Agenda Item No. V. B. 8.

Washburn University Board of Regents





SUBJECT: Changes to Bradbury Thompson Alumni Center Rental Rates and Facilities Use Policy



DESCRIPTION:



The Washburn Board of Regents has adopted policies for the operations of the Bradbury Thompson Alumni Center and for the rental rates to be charged various internal and external groups or individuals. From the outset it was assumed the Bradbury Thompson Alumni Center, and specifically the Ruth Garvey Fink Convocation Hall, would be the premiere meeting and event facility in Topeka. The Board adopted policies and rates to incorporate that intent. However, the rates for using the facilities and its services have not been increased since 1999. While direct comparisons are not possible because of differences in amenities, staffing and catering, it is clear the current rental rate for Fink Hall, the lobby, garden and kitchen of the Bradbury Thompson Center has lagged behind charges at comparable facilities such as the Hills Festival Room at TPAC. Because of flexibility in catering and providing beverage services allowed by the Bradbury Thompson Center, it frequently is much less expensive to rent this facility than to use the facilities provided by the Capital Plaza Hotel and others. As a result, some have begun to see the Bradbury Thompson Center as a venue of convenience rather than a venue of elegance.



Based upon its review, the staff of the Washburn Alumni Association, who oversee the operations of the Bradbury Thompson Alumni Center, are recommending an increase in the rental rates of the Ruth Garvey Fink Convocation Hall for evenings and weekends. The 1-5 hour rate would increase from $700 to $1,000 and the 6-10 hour rate would increase from $975 to $1,400. So, too, the rates for the Ward D. Martin Board Room and the Ora Wade Baker Conference Room would increase from $135 and $150 on evenings and weekends to $200 and $250. Additional changes would be made to charges for rental of the dance floor, china, glassware and flatware. The proposed policy changes also would eliminate rental charges for the Alumni Association (which last year spent over $5,000 in rentals in the Bradbury Thompson Alumni Center) and eliminate "staff" fee of $75 and $150 for daytime rentals for University events, thereby saving various departments across the campus.



Daytime weekday rates would not be changed. Jointly sponsored events between the University and external agencies would see a rate increase for evenings and weekends.



FINANCIAL IMPLICATIONS:



FY 2004 rentals generated approximately $60,000. Had the new rates been in place and had the number of events remained the same, an additional $15,000 in revenues would have been generated. It is possible there may be a reduction in the number of events being held at the facility due to the rate increase, but overall revenues will be greater under the recommended rate structure. The additional revenues will be used to support Alumni and BTC operations.



RECOMMENDATION:



President Farley recommends approval by the Board of Regents for the proposed rate and policy changes.







_______________________ _________________________

(date) Jerry B. Farley, President





Facilities Comparison July 2004



Facility Occupancy Fees/

Deposits

Insurance Equipment Staffing Misc
TPAC

Pam Hatfield

234-2787

Hills Festival Rm (in basement)

350 with dance floor

1500 (includes set up)

Day and night rates same

$250 deposit

included in fee Rounds or banquet (included)



Dishes not available

Included in fee - 1 guard & site coordinator $22 minimum for TPAC cater

Linens available - $4 rounds, $6 banquet, $22 skirting

Overland Station

Shawna Brinson

232-5533



Main Waiting Rm

300

$600 ( non-profit $500) Day and night rates same

no deposit required

$250 late fee

$500,000 required - not included No tables available



Dishes not available

Site coordinator available - included in fee Will allow red wine with a $500 deposit



All events are 8 hours only

Museum

Karen Ridder

272-8681 ext 438

Main lobby

seating for 225

$900 for 6 hours

every hour extra $200

deposit 25% of total

not required 6' banquet free

rounds $8.00 each

Staff on site - included in fee No dance floor

only available evenings

Memorial

Union

x1725

Washburn Room

Full $370

A $245

deposit $100

not required Dance floor $150

Dishes included

With dinner linens included

Custodian on duty - no site coordinator Receptions linens extra - $3.50,

Must use Food Service for caterer

Capital Plaza

431-7200

Tamara Banks

Emerald Room for wedding party of 200 Facility use fee of $1000 waived if catering/liquor costs meet min of $2,500

Prepayment of 1,500 required before event

not required Dance floor included

tables included

linens included

Site coordinators included MUST use Capital Plaza caterers.
Expo Center

235-1986

Grace Moore

Heritage Hall

seating for 330



Average wedding costs $1,000

Base fee for 10 hours is $460 - to be paid in advance as a deposit. Staffing fees are not included.

