Agenda Item No. V. B. 3. a.

Washburn University Board of Regents







SUBJECT: Revised Bradbury Thompson Center Policy





DESCRIPTION:



Modify the Bradbury Thompson Center policy to include increased rates with customized rate schedules for university, student and full sponsored organizations, public use and joint sponsored groups. The revised policy will eliminate contracts for University use of the facility, while continuing to require contracts for entities outside the University. The policy includes a rate schedule for a new space in the lower level of the Center, named the Forum Room. Other changes found in the policy reflect improvements in managing the Center.



The Forum Room would become available for scheduling and receive income from its use. Pricing for events already contracted would be honored. However, upon approval of this policy new rates would begin immediately. The new, "Evening/Week-end Rate Schedule" puts the heaviest financial burden on those events that cause the greatest wear on the facility.







FINANCIAL IMPLICATIONS:



Account #00601 (Bradbury Thompson Center rental fees) and #00602 (Bradbury Thompson Center reimbursement fees) would increase. The amount of increase is unknown.





RECOMMENDATION:



President Farley recommends that the Bradbury Thompson Center policy be revised to reflect new rates for the Forum Room and the "evening/week-end" rates. The proposed revision of the Policy is attached. Language to be added is in bold, language to be removed is italicized.







_______________________ _________________________

(date) Jerry B. Farley, President



Bradbury Thompson Center

Policy for Facilities Use





The Bradbury Thompson Center houses the operations of the Washburn Alumni Association (WAA), Washburn Endowment Association (WEA), and the Bradbury Thompson Center Coordinator (Coordinator). The Bradbury Thompson Center Coordinator is responsible for managing the public areas in the Bradbury Thompson Center (all areas except the Alumni WAA and WEA office suites). The primary purpose of the facility is to serve the needs of Washburn University, Alumni Association WAA and Endowment Association WEA. Regular business hours are Monday through Friday, 8:00 a.m. - 5:00 p.m.



Use of the Bradbury Thompson Center is subject to the Washburn University Facilities Use Policy. The following policy This document is specific to the Bradbury Thompson Center but does not replace the Washburn Facilities Use Policy.



Booking an Event



Scheduling is managed by the Bradbury Thompson Center Coordinator Anyone interested in reserving space in the Bradbury Thompson Center must contact the Coordinator, who can be reached at (785) 231-1010, x1303 during regular business hours. Availability of the Bradbury Thompson Center is determined by the Coordinator, based on prior requests.



The following information must be provided at the time the Bradbury Thompson Center is reserved:

A. Type of Group--University, Student Organization, Non-University group, or individual;

B. Date of Event;

C. Purpose/Type of Event;

D. Time--access to facility, doors open to public, event begins, event ends, out of facility;

E. Special Services or Equipment Requested;

F. Private Arrangements--caterer, florist, musicians, or other service staff; and

G. Use of Alcohol--see section on Alcohol Policy.



Requests Reservations for use of the Ward D. Martin Board Room, Ora Wade Baker Conference Room, or Washburn College Bible Room or Forum Room must be made, at least, two weeks in advance. and use of Reservations for the Ruth Garvey Fink Convocation Hall or Patio and Garden must be made, at least, three weeks in advance.



All users, other than except University Departments, must complete a contract for use of the Bradbury Thompson Center regardless of facility use fees. University departments must complete an agreement for the use of the Bradbury Thompson Center regardless of facility use fees will receive confirmations following room reservation requests.



INSURANCE



Non-university groups or individuals requesting the use of the Ruth Garvey Fink Convocation Hall or the Patio and Garden must procure and have in force during the event a comprehensive general liability insurance policy if applicable 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.



FLOOR PLANS



No floor plans will be established until the Certificate of Insurance has been received by the Coordinator;s office. The renter should contact the office of the 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. Charges for contractual changes are $25.00 per change.

