Policies

The Rayburn Student Center welcomes the opportunity to promote upcoming events, and follows and administers all university policies pertaining to the posting of promotional materials. These materials include, but are not limited to: flyers, handouts, posters, magazines, brochures, etc. Any promotional material in the building must be approved by The Rayburn Student Center Welcome Desk during regular business hours. All posts will be removed 7 days from the date they were approved. Failure to comply with these policies will result in the posting being removed and The Rayburn Student Center reserves the right to charge for their removal, or retract scheduling privileges for future events and/or postings. While staying consistent with the non-discrimination policy, The Rayburn Student Center will not approve postings that contain content deemed to be antithetical to the educational mission of the university.

The Rayburn Student Center has two designated flyer locations on the first floor. In addition, the marketing and design team can assist with displaying your fliers/advertisements on screens throughout the building.

Only water-based paint can be used in the Rayburn Student Center. All surfaces must be covered to prevent paint from dripping. Users are responsible for providing material to cover tables, floors, chairs and any other surface near the painting area.

Approval for banners to be hung in reserved spaces will be issued by The Rayburn Student Center Event Services Office. Only banners that promote events taking place in or sponsored by The Rayburn Student Center will be eligible for hanging from the facility. The Rayburn Student Center staff will hang the banner upon approval and it will remain hanging until the confirmed end date. There are three locations for banners; the railing overlooking the atrium, the railing on the balcony and the railing on the Club Patio. Other locations can be requested and must be approved by the RSC Administration of the Student Center.

Approval for Greek Letters to be hung in reserved spaces will be issued by The Rayburn Student Center Event Services Office. Only Greek Letters that promote Fraternity and Sorority Life organizations in good standing will be eligible for hanging from the facility. The Rayburn Student Center staff will hang the Greek Letters upon approval and it will remain hanging until the confirmed end date. Greek letters are not to exceed 4 feet by 8 feet.

Pets and animals are not permitted in The Rayburn Student Center except:

• Service and assistance animals for persons with disabilities, or those animals being trained for such a purpose Police dogs on duty.
• Emotional support animals are not permitted in The Rayburn Student Center.
• Therapy animals may be approved for specific events and programs through RSC Events. All events including approved therapy animals must have a completed risk assessment.

East Texas A&M Service and Assistance Animal Policy

The Rayburn Student Center operates a Lost and Found at the Welcome Desk on the first floor. Items found in the student center, cafeteria and Ferguson Social Sciences Auditorium must be turned into the Lost and Found and will be logged and tagged into a binder for inventory. The RSC utilizes Chargerback lost and found software to track lost and found items.

If the owner can be identified they will be contacted via phone and/or email. Lost wallets, credit cards are logged and taken to the University Police Department. Lion cards are logged in and given to the Mane Card office for contact. If you would like to find out if a lost item has been turned in, please call 903.886.5400 or inquire at the RSC Welcome Desk. Items that are not claimed within 60 days will be either disposed of or donated.

No unauthorized petitioning or soliciting may be conducted in or around The Rayburn Student Center. Any solicitations other than in accordance with the guidelines below are not permitted. The purpose of this policy is to prevent disturbance or disruption to RSC visitors and allow them to conduct activities unhampered. If an event is occurring within The Rayburn Student Center, an organization may work with the event coordinator to plan for directional or other publicity needs related to that event.

Solicitation includes distribution of flyers (whether political, religious, commercial, non-commercial or charitable), conducting a poll, survey, petition drives, vocal appeals for donations, actively providing an item or service with no value in exchange for donations and recruitment for blood drives or other charitable causes.

Individuals or groups wishing to hand out printed information or materials to others within The Rayburn Student Center (a practice commonly referred to as “promotional handouts”), must reserve a table. Promotional handouts must occur within the space of the table.

Promotional handouts activity must be conducted in accordance with all applicable university policies, procedures and guidelines. The Rayburn Student Center reserves the right to reject or remove any materials which advocate illegal action, or which may reasonably be construed as defamatory, invasive of privacy, fraudulent or obscene.

The Rayburn Student Center has a backup generator capable of producing heat in the building. In times of severe cold the student center can be used as a shelter in place location.

The following are spaces the Rayburn Student Center reserves:

• Rayburn Student Center
• Ferguson Auditorium
• Atrium
• Outdoor spaces
• Non-academic spaces throughout the campus

Group Types:

• Recognized student organizations (in good standing)
• Departments (university departments)
• Sponsored (non departments sponsored by department)
• Non-affiliated (no association with the university)

The policies and procedures are an extension of The Rayburn Student Center event confirmation for events, and are designed to give users of the facility a clear understanding of their responsibilities. The facility is defined as the building and surrounding premises.