Can buy extra hours for 35.50 per hour

$150 late fee

$1,000,000 or can buy from Expo @ 50 cents per person Dance floor included



Expo tables free - charge for use of outside tables



no dishes

Site coordinator stays until set up finished and custodian stays all night.

Staffing fees start at $17 per hour

Customers can use food vendor of choice or bring in own food.



Bradbury Thompson Center Proposed Fee Changes

September 2004





Ruth Garvey Fink Hall

Evening & Weekend

Increase Deposit to $250.00

Full 10-Hour Fee increase from $975.00 to $1400.00

Half 5-Hour Fee increase from $700.00 to $1000.00

Additional Hours

Increase from $25.00/hour to $100.00/hour

It is difficult to compare the BTC to other facilities. A similar comparison would be to TPAC, even though not as nice, since they allow outside caterers. TPAC fee is $1500.00.

Daytime hours to stay same



Board & Conference Rooms

Evening & Weekend

Full 10-Hour Fee increase from $150.00 to $250.00

Half 5-Hour Fee increase from $125.00 to $200.00
Daytime hours to stay same

Equipment

Dance Floor Fee increase from $85.00 to $150.00

China/glassware

Double handling fee -deposit could stay same. Idea to offer reduce fee if WU catering (they do not abuse equipment and handle as their own-less breakage, same dishwashers-we don't have to monitor dishwashing & train, no hassle)

Example-for 200 people we charge $200.00 deposit and keep $70.00 as a handling/use fee. It is more expensive to buy paper products than to use our dishware. Propose we charge $150.00 handling fee. To rent China, glassware, and flatware for 200 would cost in excess of $700.00 from rental company.

University Charges

Eliminate 'Staff' Fee of $75.00 & $150.00 for Daytime; keep same evening/weekend fee

Alumni Association exempt from fees



Notes

The BTC is quite possibly the best facility in Topeka. Aside from the beautiful aesthetics & an extremely clean facility, there are parking lots in close proximity (adjacent to the facility), WU police is on hand at all times (renters don't have to hire security for their guests), outside caterers are allowed, and we allow alcohol to be brought in (other facilities more than double the cost of alcohol.) There has not been a fee increase since 1999.



PROPOSED REVISIONS

Policy for Facilities Use

Bradbury Thompson Alumni Center

Washburn University

1700 SW College Avenue

Topeka, KS 66621

(785) ###-####

Fax (785) ###-####

www.washburn.edu/alumni/BTC



The Bradbury Thompson Alumni Center (Alumni Center) is located on the corner of 17th & Jewell on the Washburn University campus and is designed to serve the needs of Washburn alumni, the University and the community. Regular business hours are Monday through Friday, 8:00 a.m. - 5:00 p.m.; closed University Holidays. Use of the Alumni Center is subject to the Washburn University Facilities Use Policy. This document is specific to the Alumni Center but does not replace the Washburn Facilities Use Policy.



RESERVATIONS

To reserve the Alumni Center, contact the facility coordinator at (785) ###-#### during regular business hours. The facility coordinator, based on prior requests, determines availability. Reservations for the Ruth Garvey Fink Convocation Hall must be made at 30 days in advance. All other room reservations must be made at least two weeks in advance.



All users, except University Departments, must complete a contract for use of the Alumni Center. University departments will receive a confirmation following room reservation requests.



Facilities may be held for reservation for one calendar week by non-university groups or individuals and for one month by University entities or student organizations. After such time the date will be released without further notice.



INSURANCE

Non-university groups or individuals requesting the use of the Ruth Garvey Fink Convocation Hall must procure and have in force during the event a comprehensive general liability insurance policy and shall submit to the University proof thereof. The limit for bodily injury and property damage shall not be less than $1,000,000.00 per occurrence. This "special events liability endorsement" policy may be obtained through the agent handling an organization's general insurance or an individual's homeowners' policy.



