RE: Regulations for the Use of the Lounges, Lecture Halls, and Cafeteria

Hunter College student groups enjoy the privilege of using Hunter College facilities at minimal expense. This policy will continue, provided that the student groups booking these facilities do so on the basis of a budget approved by the appropriate funding authority specifically for each event. Furthermore, the sole beneficiary of the proceeds must be the students of Hunter College. Therefore all proceeds from any student sponsored event must be retained by that student group and cannot be given to any non?Hunter organization unless specific prior authorization has been obtained from the College Association. The policy of not charging a rental for our own student groups is intended to encourage the presentation of cultural, social and educational events for the Hunter Community.

The College Administration does, however, have responsibility for protecting student revenue, as well as the use of facilities of the College. Therefore, the following regulations regarding facility usage will be utilized:

I. Prior to the Event

A. At least three weeks before the event the authorized student club representative should check with Central Reservations for a tentative date. The Central Reservations Form, the Student Event Information Form, the routing list and the booking regulations will be issued as soon as possible.
B. Uniform numbered tickets must be used for all events for which there is a donation/admission charge. All tickets must be numbered and must be obtained from the College Association Office at least fourteen days prior to the event. A ticket control from must be obtained from Ms. Hector and submitted to Dean Escott.

C. Once the completed Student Event Information Form and the Central Reservations Form are submitted to Dean Escott, they will be signed and returned to the group. Dean Escott will also give the student group representative a letter which indicates the deadline for the submission of the financial statement referred to in II B. Note: All other required signatures must be obtained before submitting this to Dean Escott.

D. Prior to the cancellation date, return the signed Central Reservations Form with full payment to Central Reservations. No reservation is confirmed unless Central Reservations has been paid in full.

II. After the Event

A. All proceeds must be deposited with the Hunter College Business Office immediately following the event.

B. Within 7 school days of the event the following must be submitted to the College Association Office (Room 214TH):

1. A copy of the receipt of the group's deposit.
2. A detailed statement of actual revenue and expenses.
3. A copy of all bills. Original bills/receipts and those paid from advance should be given to the Business Office.
4. All unsold tickets. Unsold tickets, complimentary tickets and sold tickets must be equal to the number received from the College Association.

III. General

A. A separate contract must be used for each speaker, artist, etc. Contracts can be obtained from the College Association Office and Central Reservations.

B. No event may be publicized and no tickets can be sold or distributed prior to receiving the signature of Dean Escott on the Central Reservations Form.

C. Any charges that are a direct result of service for this booking must be assumed by the student group and, therefore, labeled as an expense. Included in this category, but not limited to it, would be the cost of cleaning, security, technician's fee, etc.

D. No special accommodations will be made to groups who fail to follow the booking regulations eventhough the event may have been publicized and/or tickets sold.

E. It should be noted that lecture halls are not conducive to shows and other special events. Groups wishing to use these facilities for events other than lectures may need to rent an additional sound system, lights, etc. See Mr. Kevin Campbell regarding this matter.

F. The Dean of Students Office reserves the right to:

1) Refuse the use of a facility to any group or individual who has proven to be irresponsible in its past use of facilities. Groups that neglect to appear for their event or do not cancel a confirmed reservation may also be refused future use of the facilities.

2) Deny future use of facilities to any group which fails to declare and deposit all income with the Business Office.

G. The student coordinating and the group sponsoring the event will be held responsible for all aspects of it. Irresponsible behavior may result in sanctions against the individual and/or group. Student coordinators should also remind guests that since Hunter College is centered in a residential neighborhood, late night/early morning noise reflects badly on the College and its students.