Planning an event or meeting at VCSU? Let us help you! VCSU Event Services can help you with... Scheduling a basic or complex event, ranging from small meetings to large conferences/contests, to musical performances, and everything in between. Organizing equipment and technical needs. Planning room configurations. Organizing catering needs through our campus food service provider. LET'S GET STARTED! Are you a VCSU Employee or Student? Fill out the Internal Meeting Request form. Are you a Third-Party or Political Subdivision? Fill out the External Meeting Request form. Phone Numbers 701-845-7701 800-532-8641 ext. 37701 Fax: 701-845-7707 Office Hours 7:45 am - 4:30 pm Mailing Address Event Services Valley City State University 101 College St SW Valley City, ND 58072 Event Services Solutions

Valley City State University welcomes the appropriate use of the University's facilities by outside organizations when such use does not interfere with the University's primary educational mission. There are two categories of organizations which may request use of University facilities: Category I: University Related VCSU Departments VCSU-Related Foundations Recognized Student Organizations Student Government Residence Life NDUS and other NDUS Institutions *Category I is waived of facility rental fees and liability insurance (some 'Mandatory Service Fees' may apply- please reference 'Mandatory Fee' document). Category II: Third Party Third-party groups with no relation to VCSU and have no financial support from VCSU Either for-profit or nonprofit groups, political subdivisions (i.e. North Dakota public schools) Nonprofit groups: external group supported by local, state, or federal government; civic or charitable organizations and other government groups (ex. volunteer fire department). * Category II groups are required to pay the facility rental fees and provide proof of liability insurance (some 'Mandatory Fees' may apply- please reference 'Mandatory Fee' doc) *Exceptions may be made for nonprofits/ political subdivisions. Facility rental and mandatory service fees may be waived at the the discretion of the President of the University Approval of Use: Category I and II groups requesting use of University facilities must complete a Special Event Approval Form and a Facility Use Agreement (filled out by Event Coordinator). The use of facilities is subject to the guidelines contained in these agreements. FACILITY RATES: BY BUILDING MANDATORY SERVICE FEES

Alumni Room 0-4 hours: $20 4-8 hours: $40 Campus Gazebo 0-4 hours: $50 4-8 hours: $100 *There is an additional fee for equipment rental and setup/tear down. Larry J. Robinson Center for the Arts Performance Hall: 0-4 hours: $100 4-8 hours: $200 Lobby:   0-4 hours:  $75 4-8 hours:  $150 Choral Room/Recital Hall 0-4 hours:  $75 4-8 hours:  $150 Band Room: 0-4 hours:  $50 4-8 hours: $100 Select Classrooms: 0-4 hours: $20 4-8 hours: $40 Conference Room: 0-4 hours: $20 4-8 hours: $40 Graichen Gym Graichen Gymnasium: Hourly Rate: $50 Housing McFarland & McCarthy Halls Alumni Room: 0-4 hours:  $20 4-8 hours: $40 Standard Classroom: 0-4 hours: $20 4-8 hours: $40 Memorial Student Center Conference Rooms (Skoal, Norway, Denmark, President's, Lower Level): 0-4 hours: $40 4-8 hours: $60 Hallway: Flat Rate: $80 President's House Guest Inn Rhoades Science Center Auditorium: 0-4 hours: $75 4-8 hours: $150 Standard Classroom 0-4 hours: $20 4-8 hours: $40 Vangstad Vangstad Auditorium: 0-4 hours: $100 4-8 hours: $200 W.E. Osmon Field House W.E. Osmon Field House (gym): Hourly Rate: $50 *Non-athletic events Shelly Ellig Field/Lokken Stadium: Half day: $500 Full day: $1,000 Shelly Ellig Field (lights): Hourly Rate: $40 Fieldhouse or Lokken Stadium Concession Stand (VCSU Entities):  Daily Rate: $200 *Available in the spring and summer Fieldhouse or Lokken Stadium Concession Stand (Non-VCSU Entities): Daily Rate: $400 *Available in the spring and summer  *Please Note: These rates are subject to review based on the type of event and extent of facility use. Each event will be handled on a case-by-case basis. Rates are determined by the Athletic Director and Campus Event Coordinator.

Non-University groups, including political subdivisions (i.e. North Dakota public schools) are required to furnish documentation of liability insurance. Non-University groups that are not institutions of the State must have VCSU and the State of North Dakota named as additional insured for the duration of the event.  VCSU may waive the liability insurance requirement for nonprofit groups and small events only. For these groups, a participation waiver form may replace the liability insurance. These waiver forms must be signed by all participants and a parent or guardian if a participant is a minor. The decision to accept waivers in lieu of insurance is made by the Safety Office. Liability Insurance Options 3rd Party Certificate of Insurance TULIP Coverage What is TULIP (Tenants' and Users' Liability Insurance Policy)? TULIP is designed for third party event who do not carry liability insurance. TULIP makes purchasing special event liability insurance easy and cost effective.  TULIP is event-specific and can also cover vendors, performers and exhibitors, if needed. It protects both the institution user (the third party) and the institution against claims by third parties who may be injured or experience damage to property as a result of participating in an event.  Events may range from low risk events such as classroom seminars, receptions, or weddings to high risk events including festivals and fairs, sports events, or concerts. The policy has exclusions for certain high-risk activities.  For more information about TULIP- CLICK HERE!