If serving alcohol, the renter must procure and have in force during the event a comprehensive general liability policy that includes liquor liability and shall submit to the University proof thereof. The limit for bodily injury and property damage shall not be less than $1,000,000.00 per occurrence.



Proof of insurance is required no less than 30 days prior to the event. Failure to provide proof of insurance by required date will result in cancellation of reservation without notice.



PAYMENT OF FEES & CONTRACTS

The contract and deposit, as defined by the rate schedule, are due within 30 days of reserving the Ruth Garvey Fink Convocation Hall or the event will be cancelled without further notice. Payment of all fees known prior to the event are due no less than 30 days prior to the event and must be made to the Coordinator. The deposit will be refunded following the event if the policy is upheld and after deducting excess cleaning fees, if applicable. The signed contract is due within 7 days of reserving the Washburn College Bible Room, Ward D. Martin Board Room or Ora Wade Baker Conference Room or the reservation will be cancelled without further notice.

Failure to pay by the required date will result in cancellation of the reservation without notice.



CANCELLATIONS

Users canceling use of facilities more than two calendar weeks prior to the date of the event shall be entitled to a full refund of all pre-paid fees, except deposit. Users canceling facility use less than two calendar weeks but more than 48 hours prior to the scheduled time of facility use shall be entitled to retain fifty percent of pre-paid fees, except deposit. Cancellation of facilities use less than 48 hours prior to the scheduled time of facility use will result in loss of all pre-paid fees. All cancellations will result in loss of deposit.

CONTRACTUAL CHANGES (applicable to all rooms)

A $25.00 fee will be charged per change to original contract and/or finalized floor plan.

Contract Time Violation

In the event you, your guests, or any contract provider you have hired does not vacate the facility on or before your contract time the following fees will be assessed: $25.00 for first 30 minutes beyond contracted time and $25.00 for each additional 15 minutes, thereafter.

CATERING

All food served in the public areas at the Alumni Center must be prepared, served, and cleaned up by Washburn University Food Service or a licensed food service establishment. Preparation and clean up must occur within the rental period. The food service establishment shall be responsible for adhering to the clean up guidelines, (refer to Clean up Guidelines) and for clean up and check in of all China, glass and silverware, if applicable. Ultimate responsibility for cleanup rests with the renter of the facility. Only one caterer is allowed per event.



ALCOHOLIC BEVERAGES

Alcoholic liquor/cereal malt beverages may be served and /or consumed at an event inside the Alumni Center and/or garden, subject to the policies of Washburn University, ABC regulations, and the laws of the State of Kansas, Shawnee County, and the City of Topeka. All alcoholic beverages must be served (not self-served) with serving and consumption supervised at all times. The Approval to Serve Alcohol form is part of the contract and violations will result in loss of the deposit.



An Application for Approval to Serve Alcoholic Liquor/Cereal Malt Beverages is required to serve alcohol and must be submitted at least 30 days before the event.



The renter shall ensure that alcoholic beverages shall be served in compliance with applicable state and local laws, shall have appropriate procedures to limit serving and consumption of such beverages to persons twenty-one years of age or older, and shall remove or dispose of such beverages at event end. There shall be no sale of alcoholic beverages except by a person/entity licensed by the Director of Alcoholic Beverage Control under the Kansas Club and Drinking Establishment Act and/or the City of Topeka. The renter shall ensure that the persons in attendance of their event shall not carry alcoholic beverages outside the facility or garden area. Guests found drinking outside designated areas are subject to arrest. Food and non-alcoholic beverages must be provided at all events where alcoholic beverages are served. Non-university groups or individuals serving alcohol in any Alumni Center space, must procure and have in force during the event a comprehensive general liability policy that includes host liquor liability (see INSURANCE.)



ROOM SET UP

The renter should contact the facility coordinator at least 30 days prior to the event to schedule an appointment to determine the floor plan. After the floor plan has been determined, finalized and initialed, any changes to the floor plan will be considered a contractual change and fee will be assessed. Failure to provide such information will result in set up determined by the Coordinator's Office according to information available. No major changes in set up will be made the day of the event.



