Reserve a Community Space

Completing a Reservation Request Form begins your event review process with our staff. Once we have received all necessary information from you, we will determine if we can accommodate the event. Reservation requests are accepted on a first-come, first-serve basis and may only be reserved up to one semester in advance within the academic year. A minimum of 48 business hours is required to place a request for a lounge or classroom space, and a minimum of two weeks is required for either indoor or outdoor events including items that require additional approvals, i.e. food, animals, various risks. Special events that include campus approvals or must be submitted at a minimum of three weeks. Community Space Reservations reserves the right to determine if a reservation request is appropriate to be held within a Clemson Home space.

You may submit a request by completing the form available on Community Space Reservations page https://housing.clemson.edu/reservations/. Fully completed reservations request forms may be submitted at any time but will only be reviewed during business hours Monday-Friday from 8 a.m. to 4:30 p.m. (subject to change during University holidays and breaks, or changes to operations due to inclement weather). Reservations are not approved without a specific approval email from Community Space Reservations.

Incomplete Reservation Request Forms are not sent to Community Space Reservations for review. This includes forms that are denied due to incompatible times or overlapping times.

Community Space Reservations will not hold a space if the necessary documents/forms are not received within 10 days of the request for follow-up.

The contact person listed on the Reservation Request form must:

• be our sole contact for all event-related questions
• and to be available in person from the event start time until the very end of the event.

Holding unauthorized meetings, events, or reservations in any Clemson Home managed space, whether listed here or not designated as reservable may result in the incident documented through an Incident Report being filed with the Office of Community and Ethical Standards.

The following items are prohibited unless written authorization is provided:

• Outside food and beverages for events, alcohol, glass containers, coolers, illegal drugs, fireworks, explosives, aerosol cans, glitter and candles.
• No doorway or exit may be blocked for any reason.
• Sprinkler heads cannot be covered.
• No open flame is allowed without CU Fire Department approval.
• No animals are allowed inside residential facilities except for service animals permitted through the Americans with Disabilities Act. If animals are integral to the nature of your event, this must be communicated in your Reservation Request, and Community Space Reservations will assist you in obtaining necessary approvals.
• The use of tent stakes requires approval (sand bags and weights are preferred).
• The use of video, recording equipment and cameras are permitted at the discretion of the reservation holder.
• Stickers, tape and adhesive backed decals are not to be used or distributed.
• No tape or wires of any kind are/are to be used on walls, columns, posts or doors. Anchoring devices placed in the asphalt/cement/wall surfaces anywhere around the facility, interior or exterior is prohibited. Tent stakes on the lawn will be permitted with approval, however, sandbags and weights are preferred.
  See Postings/Banners regarding any banners, posters, fliers and/or signage.
• All banners, posters, fliers and signage must follow the guidance provided in Posting/Banners.
• Please note that Community Space Reservations spaces are monitored by video surveillance.
• Clemson University is a Tobacco Free environment.

The individual submitting the reservation request, along with the sponsoring organization, shares responsibility for the conduct of the organization and all guests attending the event. The organization and its representative are responsible for ensuring that all University and Facilities polices, rules and regulations are understood and followed throughout the event.

Community Space Reservations does not provide space setup or equipment rentals. Upon request, information about the space such as outlets and occupancy can be provided.

A booked reservation eliminates the opportunity for other groups to use the facility; therefore, penalties will be enforced for groups who do not adhere to this expectation. Community Space Reservations recognizes there are circumstances where cancellation becomes necessary through no fault of the organizing party.

Cancellation request must be submitted in writing via email to housingreservations@clemson.edu at least one week before the event date unless specified by Community Space Reservations. Any cancellations within one week may result in reservation privileges being limited or revoked in the future. Repeat occurrences may lead to the requesting organization losing future reservation privileges.

Events that include any type of painting may only be held in the following Community Space Reservations locations and must provide protection for the floor, furniture, etc. and must be cleaned up immediately after the event:

• Outdoor grassy area of Interior Quad

Outdoor grassy areas in front of or behind Smith and Barnett (grassy areas are not reservable)

An advanced booking is a reservation made more than one semester in advance. Advanced bookings are not permitted and will be denied or cancelled if found.

