I. VCSU STUDENT CENTER


The following information will constitute the guidelines that are to be used in determining which groups and individuals may use the VCSU Student Center facilities. Student Center facilities include the conference rooms, the hallways, the cafeteria, the Viking I, the bookstore, and the game room. These guidelines are subject to change and may be altered as the needs of VCSU and the Student Center change. For questions dealing with the Student Center that are not answered in these guidelines, the Director for the Student Center must be contacted. All Student Center facility usage must be scheduled and coordinated through the Information Desk (3-7990).


The Student Center follows Valley City State University’s hours of operation with minor additions and changes including evening hours during the academic year. The Student Center website provides 24/7 access to hours of operation.



Facilities Usage:


VCSU Student Center facilities may be reserved on a first come, first served basis with the following qualifications:

When conflicting requests are received at the same time, reservations for VCSU community (students, faculty, staff, and alumni) events will take precedence over non-­University events. The Student Center is not available for regularly scheduled classes.

VCSU has a variety of annual all campus events (e.g. Orientation, Homecoming, December Graduates Luncheon, etc.). During these special events, every effort is made to honor tradition, and groups are discouraged from scheduling unrelated events.


  • Groups are responsible for equipment and room furnishings during the time under their reservation.
  • Groups will be billed for damages or losses to rooms or equipment.
  • Groups using Student Center spaces should notify the Information Desk if any problems occur with rooms or setups.




Conference Rooms:


The President's, Norway, Student Senate, Skoal and Lower Level Conference Rooms are available during scheduled building hours. If meetings or programs extend beyond regular hours, special arrangements will need to be made to keep the building open. All conference rooms must be scheduled at the Information Desk before use by any group.



Fees For Use of the Student Center Facility:


The following groups may use the Student Center and conference room facilities free of charge:


  • All campus-based student organizations (i.e. Clubs & Organizations).*
  • Campus staff, administration or faculty groups (i.e. Staff or Faculty Senate) **
  • Organizations closely allied with the campus as determined by the Director of the Student Center.


* The fact that an off-campus organization has in its membership university students or staff does not make the organization a university organization.

** The Student Center conference rooms ARE NOT available for conducting university classes. It must be understood that these facilities are used for various student activities and a wide variety of social and administrative functions. Because of this schedule it is impossible to allow university classes to meet in these rooms on a regular basis. Exceptions will be made only with the consent of the Director for the Student Center.


The following groups may use the Student Center conference room facilities for the rates as outlined:

  • All non-campus affiliated groups.
  • Community Groups.


(Note: Any groups, which may have an illegitimate reason for meeting, that may be detrimental to VCSU, or that use an injurious way of conducting their meeting may be refused use of the Student Center facilities.)



Rental Rates for Conference Facilities:


The Student Center Conference rooms are available during Valley City State University’s hours of operation with minor additions and changes including evening hours during the academic year. The Student Center website provides 24/7 access to hours of operation and rental rates associated with the Student Center.



II. CATERING


All catering must be requested through the Catering Office (3-7130).


Food and beverage service at VCSU is provided by the University’s food service provider. VCSU’s contract with its food service provider, gives them exclusive rights to food and beverage service on the campus. Groups may not hire another caterer or bring their own refreshments into the Student Center for scheduled events. Two exceptions are made to this general policy. The General Manager of Dining Services may grant other exceptions.

  • Student groups may sponsor bake sales or similar activities on an occasional basis.
  • Individuals may bring their own lunch to brown bag lunch meetings scheduled in the building by VCSU community organizations.


Food and beverage arrangements for VCSU community groups are made through the Dining Services Office; non-­University groups should make arrangements through Dining Services.



III. VENDOR TABLE POLICY


University property covered under this policy includes spaces in and around the Student Center, including all perimeter and approach walks.



Definitions:


Vendor: any non-University entity that sells or promotes any product or service. Vendors wishing to work with student organizations (for staffing tables or general value) may do so, but must follow all vending guidelines, including the rental fee.



Reservation Procedures:


  • Reservations for vendor tables should be made at least ten (10) working days in advance.
  • Reservations are made by contacting the Information Desk in the Student Center at 701-845-7990.
  • Vendors are responsible for having the proper business license and insurance coverage. Any fines incurred are the sole responsibility of the vendor.
  • Tables may not be reserved for more than one consecutive week by the same vendor, unless special permission is granted by the Director of the Student Center.



Cancellations:


Cancellations must be made 24 hours (one working day) in advance or a penalty of one day compensation may apply.



Vendor Table Rental Rates:


(price includes one table and two chairs)


  • Contract the Information Desk at the Student Center for rates for individual vendors (small business) and Corporate Vendors (including credit card promotions).
  • No charge for recognized VCSU Student Organizations.
  • No charge for community service, non-profit community/governmental agencies providing information/materials of general interest to the university community.
  • Special rates may be negotiated with the approval of the Director for the Student.




Sponsored by: Vice President for Student Affairs

Effective: September 1, 1988

Revised: Winter 1996

Revised: August 2015

Revised: Spring 2022