Havener Center Operations Manual

Havener Center policies are designed to maximize use of facilities by students, faculty, staff, alumni, and guests. The policies serve as guidelines for the scheduling and use of the Havener Center . Havener Center staff will make every effort to meet the needs of customers and reserve the right to make adjustments when necessary.

Havener Center Advisory Board

Scheduling Regulations and Guidelines

Usage Agreements

Audio-Visual Equipment

Table Space Rental by non-student organizations

Food Service

Alcohol

Freedom of Assembly/Controversial Events

Usage Fees

Decorations

Liability

Building Hours

Havener Center Advisory Board 

Membership

The Vice Chancellor for Student Affairs shall invite representatives from the following campus areas to serve on the Havener Center Advisory Board:

  • Academic Council
  • Staff Council
  • Alumni & Constituent Relations
  • Chancellor's Office

The Student Council President shall invite no less than six and no more than ten students to serve on the Havener Center Advisory Board. All student members shall be in good standing with the university. Student representatives shall represent the following areas:

  • Student Council
  • Student Union Board
  • Fraternities and Sororities
  • Graduate Students
  • Residence Hall Students
  • Unaffiliated Students

Membership on the Board shall be for one academic year, appointments may be consecutive.

The Director of the Havener Center shall be a non-voting member of the Board. A member of the Havener Center Staff shall serve as board secretary. The Director of the Havener Center shall convene Board meetings according to Board procedures.

Duties of the Havener Center Advisory Board

The Havener Center Advisory Board shall develop and make recommendations concerning the policies/procedures of the Havener Center to ensure appropriate management and maximum utilization of facilities.

Policy shall be recommended by the Board and forwarded to the Vice Chancellor for Student Affairs or his/her designee for review. Implementation of policy shall be the responsibility of the Director of the Havener Center.

The Board may consider matters related to operations, functions, space allocation, and services including review and evaluation of the Havener Center's mission and goals. The Board may be consulted concerning disputes about policies and management decisions concerning the facility.

The Board may form committees dedicated to a specific purpose for a specified period of time. Such committees shall be comprised of at least one faculty/staff member and one student member of the Board. Additional committee members need not be members of the Board. A member of the Board shall chair the committee. Committee members may be nominated by the Board and invited to participate by the Director of the Havener Center.

Meetings

The Havener Center Advisory Board shall meet not less than two times each Fall and Spring semester. Meetings shall be convened by the Director of the Havener Center. All meetings shall be announced and conducted according to open meeting laws.

Meetings shall be conducted according to Robert's Rules of Order. Quorum shall be six voting members in attendance. Proxies are allowed. Lack of quorum shall not prevent the use of meeting time to serve as a working/discussion session with no official business conducted.

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Scheduling Regulations and Guidelines

General Information

Havener Center facilities may be scheduled for activities that enhance educational and social opportunities for students, faculty, staff, and when available, community groups. University groups will receive priority when scheduling space and equipment. The use of Havener Center facilities and equipment must be in compliance with the Collected Rules and Regulations of the University of Missouri. The goal is for the patrons of the Havener Center to have a successful event and enjoy their experience in the Havener Center. All reasonable requests will be met within a timely manner to the extent able with available resources and equipment.

Information Applicable to all Individuals and/or Groups

  • The Havener Center is intended for use by students, faculty/staff, dependents, and guests of the university. All other people in the facility may be asked to leave. Havener Center staff reserve the right to ask for identification.
  • Havener Center facilities or equipment must be reserved at least 48 hours in advance of the event. Proper documentation must be submitted--Student Organization Activity Permit, Facility Use Request, or Facility Usage Agreement. Depending upon the facility requested, the type of activity, and the sponsoring organization, a usage fee may be assessed.
  • All individuals and/or organizations will be responsible for the proper care and use of Havener Center facilities, furnishings, and equipment. Charges will be assessed for damages and or excessive cleaning that may be required.
  • Direct solicitation of money, regardless of the intended use, is not permitted on University property.
  • Pets, bicycles, skateboards, in-line skates, and scooters are not permitted in Havener Center facilities.
  • Posters, flyers and/or banners must be posted only in designated areas. Posting is subject to Missouri S&T and Havener Center posting policies.
  • All University facilities are designated smoke-free.
  • Shoes and shirts are required for individuals to either use facilities or receive service in the Havener Center .
  • Specific rules for using the game room and quiet lounge are posted in those areas.
  • These policies may be amended or expanded as deemed necessary by Havener Center management. Please direct questions to the Operations Manager of the Havener Center, 217 Havener Center, 573-341-7615, or email havener@mst.edu.