All room arrangements and moving of Alumni Center equipment shall be done by Center staff only. Any change in table or chair set up during an event must be scheduled in advance and will be handled by Center staff at the rate of $25.00 per hour/2 hour minimum and an additional setup fee will be assessed. Due to Fire & Life Safety Codes the renter and their service providers are not permitted to rearrange (move) tables. All fire alarms, pulls and fire exits are to be kept clear of obstruction as per state and local fire codes.

STAFF

There will be a site coordinator on duty during the contracted times. The purpose of the site coordinator is to provide assistance and information about the facility. The site coordinator will lock/unlock facility, ensure all previously arranged requests are met, and enforce the Policy for Facilities Use.

Responsibilities of Site Coordinator:

--Provide access to the Bradbury Thompson Center during the contracted time and secure facility at event end.

--Provide information regarding use of facility or equipment.

--Enforce Policy for Facilities Use.

--Assist with facility lighting, sound or other facility equipment as needed or requested prior to the event.

--Inventory equipment

--Ensure all clean up is followed and check caterer out upon departure

The following are not responsibilities of the site coordinator:

--Plan and/or coordinate event schedule, deliveries, arrangements, etc.

--Provide clerical services such as making calls, copies, faxes or typing

--Accept or sign for deliveries.

--Assist, move, or coordinate arrangement of privately arranged or rented equipment or decor.

--Provide childcare supervision.

--Clean up or empty trash receptacles during or after event

Custodial services are not provided during event.

GENERAL POLICY

Access to the facility is for contracted time only. All preparation, deliveries, decorating, clean up, etc. must occur during contracted time. It is the renter's responsibility to arrange with their caterer, florist, or any other service provider, for deliveries, set up, clean up etc. Generally you will need at least one hour prior to your event start time for caterer set up, decorating, etc. and one hour after your event ends for clean up.



Additional hours may be purchased only on 10-hour rentals at a rate of $25.00 per hour. The request to purchase additional hours may be denied based on availability.



All events in the Alumni Center must end by 12:00 midnight and the premises vacated by 1:00 a.m.



All items brought into the facility must be removed by the end of the event, within the designated rental period. All unused quantities of alcoholic liquor and/or cereal malt beverages must be removed at the conclusion of the event. Failure to remove items brought into the facility by the renter, or any service provider under contract by the user, will result in loss of deposit. Washburn University does not accept responsibility for damage to, or loss of, any merchandise, equipment, or articles brought into or left in the facility.



Decorations, posters or similar items cannot be attached to the walls, doors, or stairway, or hung from the ceiling or fixtures. Taping, tacking, stapling, nailing, gluing, etc. to walls, doors, painted areas or furniture is prohibited. Garland, tulle, or greenery may be draped around staircase however wire may not be used. Due to Fire & Life Safety Codes the renter and their service providers are not permitted to move tables.



Candles are permissible if the flame is enclosed in a glass container. The flame must be below the top of the container. Suitable examples are glass votive holders or hurricanes. Caution is advised when using any type of candle. Spilled wax will result in extra cleaning charges. Only drip less or pillar candles are permitted on the fireplace mantle. Handheld candles or votive candles in plastic holders are prohibited. Any type of fireworks is prohibited inside or outside facility.



The throwing of rice, birdseed, silly string, confetti (including shooting off poppers) or similar items is not permitted inside or outside the Bradbury Thompson Center. To avoid extra cleanup charges, we suggest not placing confetti (or like items) on tables.



Bradbury Thompson Alumni Center equipment/furniture may not be setup outside the facility. Outdoor setup of rental equipment is limited to the patio or sidewalks; setup on the grass is prohibited. Food preparation may not be done within the confines of the patio or garden.



Fog machines are prohibited.



The Bradbury Thompson Alumni Center does not provide linens.



Red beverages such as red wine or punch are prohibited.



Courtesy phones are located at the main entrance. It is not the responsibility of the Alumni Center staff to provide use of telephones, photocopiers, fax machines or materials. Coin operated copiers are available for use in the Memorial Union and office supplies are available for purchase at the Washburn Bookstore.



Placement of items on the piano is prohibited. Rental of the piano must be arranged and paid for prior to event.