A block booking is a reservation that spans the majority of a semester and includes weekly reoccurring meetings that take place on the same day/time each week, with the same event name/purpose. Those who are eligible may request block bookings (subject to availability) each academic year by submitting a Block Booking Reservation Request as follows:

• Beginning on August 1st for bookings in the Fall Semester (Aug - December) of the upcoming academic year.
• Beginning on November 1st for bookings in the Spring Semester (January - June) of the same academic year.
• Meetings within a block booking shall not exceed two, 2-hour meeting per week unless special approval has been given by Community Space Reservations.
• If an organization has more than three “no shows” in a semester, then their block booking may be canceled effective immediately.

The Community Space Reservations staff reserve the right to adjust the number of occurrences and/or duration of the reservation based on the needs of Clemson Home and the University.

Clemson Home has moved to digital signage as the only approved way of posting signs, posters and handbills in the residential communities. No physical copies may be taped to any surface in the residential communities or of the venue of an event. Banners may only be hung outside of respective chapter halls in the Quad (Bowen, Bradley, Donaldson, Norris, Simpson Hall North, Simpson Hall South and Wannamaker), Smith and Barnett. Please see 5.0 Bulletin Boards and Other Postings in the Facility Use Policy for more details.

More information for submissions to the Residential Digital Signage can be found here: https://housing.clemson.edu/marketing/

Only free-standing decorations or table decorations are allowed. Hanging or taping materials from ceiling, posts or walls is prohibited. All props or decor must be removed from the area immediately after the event. Any items left at the facility must have advance approval from Clemson Home Reservations. Proper disposal into trash dumpsters as indicated below by location is required. Candles, paint, glitter and/or confetti are not allowed.

Items to note:

• Helium balloons are prohibited in all indoor Community Space Reservations spaces due to the many open areas where helium balloons may escape in the facilities.
• Flyers, posters and handbills are not permitted in the residential communities.
• Postings/Banners must follow the guidance provided.
• Open flames, candles, glitter and/or confetti are not allowed.

Outdoor events are encouraged to plan an alternate date and/or alternate venue in case inclement weather impacts the preferred date/location. Groups are responsible for managing their own inclement weather plan and reservations.

Community Space Reservations reserves the right to deny a request or cancel a reservation in the event there is a facility, health/ safety issue or the University operations change. Community Space Reservations reserves the right to make necessary changes in room/area locations as needed to accommodate the needs of Clemson Home and the University. Every effort will be made to give ample notice of any changes.

Events designated as “Major Events” will be those events involving money, food, animals, vendors or have contracted speakers/performers, have bands with multiple instrument/vocal needs.

Money - Philanthropy events only

• Only events with 100% of the proceeds going to the philanthropy can be hosted within the Interior Quad, Norris Basketball Court or Norris Breezeway Area.
• The chapter nor any other entity can profit from the event. This includes but is not limited to using the raised funds to pay for any part of the event.
• If an entry fee is being charged for the event, the organization should work to collect the entry fee ahead of the event. If a donation or payment is expected for a food item, this money should be collected in advance of the event.
• If an event is absolutely dependent on payment during the event, the transaction must be through an electronic payment platform.
• There should be no exchange of cash money at the event.

Food - Philanthropy events with only donated food

• Events with only donated food will still require a waiver request to be completed for risk management approval.

Food - Food is bought for the event and exceeds threshold or is not through an approved small caterer.

• Waiver request must be completed for Aramark to approve or refer to Clemson Catering for event coverage.

Animals – Event with animals

• Provided form must be completed and returned with the organization’s Certificate of Insurance for review by risk management and possible consideration of the Campus Vet.

Vendor – Food

• Only vendors that have been approved by Aramark may be permitted to sell food on campus.

Vendor – Philanthropy events

• Vendors will be permitted at events only if 100% of the proceeds from the vendor’s sales will be donated to the philanthropy.

Vendor cannot distribute products that are in competition with campus contracts.

i.e. Vendor cannot distribute Celsius since this is in conflict with the campus Coca-Cola contract.

Events designated as “Special Events” will be those events where attendance is expected to exceed 250 and review and approval by the Special Event Review Board (SERB) is needed.

