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Event Rates & Policies

These rates, policies, and procedures apply to all University facilities made available to University groups and non-University external groups.

It is the individual responsibility of any employee involved in the use of facilities to understand the policies upon which these procedures are based, and the meaning and intent of the procedures themselves.

Further, it is the individual responsibility of any external User to understand the policies upon which these procedures are based and the meaning and intent of the procedures themselves.

If there are any questions or concerns relative to either the policies or procedures, or the ability of the University employee or external User to respond effectively to the requirements of the procedures, then it is the responsibility of the employee or external User to bring such matters to the attention of the Coordinator of Campus Events immediately.

The fundamental purpose of these procedures is not to restrict the effectiveness of the individuals involved with the use of the University facilities, but to provide a foundation for effective, consistent and complete consideration of all aspects of using University facilities, with the expected result being a positive experience for both the internal and external constituencies.

The facilities listed below are intended to be a representative list of available rooms and/or venues. Other facilities may be available upon request. The facilities may be reserved for meetings, banquet, cultural and social events, celebrations, major entertainment events and other activities in accordance with University Policies and Procedures.

Custodial services, public safety, electrician services, and other general service fees will apply to each event. Contracts are required for all off campus organizations and must be completed through the Office of Campus Events.

Facilities and Rates

SPECIAL NOTE: DSU Student Organizations and Clubs

Students organizations and clubs reserving space agree to all of the following terms. Students reserving space on campus must acknowledge that they understand the following:

  • ALL Student Organizations and Clubs event reservations must be completed by the advisor of the organization.
  • All policies outlined in the Student Handbook and the Student Organization Handbook are applicable and any violation of University policies may result in a student conduct process against individuals within and/or the entire organization.
  • Per the Office of Student Experience policy, all organizations and clubs should request a reservation for space at least 10 days in advance of the proposed event; Services (e.g., tables, chairs, sound equipment, etc.) must be added to space requests at least ten (10) business days prior to the events though a “RED ALERT” email. Requests made for spaces or services that do not meet these stated requirements will not be approved.
  • Students are not permitted to advertise events until they have received official email confirmation that the request for space has been approved.
  • Students may only reserve space for an organization of which they are a member in good standing. All “Graduate” organizations must submit their request through the “external Client” portal.
  • Student organizations are responsible for fees for any damage incurred during the time in which the space is reserved — this includes unintentional damage and damage caused by event guests. If students notice any damage in spaces during events, they must report it to Campus Safety and email Student Experience with photos within twenty-four (24) hours.
  • All reservations must clearly state the intended use for all facilities and include all the names of all sponsor groups; misrepresentation of the event may result in cancellation.
  • Reservation requests must be made for the exact space that is going to be used (e.g., MLK Student Center Lobby and MLK Patio; MLK Parlor A and MLK Parlor B). Reserving one space to gain access to another is considered misuse of the reservation system and is not permitted.
  • Students must follow fire code/venue capacity regulations.
  • Alcohol is prohibited on all campus properties.
  • The University has the right to cancel a reservation at any time due to unforeseen circumstances. Students understand that this is a possibility and will work with the Office of Student Experience to reschedule, if possible.

Quick Policies

Reservation Process

In order to allow adequate time for processing, requests for space should be made at least fifteen (15) dates prior to the date of the event. A reservation will not be confirmed until the request form has been received and processed by the Office of Campus Events.

Space Reservations

All space is reserved on a “first-come-first-served” basis. Upon confirmation of the request, faculty, staff, students organizations/clubs, and departments will receive a reservation number.

Off campus clients will receive a reservation number and a “Service Contract” with an invoice specifying the deposit amount, the due date for the deposit and signed agreement, a floor plan. (A list of area lodging accommodations is available upon request.) If the signed agreement and deposit are not received by the date specified, the reservation will be canceled.

The Office of Campus Events reserves the right to reject a request if it is programmatically or operationally impossible or in conflict with the University’s policies and regulations.

Pandemic Protocols

The Office of Campus Events will review all requests for activities and events. Please note that during the rise of a pandemic case across the nation, (flu, COVID-19, etc.) all non-virtual events will be conditionally approved, contingent upon the University’s pandemic policy and protocols. Events will be approved or denied based on this assessment as well as on the availability of requested space.

Event Liability Insurance

The Office of Campus Events requires that all non-university-sponsored events be covered by “Liability Insurance.” This insurance may be purchased through the requestor’s choice of insurance carriers.

Essentially, the terms of the insurance are:

  • The standard minimum coverage is $1,000,000 combined single limit for bodily injury and property damage, per occurrence and aggregate.
  • If the policy is changed or canceled, written notice should be sent to the Office of Campus Events 15 days prior to the event date.
  • An event held over a period of consecutive days will be covered under one policy. A separate policy must be purchased for each subsequent event. Events involving alcohol service require additional coverage.

Fees

The fee structure for utilizing the University buildings, space, and related services are outlined through the Office of Campus Events. Any change to this fee must be approved, through a fee waiver, provided by the Office of Campus Events and approved by the Vice President of Student Affairs and the Executive Vice President of the Delaware State University.

Billing

If there are any costs associated with an event, approval will be required from the Office of Campus Events prior to the event reservation. No services will be provided without prior approval. Student organizations may pay by an university account established in the organization’s name, if the cost is recognized as a payable budget expense otherwise by check, cash or money order. This bill is to be paid in the DSU Administration Building- 1st floor- Student Accounts office. Please provide your contract and once paid, you will receive a receipt.

Payment

Payment is due upon return of the signed agreement. Checks should be made payable to DSU. Major credit cards (except American Express) are also accepted.

Changes to Reservations

When information on a reservation needs to be changed, please contact the Office of Campus Events. Campus Events will make the appropriate changes and another confirmation will be sent to you. NOTE: Only three changes will be accepted per booking without charge.

Cancellations

If the space reserved is not needed, contact the Office of Campus Events as soon as possible to release the space. Cancellations 72 hours prior to the event will not be charged. Cancellations the day of the event will be charged for the full space and service fee.

For more information on our rates/policies/procedures, please contact the Office of Campus Events at 302.857.6391 or visit between the hours of 8:30 am - 4:30 pm Monday through Friday at the Martin Luther King Jr. Student Center, Suite 353.