Visitor parking is available south and west of the Bradbury Thompson Alumni Center or in any unrestricted parking lot, however, no parking space is guaranteed.



Vehicles are not permitted on sidewalks, ramps, or walkways and must be parked in designated parking areas. A catering vehicle may park in the loading zone south of the kitchen loading dock. Catering vehicle must not block handicap ramp or sidewalk.



The Bradbury Thompson Alumni Center is a smoke-free facility.



The facility may be booked after January 1 for the fiscal year following the upcoming fiscal year.



Responsibility for clean up rests with the renter of the facility.



Scheduling of academic courses is prohibited.



Users are liable for the cost of any damage to the facility or equipment during the designated rental period

CLEAN UP GUIDELINES

Notify Coordinator upon departure of facility. Failure to leave the facility as requested will result in extraordinary cleaning charges of $25.00 per hour and future requests for use of the Alumni Center may be denied. Cleanup is the renter's responsibility.



Excess clean up will be billed at the rate of $25.00 per hour. Excess clean up is defined as clean up beyond the ordinary where additional equipment or labor is required. Ultimate responsibility for cleanup rests with the renter of the facility. Before vacating the facility, the following is required:



Ruth Garvey Fink Convocation Hall

Remove all food, drink and trash from Convocation Hall, Lobby, and Garden

Kitchen clean up requirements completed (see below)

Remove all equipment and decorations brought into the facility.



Kitchen

Remove all items from refrigerator and wipe out any spills. Wash shelves of food/drink residue.

Wipe down counters, sinks, and serving carts.

Remove rubber guard from disposal and rinse. Do not leave water standing in disposal sink.

Drain dishwasher and clean drain screen.

All trash from room and kitchen removed; tie trash bags and leave in containers outside on dock.

Sweep all food debris from floor and mop any spills.

Turn off water facets (including sprayer), dishwasher and oven.

Lift must be left in the down position and the cord placed in storage box when not in use.

Complete and sign kitchen checklist prior to exiting event.

Notify the Site Coordinator of any mechanical, technical or other problems experienced during the event.

Remove all equipment and decorations brought into the facility.



Dishware, Flatware, Stemware and Serving Ware Handling Requirements

Sort all like items into the appropriate rack before washing.

Rinse items thoroughly before washing. Check for food residue after washing.

Stack like racks of clean dishes for inventory purposes.

Store silverware in appropriate stemware storage containers.

All dishware, flatware, stemware will be checked for damage and cleanliness prior to renter's departure.



Ward D. Martin Board Room and Ora Wade Baker Conference Room

Place all trash in receptacles.

Remove all food and drink from the room.



Ultimate responsibility for cleanup rests with the renter of the facility.















































Accommodations & Pricing

Ruth Garvey Fink Convocation Hall, Main Floor

Full Hall*

Two-thirds Hall*

One-third Hall* (Center Section)

One-third Hall* (North or South Section)

Reception (no seating)

409

175

125

30

Lecture (chairs only)

250

150

100

40

Banquet (rounds only)

(26 rounds-8/table) 208

(11 rounds-8/table) 88

(8 rounds - 8/table) 64

(5 rounds-8/table) 40

Banquet w/dance floor

175-190

 

 

 

Use of the lobby, patio and garden and first floor kitchen is included with rental of the Ruth Garvey Fink Convocation Hall. *Seating capacity is an estimate and will vary depending on set up (i.e. adding buffet tables, audiovisual equipment, risers, etc. will limit occupancy).



 

Weekday, between the hours of 7:30 a.m. - 5:30 p.m.

Evenings & Weekends

1 to 5 hours

$625.00 plus $100.00 deposit

$700.00 plus $200.00 deposit

$1,000 PUS $250.00 deposit

6 to 10 hours

$825.00 plus $100.00 deposit

$975.00 plus $200.00 deposit

$1,400 plus $250.00 deposit

Pricing is for a block of time and may not be divided. Access to the facility is for contracted time only. All preparation, decorating, deliveries, clean up must occur during contracted time. At least 1 hour should be allowed prior to and after event time for any, decorating, caterer setup/cleanup, etc. Additional hours may be purchased on 6 to 10 hour rentals only at the rate of $25.00 $100.00 per hour and must be purchased when initial contract is issued.