Items to Note:

• Events exceeding attendance of 250 are reviewed by the Special Event Review Board.
• Special Events may be referred to Campus Reservations and Events as Community Space Reservations is not equipped to manage what can be the diverse needs of an event.
• Events requiring security -
  Clemson University Police Department will be notified of all events scheduled by Community Space Reservations meeting the Special Events criteria. The Special Events Review Board will determine the security staffing needs. CUPD or a third-party security company may be required for large events, events open to larger populations, events featuring popular figures or performers or events after hours. The Reservation holder will be responsible for meeting this requirement or the event will be canceled.

Events requiring additional resources -

SERB members will determine the need for EMS/Fire staffing based on the event. Any staffing cost will be the responsibility of the reservation holder.

The Clemson University Facility Use Policy is an administrative policy that provides information and protocol for use of Clemson University facilities including but not limited to various uses and required processes for both affiliated and non-affiliated individuals and groups.

Groups may use any space in accordance with the Facility Use Policy.

In accordance Community Space Reservations reserves the right to enforce the Facility Use Policy, collect damage fees or ask a group without a reservation to leave the facility if an event is in conflict with another reservation group. Non-affiliated groups using any area without a confirmed reservation may be subject to eviction, fines and referral to the appropriate disciplinary body.

Noise restrictions are in effect Monday through Thursday until 9 p.m. and until Friday 4:30 p.m. across campus. There are no restrictions on Saturday and Sunday. Any use of amplified sound for any event at any time needs to be approved in advance. Community Space Reservations reserves the right to ask the organization to reduce the volume of any event that could conflict with nearby events and/or University activities.

• Residence halls should have a calm atmosphere for sleeping and studying, and not loud or disruptive. Courtesy hours are expected all day, every day, while typical quiet hours are from 10 p.m. to 8 a.m. Sunday-Thursday and midnight to 8 a.m. Friday - Saturday. During finals, quiet hours are 24/7 for the entire exam period and at least three days beforehand.
• Additional information regarding amplified sound can be found in the Facilities Use Policy.

The event contact submitting the Reservation Request Form is considered the responsible party for the reservation, the contact for all planning details and must be present at the event. A resident of a building who is a member of the organization may not “front” for another group for the purpose of gaining access to a space.  For example, a Barnett Hall 4^th floor resident may not reserve the Barnett Lounge for their Chapter, if their chapter hall is not in Barnett Hall. If a reservation or event is determined to be a front for a CU Department or outside entity, the organization’s reservation can be cancelled and will lose reservation privileges. Organizations collaborating with CU departments and/or outside entities may be reviewed by Community Space Reservations before a reservation request will be confirmed.

Reservations featuring non-affiliated speakers, performers, artists, etc. will need to ask for proof of liability insurance to the satisfaction of the university risk management based on the nature of the event and to name Clemson University as additionally insured.

University departments and recognized student organizations (RSOs) are covered by the university’s general policy. Any additional insurance required will be at the organizer’s expense.

Fraternity and Sororities are responsible for reviewing their risk management policies to understand if their event is covered under their policy.

Community Space Reservations reserves the right to ask for proof of coverage to provide the Office of Risk Services and Insurance for review for any event.

The University has contracted with Aramark Corporation Campus Services to be the University's exclusive food services provider. The scope of this contract includes the procurement, preparation, and service of all food, food products and beverages on campus and also specifically includes on-campus catering. Clemson Catering provides full-service catering options as well as basic linen service as requested.

All events serving food and/or beverages must be approved by Community Space Reservations and Clemson Catering before food and/or beverages can be served, sold or handed out. In the event that food items are donated to a group or organization for an event, Community Space Reservations and Clemson Catering must still approve all items to make sure it is in compliance with South Carolina Department of Agriculture (SCDA) and University policies.

More information for events with catering can be found here.

Community Space Reservations does not permit alcohol service in any of our spaces.

United States Copyright Laws apply to any movie being shown during a reservation. You will need to purchase the appropriate license to show any film on campus. Please note, checking out a movie at the library does not constitute the purchase of a movie license.

Use of Facilities for Speech and Assembly can be found in Section 3.0 of the Facility Use Policy. Please contact Dr. Suzanne Price, Assistant Vice President for Auxiliary Enterprises for more information regarding space availability and reservations.