Reservations

  • Non-university groups or individuals may not reserve facilities in the name of a student group or university department to avoid payment of usage fees. Reservations will only be accepted in the name of the group/individual sponsoring the event.
  • Havener Center facilities or equipment must be reserved at least 48 hours in advance of the event. Proper documentation must be submitted--Student Organization Activity Permit, Facility Use Request, or Facility Usage Agreement. Depending upon the facility requested, the type of activity, and the sponsoring organization, a usage fee may be assessed.
  • Non-university groups cannot reserve facilities more than six months in advance of the event date. University organizations may reserve facilities up to one year in advance of the event date. Exceptions are made for specific university related events such as Homecoming and technical/educational conferences.
  • Groups failing to cancel a reservation at least 48 hours in advance of the event or making major changes to room setups without prior approval will receive a warning after the first infraction and a $25 charge for each time thereafter.
  • Reservations will be accepted only for the space needed to accommodate an event. Block booking of the entire facility is not permitted. A meeting with Havener Center staff at the time the reservation is requested is recommended to determine space needs for booking purposes for large events or multiple space requests.
  • Changes and cancellations of reservation requests should be made only by the individual responsible for the request. Reservations should be cancelled immediately if an event will not occur. If use fees are applicable and reservations are not cancelled 48 hours prior to the event time, appropriate administrative charges may be assessed.
  • Havener Center management reserves the right to reassign space. A group may be reassigned to a room other than requested if such a move will maximize use of the Havener Center facility and the size of the group and the activity is suitable for the space.
  • Only in extreme circumstances will student organizations be reassigned to facilities outside the Havener Center . When possible, 48 hour notice will be given to the student group and other suitable space must be identified.
  • Havener Center management may determine certain events require security, definitions of responsibility, or media relations in order to preserve the safety/security of patrons as well as the rights to assembly and free speech. All costs associated with security and other services will be charged to the user. Decisions concerning these services are the responsibility of Havener Center management and are final.
  • Reservations will not be accepted for events that conflict with University contracted services, i.e., University Bookstore and Chartwells Dining Services. Contact the Director of the Havener Center for details.
  • When at all possible the following student organization classifications will have their activities scheduled in the Havener Center : Governing and Programming, Intercultural, Religious, Social/Special Interest and Service Organizations. If space is not available these organizations may be assigned space in classroom facilities.

Study Groups

The primary intention for Havener Center meeting rooms is for organizational meetings. When available, use of specific conference/meeting rooms is allowed for group study. The following rules apply:

  • Study groups may not reserve space in advance.
  • Study groups may request space from the information desk or the reservations office (216 Havener Center) on an as needed/available basis. A group is defined as at least three people.
  • Students in charge of the study group must sign an activity permit before using the room. This agreement guarantees the room will be left in the same condition as it was found.
  • The John & Dorcas Park Quiet/Study Lounge is exempt from these requirements.

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Usage Agreements

Users of the Havener Center who are not associated with Missouri S&T must complete a usage agreement in order to book events and activities in the facility.  Depending upon the nature of the event, users may need to provide proof of liability insurance coverage.  For additional information, contact the Havener Center at  reserve@mst.edu or 573.341.4399.

A usage agreement will be sent to the individual responsible for the event upon confirmation that space is available for the event.  In order to complete the booking process, the usage agreement must be returned to the Havener Center Reservations Office by the specified deadline or the reservation will be cancelled.

All food and beverages for events in the Havener Center must be obtained through Chartwell’s Dining Services.  Additional information is available at www.dineoncampus.com/mst/ or 573.341.7019.

Events where alcoholic beverages will be served, sold or provided must complete and submit an Alcoholic Beverage Request Form.  The form must be submitted at least 14 business days prior to the event.  All events involving the sale or distribution of alcoholic beverages must provide proof of general liability insurance in the amount of One Million Dollars ($1,000,000.00) combined single limit for bodily injury and property damage, per occurrence and aggregate.  In addition, the policy shall name The Curators of the University of Missouri as an “additional insured”.