Ward D. Martin Board Room & Ora Wade Baker Conference Room

Located on the second floor, the Ward D. Martin Board Room "Board Room" and Ora Wade Baker Conference "Conference Room" are designed to meet several needs. The Board Room is smartly appointed with tables and comfortable high-back chairs to seat up to 25. The room also includes a large-screen television with VCR, marking board, telephone and fax machine. The Conference Room is equipped with 18 comfortable high-back chairs and a large solid wood conference table, phone and fax machine.



 

Weekday, between the hours of 7:30 a.m. - 5:30 p.m.

Evenings & Weekends

1 to 5 hours

$60.00

$135.00 $200.00

6 to 10 hours

$85.00

$150.00 $250.00



Washburn College Bible Room, Main Floor

The Washburn College Bible Room includes a conference table that seats 15 and boasts a display of the Washburn College Bible and many notable designs by Bradbury Thompson. Tear down/set up fee includes any or all of the following: placing table pads and linen on table, placing protective coverings over the display cases and signs requesting that no items be placed on the display cases, removal and storage of these items following the event. A table may be placed in the lobby for events either serving refreshments or for registration and/or material handouts.

Pricing

1 to 5 hours -- $200 6 to 10 hours -- $250

There will be no change to room configuration. Rented "As Is".

All meals must be served. If refreshments are provided, they must be placed on the meeting table. No refreshment table will be placed inside the room. All food and beverage will remain at the table. Viewing of the room with food or drink "in hand" is prohibited. Display cases will be covered for all events where food/beverages are served.

Candles are prohibited.

Cameras are prohibited.

The room will be closed for wedding receptions and after hour events, unless arrangements have been made with the coordinator at the time the reservation is made.

Viewing of the Bible Room will be available 8:00 AM - 5:00 PM, Monday - Friday, unless privately rented. Wall decor cannot be removed except under direction of the Mulvane Art Museum Director. All requests for art exhibits are to be authorized by the Mulvane Art Museum Director and the Washburn Bible Committee exhibited under the direction of the Mulvane Art Museum Registrar/Preparator. Professionally qualified personnel hired through the Mulvane Art Museum shall do installation. Works of art permanently displayed in the Washburn College Bible Room shall be removed and replaced by same personnel following standard museum practices.

Lighting in the room is permanent and may not be added to or changed. All other policies apply.

EQUIPMENT





60" ROUND TABLES


N/C


8 chairs per table, maximum


CHAIRS


N/C


250 available


6' x 3' RECTANGULAR TABLES


N/C


6 available


8' x 3' RECTANGULAR TABLES


N/C


8 available


8' x 18" RECTANGULAR TABLES


N/C


24 available


HOUSE SOUND SYSTEM

Operated by BTC staff Only.



N/C


Only sound systems monitored by media systems specialists are allowed as a substitute to the House system.


AUDIO/VISUAL EQUIPMENT


Varies


By reservation only - Call for availability


DANCE FLOOR 18' x 18'


$85.00

$150.00



No equipment will be placed on the dance floor. No exceptions.


PLATFORM RISERS


$5.00/ea.


8 available


GRAND PIANO


$50.00


The piano cannot be removed from the Convocation Hall for any reason. No exceptions.


BEER DISPENSER


$25.00


Mandatory if serving keg(s)

Availability of equipment depends on other events in facility.





CHINA, GLASSWARE, & FLATWARE

Dishware, flatware, and stemware are available for use with a deposit. Replacement costs for breakage or missing pieces and a handling fee will be deducted from all deposits. The remaining deposit will be refunded within 30 business days after event. All items must be returned clean (see clean up guidelines). Only the licensed food service establishment that is catering the event will perform clean up of China, glassware & flatware.





EXPECTED ATTENDANCE


DEPOSIT


HANDLING FEE


1 - 50


$75.00 $100.00


$40.00 $75.00


51 - 100


$100.00 $125.00


$50.00 $100.00


101 -150


$150.00


$60.00 $125.00


151 - 200


$200.00


$70.00 $150.00


201 - 250


$250.00


$80.00 $175.00


251 - 300


$300.00


$90.00 $200.00



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