Users of the facility shall observe all applicable RSC and East Texas A&M policies, as well as all local, state and federal laws, statutes and ordinances. The user shall only have the use of the facilities as stated in the event confirmation. All alterations to the facility, building systems, room set-ups or equipment are subject to approval from RSC staff members and are subject to applicable fees. The client shall follow all reasonable directives from RSC staff. At the end of the event, the facility should be left in a clean, safe condition.

• Registered student organizations will be given first priority for scheduling events in RSC. Reservations can be made one year in advance.

• Departments can request reservation six months in advance. University departments can complete a Scheduling Exemption Request Form for events further out than six months, these request will be reviewed on a case by case basis by the Rayburn Student Center administration.

• Sponsored and Unaffiliated groups will be given consideration for reservations after October 1 of each academic year. All reservations for sponsored and unaffiliated groups will be considered on a first come first serve basis. In additions, sponsored and unaffiliated groups may not use the RSC facilities for profit or personal gain.

• If a reservation requires a risk assessment, it must be submitted 10 business days in advance. If a reservation does not require a risk assessment, it must be submitted three business days in advance.

• Registered student organizations are not charged space rental fees for routine meetings or events which are open to the university community. Fees may be levied, however, for events with complex set-ups, events exceeding building operation hours, special staffing requests, or when sponsoring with external groups outside the university and/or admission is being charged for participation. A building fee of $25 is required for events that exceed stated building hours ($25 fee is up to two hours). A nominal staffing fee of $10 per hour per staff member is charged for events which require early openings or late building closures.

• Changes or cancelation of your reservation must be submitted two business days in advance by calling the Scheduling Office 903.886.5809 or via email to [email protected].

• Failure to cancel an event is a no-show violation. A minimum of a $25 fee may be assessed for complex set-ups and multiple no-show violations.

• Requests for early opening, late closing, or opening when the RSC is scheduled to be closed must submit their request at least two weeks prior to the event. Early opening/late closure fees will apply.

• The Ferguson Auditorium is reserved for large events where a significant participation is expected (200+ guests). Only one full dress rehearsal is permitted prior to your scheduled event at the auditorium.

• Registered student organizations may schedule up to two practices per group per semester in the Rayburn Student Center and/or the Ferguson Auditorium. Other locations may be reserved based upon availability.

• For safety, security and convenience of all guests RSC staff conducts periodic rounds throughout the student center. Building Staff must be able to enter all spaces at any given time in case of an emergency. Doors must remain unlock and free of obstruction at all times.

• Student organizations and fraternity/sorority meetings are limited to a maximum of four hours. Consideration will be given to groups which hold both chapter and board meetings on the same date.

• Space reservations will be tentatively confirmed until all requested details by scheduling staff are submitted (room set-ups, staging, diagrams and/or audio visual requirements).

• Decorations and the removal of decorations must occur during the scheduled and reserved time of the event. Only free-standing or tabletop decorations are allowed in the student center. For special decorating requests please contact the RSC Scheduling Office 903.886.5809 for consideration.

• Rooms are available free of charge to registered student organizations for non-revenue generating events. Groups are not charged space rental fees for routine meetings or events open to the university community free of charge. Space rental fees however, are charged for events involving admission fees, donations at the door and/or conference registration fees. Please see applicable fee detail sheet for those charges. When an admission fee is charged, there is a room rental fee assessed for use of the room. This rate is indicated on the RSC pricing details. After the event the sponsoring organization is sent an invoice for payment. Non-payment of fees will result in no further reservations until restitution is paid in full.

Rescheduling a reservation (in lieu of cancellation) will take precedence over cancellation and corresponding fees, pursuant to The Rayburn Student Center's ability to make such an accommodation. Rescheduling a reservation must occur within five business days prior to the originally scheduled date, and can be rescheduled within the same fiscal year. Concurrent no-shows or will cause the cancellation of all future reservations.

Please read the following guidelines carefully. They are given to ensure safety and to assist in proper planning for decorating in the Rayburn Student Center (RSC). We want your event to be a success and will do all we can to assist. Because it is important to maintain the excellent condition of our campus facilities and equipment, your complete cooperation is needed. If you have any questions concerning these instructions, please contact the Scheduling Office at 903.886.5809.