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Equipment

  • Audio/visual equipment in the Havener Center is available for use in the building at no charge. However, the use of some equipment may require the services of a technician. A minimum $25 charge for technician services will be assessed to the sponsoring group. See the fee schedule for applicable charges. Use of audio/visual services should be discussed when the facilities are reserved. Only Havener Center staff may operate Havener Center sound and lighting equipment.
  • Havener Center equipment and/or furnishings may not be removed from the premises without the approval of Havener Center management. Under no circumstances will permission be given to remove Havener Center equipment and/or furnishings from University property. Equipment leaving the Havener Center is subject to a rental fee.
  • Special equipment (i.e. portable stage, lighting standards and instruments, dance floor, some sound equipment) require a set up fee. Refer to the fee schedule for specific charges and technical support fees.
  • Users who do not return equipment at the specified time, including power strips, vga cords and sound cords, will be charged $10 or a replacement fee.

Room/Plaza Set Up

Preliminary plans for physical set-up should be furnished at the time facilities are reserved. Final plans for physical set-ups must be furnished to the Havener Center one-week (seven days) in advance of the event. Any changes must be received within 48 hours of the event time. Room set ups requiring additional effort (i.e. portable staging, lighting, sound, computing and electrical needs) may require additional fees. Refer to the fee schedule for specific charges and technical support fees. Havener Center staff will make all arrangements for set ups in the facility. A meeting with Havener Center staff is recommended for multiple bookings and space requests.

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  Table Space Rental By Non-Students Or Non-University Affiliated Groups/Individuals

University buildings and grounds are intended for use by students, faculty and staff in support of the University's mission of teaching, research, and service. Individuals and groups not associated with the university may use Havener Center facilities when available. Usage must be in accordance with University rules and regulations. For information related to the use of Havener Center facilities, contact the Havener Center Reservations office at (573) 341-4399, email reserve@mst.edu, or visit the Havener Center homepage at http://havener.mst.edu.

The Havener Center has indoor and outdoor space where student organizations, campus departments and individuals/groups not associated with the university may set up informational displays and/or sell goods/services. For these purposes, the Havener Center provides one six-foot folding table and two chairs. Additional tables and chairs are available. Individuals and groups not associated with the university may rent table space. Table rental by non-university affiliated individuals or groups falls into two categories:

Informational purposes: the organization distributes information to the campus community or gives away items at no charge. The organization does not collect names or address information for solicitation purposes.  Examples of table rental for informational use include corporate or military recruiters distributing information. Anonymous survey instruments are considered informational. Please contact the Reservations office for complete list of pricing.

Commercial purposes: the organization gathers information or sells goods and/or services for a profit. The organization gathers name and address information for solicitation purposes. Examples of table rental for commercial purposes include but is not limited to magazine/newspaper vendors selling subscriptions, poster sales, and craft displays. Please contact the Reservations office for complete list of pricing.

Credit Card Solicitation and other sales/services: University of Missouri Collected Rules and Regulations prohibit without prior authorization the sale of anything or soliciting on university property. The Missouri University of Science and Technology Student Council requested the university not allow credit card solicitation or any other activity regarding applications or contracts. The HavenerCenter honors the request of the student council. Credit card, telephone card or other financial services vendors are not allowed at the Havener Center or on the Missouri S&T campus.

Users of University Center facilities must complete the appropriate reservation forms in the designated timeframe and pay the appropriate fee. Additional information concerning the policies of the Havener Center can be obtained from the Operations Manager of the Havener Center. 573-341-7615 or email havener@mst.edu.

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  Alcohol

Consumption of alcoholic beverages is permitted on University property with proper authorization from the appropriate University officials and must be furnished by Chartwells. Alcoholic Beverage Permit applications are available upon request from the Havener Center Reservations Office, 213 Havener Center, (573) 341-4399. University facilities are not licensed for Sunday sales.

Alcoholic beverages must remain in the space reserved. Patrons leaving the facility with alcohol will be subject to City of Rolla open container ordinances. All serving of alcohol will cease one hour before facility closing.

Firearms and Weapons

The possession of and discharge of firearms, weapons, and explosives on University property is prohibited except in regularly approved programs or by University agents or employees in the line of duty.

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  Freedom of Assembly/Controversial Events

All classes, meetings or assemblages and use by individuals of any sort held in University buildings or on University grounds are subject to applicable U.S. and Missouri laws and University requirements, rules and regulations. In addition, it is expected that proper care will be taken of the facility and that simple rules of courtesy, decency and good manners will be observed at all times. Any failure to abide by these requirements may cause the permission for the use of the facility to be withdrawn at any time, or for future permission for the use of any University facilities to be denied.

The University reserves the right to set reasonable time, place and manner restrictions on all meetings, gatherings or get-togethers to assure that the most beneficial use of the buildings and grounds of the University are made and that there is no interference with the right of students to obtain an education.

