Webster University

Event Information

NOTE: If your event is using rented equipment from a third party, the duration of the reservation MUST include when the equipment is delivered and when it is picked up. "For non-athletic events in the Grant Gymnasium, your reservation MUST also include time needed for placement and removal of the floor cover."

Setup Info

Setup options Include: (All set-ups include tables (5 ft)

• Classroom
• U-shape
• Open Square
• Standard Lounge (seats 8 per "pod")

Please include audio/visual, extra tables, podiums, etc...)

Event Details

1. Will food/beverages be served? Yes No
   If yes, name and phone number of caterer and contact:
2. Will alcohol be served? Yes No
   If yes, name and phone number of caterer/licensed bartender:
3. Will reserved parking be requested? Yes No
   

If reserved parking is needed for event speakers, please contact Public Safety at 968-7430.

Regulations Applicable to use of Emerson Library and University Center Facilities

By clicking the Submit button below, you are indicating that you have read and agree to the policies.

1. GENERAL: Scheduling of University (departmental/athletic) events must take precedence over all other reservations. The Reservations Coordinator or the Director of the University Center reserves the right to cancel this reservation if it conflicts in any way with the policies or regulations of the University regarding meetings on the campus or if it violates any federal, state, or local law. The right is reserved to change this reservation to other areas on campus with the understanding that, if possible, comparable facilities will be provided when a change is necessary. All local, state, and federal laws will be strictly observed (i.e. state fire and liquor ordinances).
2. CANCELLATIONS: If you must cancel your event, it should be done at least 7 days prior to event date. For rentals, cancellations may occur in accordance with dates specified in request letter received by contact person from Reservations Coordinator.
3. CHARGES: Organizations shall pay all usual and customary charges established by the University for use of the University Center and/or Library facilities and of equipment and services related thereto. ALL organizations will be assessed charges for extra services such as additional building hours, staffing, floor cover placement and removal, and will be assessed charges for additional maintenance expenses brought about by the use of the facilities. The University reserves the right to require advance payment of all or any portion of any relevant charges.
4. UNIVERSITY POLICIES: All Webster University policies and regulations must be observed. Violation will subject the applicant to University judicial action, possible legal liability, and risk the immediate closing of the event.
5. SAFETY: In the interest of personal safety of guests of the University, students, faculty, and staff, all reservations are approved on the assumption that the facility will not be used in excess of the normal seating capacity and will be used as it is normally equipped. It is further agreed that the posted safety and fire prevention regulations will be followed.
6. SMOKING: In accordance with University policy, smoking is not permitted within the building.
7. ALTERATIONS TO FACILITIES: The Reservations Coordinator or the Director of the University Center must approve any changes in the facility. Such changes will include, but not limited to, the removing, moving or addition of equipment and decorations. Alterations of existing facilities may result in service charges to the organization using the premises. Requests for such changes will be honored only with PRIOR notice to the Reservations Coordinator or the Director of the University Center, and with the stipulation that the organization will assume the necessary cost. The University at the expense of the organization will correct any unauthorized adjustments within the facility.
8. DECORATIONS: All combustible decorative material including curtains, scenery, and acoustical material, (with the exception of the floor covering) will be flame retardant. Candles may be used provided that they are dripless or within small votive holders. (Must still be approved by Reservations Coordinator or the Director of the University Center).
9. DAMAGES: The organization, its officers, and any individual applying to reserve space are responsible for the condition of the facilities and the use to which they are put during the time reserved. The organization and such persons shall be responsible for all damages or misappropriation by any guests, invitees or attendees. The organization shall reimburse the University for any such damage or loss. No organization other than the reserving organization may use the facilities reserved.
10. EXITS: All aisles leading to exit doors must be kept clear and unobstructed. During the period of use, no required exit door may be fastened so that the door cannot be opened readily from the inside. Required exits serving the room shall be adequately lighted when the room is occupied.
11. SIGNS, POSTERS AND FLYERS: All printed material, whether directional or informational, must be approved and posted in approved locations. Organizations and individuals using or renting space in the University Center or Library for non-University events may not use any Webster University symbols or printed marks, or in any way imply Webster University endorsement or co-sponsorship of their event. The words WEBSTER UNIVERSITY may only be used as part of the address or as a location designation.
12. FOOD SERVICE: The preparing of food in the University Center and Library is prohibited. Events may utilize Webster University Dining Services (Sodexho 314-968-6902), or another licensed caterer. Self-catering is also permitted, however, service of alcoholic beverages is only permitted with a licensed caterer/bartender. Approval of alcoholic beverages must be granted by the Reservations Coordinator or the Director of the University Center PRIOR to event. Please close the Library Conference Room's doors when serving food.
13. PARKING: Please instruct non-University attendees to utilize the Garden Park Plaza parking garage. The Reservations Coordinator or the Director of the University Center must receive all requests for reserved parking at least one week prior to event. All parking reservation requests will be evaluated in terms of impact upon Webster University students, faculty and staff. Reserved parking will not necessarily be on Lot H near the University Center.
14. LIABILITY, INSURANCE, AND INDEMNIFICATION: The reserving organization, its officers and members agree to indemnify and hold harmless Webster University from any expense occasioned by any suit or claim as a result of any injury in tort or contract to any person resulting from the organization's use of the University Center and/or Library facilities, and agrees to furnish the University with insurance protection, if any, required by the University as a condition of said usage.

    The following also apply if reserving the Library Conference Room:

15. Use of the Library Conference Room is restricted to University events, including student organization events, or to events hosted by the University.
16. The Library Conference Room may be used only during normal opening hours of the library.
17. Additional hardware or software cannot be installed at the instructor station. (Click here for list of available hardware and software.) If you have additional needs, you may bring a laptop, which can be plugged in at the instructor's lectern to display using the overhead projector.
18. Use of amplified music or other sounds that are audible outside of the Library Conference Room is restricted to times when University classes are not in session.
19. Red wine is prohibited in the Library Conference Room. Other food and drink provided at events in the Library Conference Room are restricted to the interior of the room.
20. Use of candles is prohibited in the LCR.
21. Furniture (27-5'x2½' tables and 100 chairs) is provided in the LCR and use of outside furniture is prohibited in the LCR unless special permission is granted by the reservations coordinator.

By clicking the Submit button below, you are acknowledging that you have provided and/or agreed to the above information and will abide by all University regulations, including those stated above. By clicking Submit, the contact/applicant assumes full responsibility for the aforementioned event.