• The student center is a “tobacco free” environment. No tobacco products are permitted.
• Due to multiple events in the RSC, decorations must be removed immediately following the function. RSC cannot accept responsibility for any decorations or belongings left after your event.
• Decorations must be ready to display before they are moved into the building.
• Managers will oversee all sets, displays, etc.
• Large items must be brought through the building loading dock.
• Furniture may not be moved without supervision of the building manager.
• Tacks, nails, adhesive tape, masking tape, scotch tape, etc., may not be used on walls, windows, doors, or any other part of the building. Please do not attach items to the acoustic panels located in rooms on the second floor of the student center.
• Heavy articles may be hung only with the permission of the manager on duty. No items or decorations may be hung from any ceilings or lights.
• Ladders may be used for decorating (see building manager), but groups may not stand on table tops or chairs.
• Burning candles or liquid-fueled decorations are permitted in RSC with prior approval from the RSC Administration or designee. Note excessive candle wax on furniture and/or carpet will result in an extra cleaning fee of $25 dollars.
• Helium balloons must be anchored down if used.
• Small particles, such as glitter and confetti, are not to be used as decorations. An extra cleaning fee ($25) will be applied for use of these materials.
• Rose petals may not be used as decorations.
• Bubbles are not permitted in the student center.
• Red punch or any other refreshment that stains is prohibited.
• Fog Machines are not permitted as they may interfere with the overall function of fire alarms.

Please work with the Scheduling Office on other specific requests. We will try to accommodate your needs as much as possible.

• Any registered student organization scheduling special social events (i.e. dances, after parties and probates) must receive a confirmation from the Scheduling Office.
• Event reservations will be reviewed by University Police Department (UPD) and the Department of Campus Operations and Safety for a detailed risk assessment. This information is required at minimum ten business days in advance for any event where guests on and off campus are invited to attend and/or there will be cash handling or alcohol served. Security is required at all dances at the expense of the student organization. UPD will determine the number of officers required. This is a separate fee from the reservation fee. The organization will be responsible for all security.
• The maximum number of tickets sold for any event is limited to the maximum room capacity based on room set-up requirements. Check with the Scheduling Office for specific requirements.
• For large events, wristbands and metal detectors may be required.
• Amplified sound (DJ, music or band) must be contained to your reserved space. Your event should not interfere with other programming in the building.
• A student (not affiliated with an organization) will be assessed building and staffing fees associated with Priority Three bookings (see below for guidelines).
• The sponsoring organization will be assessed additional charges associated with building damages, repairs and/or additional clean up.

All policies regarding reservations, payments and responsibility for indoor space apply to outdoor space as well. No open fires or grills with charcoal are permitted on outside spaces. No tents requiring staking or other signs causing penetration of the lawn will be set-up without approval from The Rayburn Student Center. Tents may be rented through Event Services Office or rented from approved outside vendors if Event Services is unable to provide one. Tents may not cover the grass for more than three days. Some tents may require a permit. The client will be responsible for securing permits through the State of Texas, as well as any associated costs. Signs, banners and other items may not be attached to site furniture, trees or light poles. Existing furniture in outdoor areas may not be moved without prior approval from The Rayburn Student Center staff.

The Rayburn Student Center does not provide alternate indoor facilities, in case of inclement weather, unless previously reserved. Cancellations for outdoor space, or equipment for use in that space, must be made 72 hours prior to the event setup time. Decision to move indoors must be made within 72 hours of event setup time. The Rayburn Student Center reserves the right to delay, postpone, relocate and cancel events in the event of inclement weather. In addition, the “nature of the event” regarding impact of footwear, supplies or equipment on the grass or pavers will affect usage. Based upon wear patterns of events, further changes and modifications may also need to be made (i.e. ground covering may be required).

All outdoor reservations should attempt to reserve a rain location. A rain call plan should be put into place at least 24 hours before the event. All outdoor events will be canceled if Thor Guard sounds on Campus or the Tornado siren. The Rayburn Student Center cannot provide space for canceled outdoor events

Neither the rental nor the purchase of a videocassette/DVD/Streaming video carries with it the right to show the contents outside the home. Unauthorized public performances refer to situations where an institution or commercial establishment shows a tape or film to its members or customers without receiving permission from the copyrighted owner. This includes public performances where an admission fee is charged, as well as those that are simply offered as an additional service of the establishment.

This legal requirement applies regardless of whether an admission fee is charged, whether the institution or organization is commercial or nonprofit, or whether a federal or state agency is involved.

RSC will require written documentation that a group has a license to use a film/video before allowing such an event to occur. In order to show a film as a public performance a student group must purchase a Public Performance License for each instance they would like to show a film/video. This can be done by contacting one of the following agencies that handle public performance licenses for many different film companies. If a license is not available through these agencies, your group will need to contact the film/video creator to obtain license purchasing information.

• Swank Motion Pictures, Inc. 800.876.5577
• Criterion Pictures USA 800.890.9494
• Motion Pictures Licensing Corp. 800.338.3870

Penalties of Copyright Infringement: Willful infringement for commercial or financial gain is a federal crime punishable as a misdemeanor, carrying a maximum sentence of up to one year in jail and/or a $100,000 fine. Inadvertent infringers are subject to substantial civil damages, ranging from $500 to $20,000 for each illegal showing.