  The group representative accepts responsibility for ensuring that all University and facility rules and regulations are followed. 

Food/Beverage/Alcohol/Linen Service

Aramark is the exclusive food service provider for Clemson University.  All events serving food or beverages must contract with Aramark.  If your group has donated food or beverage items, you must contact Aramark to request a waiver.  Aramark provides full-service catering options as well as basic linen services.  Aramark may be contacted at 864-656-2044.

If your group receives a food waiver or a delivery only catered event, you are required to rent table linens from Housing at a cost of $5.50 per table.  All serving tables and tables in which event guests/participants will be eating must be covered with linens.  All table linen arrangements must be included in the reservation request. 

If your group is not having food, table linens are not included and not required.  However, your group may rent table linens from Housing at a cost of $5.50 per table if needed.  All table linen arrangements must be included in the reservation request.

Events serving alcohol must be approved by Housing Special Programs, Student Affairs, and CUPD.  All alcohol must be served by Aramark.  A Registration for Events with Alcohol form is included in the Clemson University Facility Use Policy which is available on the website.  This form must be submitted with the contract and signed by the appropriate staff.  Alcohol may not be allowed if Student Affairs or CUPD refuses to sign the alcohol registration form.

Parking

After receiving confirmation for the event, the group contact is responsible for contacting Parking Services at least two weeks prior to the event date to request parking permits. 

University departments and Student Organizations may use the Parking Services’ Special Event Parking link to request 10 or more parking permits. 

For external guests, Tracey Morgan at Parking Services may be contacted by email at traceym@clemson.edu or by phone at 864-656-2270.  The group contact will need to provide a contact name, phone number, date and times of event, approximate number of guests/cars expected, and nature of event (i.e. wedding, party).  Starting July 1, 2012, there will be a charge for parking for external guests’ events. 

Decorations

Only free standing decorations or table decorations are allowed.  Hanging or taping materials from ceiling, posts, or walls is prohibited.  All decorations must be removed from the area immediately after the event.  Any items left at the facility must have advance approval from the facility manager.  Proper disposal in the trash dumpster outside of the building is required.  Groups will be charged an additional cleaning fee if items are not properly removed.

Helium tanks must be on proper transport dollies.  Flyers, posters, handbills must be approved before distribution or postings and may not be taped to any surface of the venue.  No open flames, candles, glitter, confetti, or bird seed is allowed.

Accessibility

A wheelchair lift access is located in the mezzanine outside the Holmes Ballroom.  Please make note on the reservation form for lift assistance.  All other rooms are on the first floor and are accessible.

Amplified Sound

Noise restrictions are in effect across campus.  Any use of amplified sound for any event at any time must be approved.  Please be aware that Clemson House is a student residence so all excessive noise should be kept at a minimum.

General Facility Rules

• No tobacco products or illegal drugs.
• No outside food or drink for events (except by Aramark waiver)
• No alcohol without proper registration for events for alcohol
• Noise restrictions are in effect at all times. Amplified sound must be approved.
• No blocking exit doors.
• No covering, touching, or propelling items to sprinkler heads
• No glass containers
• No coolers
• No weapons
• No fireworks
• No stickers or adhesive backed promotional pieces are to distributed in the facility