RE: Regulations for the Use of The Assembly Hall

Hunter College student groups enjoy the privilege of using Hunter College facilities at minimal expense. This policy will continue, provided that the student group booking these facilities does so on the basis of a budget approved by the appropriate funding authority specifically for each event. Furthermore, the sole beneficiary of proceeds must be the students of Hunter College. Therefore, all proceeds from any 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 facilities of the College. Therefore, the following regulations regarding facility usage will be utilized:

I. Prior to the Event

A. At least six weeks prior to the event, the following must be completed:

1. The sponsoring student group must go to Central Reservations to arrange for a suitable date for the projected event and obtain a Central Reservations Form and a Student Event Information Form.

2. When Central Reservations puts the aforementioned date on hold, the student group will have sufficient time in which to meet with the Hall Technician. The following must be brought to this meeting:

a) The planned written program
b) Specifications of all technical equipment
c) The outside technician, if any

3. If the group has not completed processing this form within the prescribed time or has not hand delivered a written cancellation to Central Reservations, the group will receive a "Reservation Cancellation Notice."

B. On the cover letter of your Central Reservations Form will be a date by which the Student Event Information Form and Central Reservations Form must be submitted to Dean Escott ( Note: See Student Government first, and all other designated signatories must be seen before submitting this form to Dean Escott.)

C. Once the completed Student Event Information Form and Central Reservations Form are submitted they will be signed and returned to the group. At this time, 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 number IIB below.

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

E. Cancellation: Failure to notify Central Reservations, in writing, at least 5 days prior to your event will result in forfeiture of payment.

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 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 revenues and expenses.
3. a copy of all bills. Original bills/receipts andthose paid from an advance should be given to the business Office.

III General

A. All tickets must be obtained through Central Reservations.

B. Ticket takers and ushers will be required. These employees will be hired by the Central Reservations Office and paid for by the sponsoring group.

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

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

E. Any charges to the College that are a direct result of services 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, technicians, ushers, etc.

The College reserves the right to charge for all other expenses incurred as the result of damage to the facility or the need for extra maintenance, security, etc. (Please note: student groups with outstanding bills for previous booking will not be permitted to use any facilities until prior bills are paid).

F. No special accommodation will be made to groups who fail to follow the reservation regulations eventhough the event may have been publicized.

G. At the time a reservation is made, the sponsor will be informed of the contracted time. It is expected that all programs will end within the prescribed time as indicated on the reservation form.

H. 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 in writing a confirmed reservation may also be refused future use of the facility.

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

I. 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.