Administration Fee $30.00/event A mandatory $30.00 administrative fee will be assessed to all Third Party events.  *This fee is meant to cover the cost of organizing the event by the Event Coordinator. Building Services (custodial) charges: $25.00/hour/employee Lighting/Sound Technician charges: $20.00/hour/technician *This will be arranged by the Event Coordinator and is required for all third party events  that require the use of VCSU lighting/sounds systems. Piano Tuning Fee: $90.00/piano *Work performed by a third party company and is arranged by the Event Coordinator. Extra Cleaning Charges: $100.00/instance *Extreme cases- decided by the Assistant Director of Facilities Services. Set-up/Take-down Charges: $25.00/hour/employee Off-hour Utilities:  0-2 hours: $7.50 2-4 hours: $15.00 4-8 hours: $30.00 *Only required for use of the Field House, Froemke Auditorium,  Vangstad Auditorium, and Rhoades Science Center Auditorium. Shelly Ellig Field Lighting: $40.00/hour

Who can use VCSU facilities for special activities/events? The University community, related parties and other individuals or groups are permitted to use VCSU facilities. All VCSU activities are given priority over Third Party Groups. All parties need authorization prior to hosting an activity/event on campus. What types of activities/events require a Special Event Approval form? Valley City State University-related activities are given priority over Third Parties or outside group usage of University facilities. University Groups, Third Party Groups and related parties who wish to hold a special activity or event on campus must first complete an Activity/Event Approval Form and/or Facility Use Agreement.  **Special Activity/Event is defined as a one-time or infrequently occurring event outside normal programs or activities of the sponsoring or organizing body. Campus department meetings are not generally considered a special event unless special needs are required. How far in advance can I schedule an event? Events can be scheduled up to three months in advance as long as the proper paperwork is filed and approved. Follow-up information may be required closer to the event for any special arrangements required for the event. Is the facility rental fee the only amount I am charged for my event? No. Extra support/resources fees may be necessary for the activity/event which the Event Sponsor is responsible for paying in addition to the facility rental fee. These extras charges include, but are not limited to, overtime costs, food services, utility fees, etc.  **Facility rental and mandatory service fees may be waived or negotiated at the discretion of the President. Why do I need to pay fees? The North Dakota State Board of Higher Education requires state universities to collect fees to cover the university's expenses associated with an event. The revenue collected goes to the support and maintenance of the facility being used. This policy can be found in SBHE Policy 909 section 5. Click here to read SBHE Policy 909 What are the catering requirement for on-campus events? The University's Food Service provider has the right of first refusal on all catering on University property. All food and beverage catering is to be coordinated through the University's Food Service provider.  VCSU contracts with Sodexo to provide excellent dining services on campus. They staff our cafeteria, the Viking I, and have many catering options. Their commitment is to customize menus for your occasion. From a formal dinner to meeting break refreshments, they’ll offer creative menus, elegant presentations, and thoughtful service to provide your guests with a memorable dining experience. To plan your next event, or for further assistance, please contact Sodexo’s main office at 701-845-7130 or Email. Visit the VCSU Dining website. Will my activity of event require liability insurance? Event Services will use the Special Event Approval Form to help determine whether insurance will be required for your event. The Event Sponsor must have liability insurance unless they are a nonprofit or small group. Some events may require participation waivers in place of liability insurance. For more information call 701-845-7710.

Process Guide This guide provides information on event types, facility rates, liability insurance, and the event reservation process. Checklist To help the Event Sponsor ensure they have everything they need to host a successful event at VCSU. Camp Scheduling Procedures Procedure manual intended to provide guidance to those involved in aspects of activities, camps, clinics and workshops held throughout summer. Catering on Campus VCSU contracts with Sodexo to provide excellent dining services on campus. They staff our cafeteria, the Viking I, and have many catering options. Their commitment is to customize menus for your occasion. From a formal dinner to meeting break refreshments, they’ll offer creative menus, elegant presentations, and thoughtful service to provide your guests with a memorable dining experience. To plan your next event, or for further assistance, please contact Sodexo’s main office at 701-845-7130 email Douglas Britt. Visit the VCSU Dining website.

Meeting: Notify Event Services at event.services@vcsu.edu  or 701-845-7705. Event: Notify Event Services at event.services@vcsu.edu or 701-845-7705, and other contacts involved in event. I.E: Student Center - Brooke Yanish, Food - Tomina Andel.