The use of University facilities should not imply an endorsement of any individual, group or organization and the name of the University shall not be identified in any way with the aims, policies, programs, products, or opinions of any individual, groups or organizations which may meet in University buildings or on University grounds.

Havener Center management may determine certain events require security, definitions of responsibility, or media relations in order to preserve the safety/security of patrons as well as the rights to assembly and free speech. All costs associated with security and other services will be charged to the user. Decisions concerning these services are the responsibility of Havener Center management and are final.

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  Usage Fees

The University of Missouri Collected Rules and Regulations provides the authority to collect facility use fees. Some of the factors considered when determining fee application are:

  • Type of group - university or non-university
  • Commercial, not-for-profit or individual use
  • Income generated by the event
  • Admission charges for the event

The term "income generated" includes collection of monies of admission charges and exchange of and/or collection of money during the scheduled event. The intended use of generated income is not a factor. Admission charges will include advanced ticket sales either on or off university property, and sales at the door prior to the start of the event. Please contact the Reservations office for pricing.

Banquets

All non-university groups reserving Havener Center facilities for banquet purposes will be charged a set-up fee. Banquets are defined as a per meal cost of more than $10 per attendee. Deposits may apply. Technical and special fees apply. Please contact the Reservations office for pricing.

Other Activities and Reservations

All non-university activities scheduled for purposes other than banquets will be assessed regular use fees. Deposits may apply. Please contact the Reservations office for pricing.

Additional Charges

  • Special equipment (i.e. portable stage, lighting standards and instruments, dance floor, some sound equipment) require a set up fee. Refer to the fee schedule for specific charges and technical support fees.
  • Additional labor charges will be assessed, in addition to regular use fees, when an excessive amount of cleaning is required to restore facilities to a condition adequate for continued use.
  • A minimum $25 charge will be assessed to cover personnel expenses when scheduled events begin before or extend past normal closing hours or when the event is scheduled during a time the building is normally closed.
  • Charges will be assessed for damages to equipment, furnishings or room surfaces. See decoration guidelines for proper placement and hanging of decorations.
  • Sales tax will be collected on all fees. Taxes will be waived upon submission of a tax exemption certificate from the State of Missouri issued to the sponsoring organization.
  • Special electrical needs must be handled by a staff technician. Additional charges apply.
  • Havener Center staff is not able to assist with moving non-university equipment.

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  Decorations

  • The use of decorations must be approved in advance. Please see the decoration guidelines for information. Additional fees will be assessed on all items that require special removal and/or cleanup by Havener Center staff. Decorating plans should be submitted to the Havener Center reservations office approximately four weeks before the event. A meeting with Havener Center staff is recommended for events with excessive decorations.
  • The use of open-flame candles, confetti and glitter is not permitted.
  • Only live trees in pots and flower arrangements in vases are permitted. No live plants without root systems.
  • Straw and other materials that drop waste material must sit on a drop cloth or other floor covering.
  • Decorations may not be hung from ceiling grids, light fixtures/bars, or heating/air conditioning vents.
  • Balloons must be secrured; balloons are not permitted to be freely floating.
  • Only masking tape and existing eyelets may be used for attaching decorations to walls. Nails, thumbtacks, duct tape, or clear tape is not permitted.
  • No live animals except service animals.

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  Liability

The Havener Center does not assume responsibility for damage to or loss of any materials, equipment, or personal properties left in the building. Non-university users of the facility must complete and submit a facility usage agreement. Proof of liability insurance may be requested.

To ensure the safety of building occupants, the following must be observed:

  • The space reserved for each event is not to be used in excess of safe seating capacity.
  • All aisles leading to exit doors must remain clear and unobstructed.
  • Exit doors may not be fastened or obstructed to prevent doors from being opened from inside the room.
  • Do not use the elevator in the event of fire. Please use the stairwells.

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  Building Hours

  • Building hours for the Havener Center will be determined according to the needs and interests of the university community. Regular building hours will be posted. Changes to building hours will be posted at least 72 hours in advance.
  • Groups scheduling activities that begin before or end after established building hours may be assessed an hourly fee for overtime use. The minimum fee assessed will be $25.
  • Special events may be scheduled for times when the facility is normally closed (i.e. campus holidays). Overtime charges for this use will apply.
  • Regular building hours change when classes are not in session, during the summer semester and holidays. Changes in building hours will be posted at least 72 hours in advance.

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Contact Missouri S&T Havener Center