Payment of Fees

A $100.00 deposit and Two copies of the contract signed by the user and the deposit, as defined by the rate schedule, are due within 30 days of reserving the Ruth Garvey Fink Convocation Hall or Patio and Garden or the event will be cancelled without further notice. The $100.00 deposit will not be applied to the rental or set-up fees, but will be refunded after following the event if the policy for facilities use are is upheld and after deducting excess cleaning fees, if applicable.



Two copies of the contract signed by the user are due within 7 days of reserving the Washburn College Bible Room, Ward D. Martin Board Room, and Ora Wade Baker Conference Room and Forum Room or the event will be cancelled without further notice.



Payment of all fees known prior to the event are due no less than two calendar weeks prior to the event. Payment of the appropriate charges must be made to the Bradbury Thompson Center Coordinator. before a confirmation slip will be issued. Failure to pay by the required date will result in cancellation of the reservation without further notice.



Users cancelling 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 cancelling 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. 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.



Facilities Use Fees



Bible Room



$150.00/5 Hour rental

$200.00/10 Hour rental

Plus

$50.00/Set up fee



BIBLE ROOM (capacity 16) HALF DAY (5 hour maximum) FULL DAY (10 hour maximum)
RENTAL $150.00 $200.00
TEAR DOWN/SET UP $ 50.00 $ 50.00
ADDITIONAL HOUR(S) N/A $ 25.00/ea.


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. Also included, will be the placement of a table in the lobby for events either serving refreshments or for registration and/or material hand-outs.





Washburn College Bible Room Policy



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



All meals must be served.



If refreshments are provided at a meeting, they must be placed on the meeting table.



All food and beverage will remain at the table.



Viewing of the room with food or drink "in hand" is prohibited.



No refreshment table will be placed inside the room.



Display cases will be covered for all dinners and meetings where refreshments are served.



No candles permitted.



Wall decor cannot be removed except as permitted below.



The room will be closed for wedding receptions and all after hour events, unless arrangements have been made with the Bradbury Thompson Center Coordinator at the time the event is contracted.



Viewing of the Bible Room will be available 8:00 AM - 5:00 PM, Monday - Friday, unless privately rented.

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. Installation shall be done by professionally qualified personnel hired through the Mulvane Art Museum. 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 Bradbury Thompson Center Policies apply.



BOARD ROOM

(capacity 25)

CONFERENCE ROOM

(capacity 18)

DAY-TIME RATE EVENING/WEEK- END RATE
Day, 5 hour maximum $50.00 $125.00
Full Day, 10 hour maximum $75.00 $150.00
Set-up $10.00 $10.00
Additional Hour(s) N/A $25.00/ea.



Use of the second floor kitchen is included with rental of the Ward D. Martin Board or Ora Wade Baker Conference Rooms. Availability of the first floor kitchen is subject to use of the Ruth Garvey Fink Convocation Hall and Washburn College Bible Room.



FORUM ROOM

(Capacity 64)

DAY-TIME

RATE

EVENING/WEEK-

END RATE

5 hour rental $125.00 $175.00
Set-up $ 25.00 $ 25.00
Additional Hour(s) $ 25.00/ea. $ 25.00/ea.

RUTH GARVEY FINK CONVOCATION HALL DAY-TIME RATE SCHEDULE

Daytime rate, for contracting purposes, defined as Monday-Friday, 7:30 am - 5:30 pm

HALL 1/3 HALL

HALF DAY

1/3 HALL



FULL DAY

2/3 HALL



HALF DAY

2/3 HALL



FULL DAY

FULL HALL HALF DAY FULL HALL FULL DAY
DEPOSIT $100.00 $100.00 $100.00 $100.00 $100.00 $100.00
RENTAL $175.00 $225.00 $350.00 $450.00 $525.00 $725.00
SET-UP $ 50.00 $ 50.00 $ 75.00 $ 75.00 $100.00 $100.00
Additional Hour(s) N/A $25.00/ea. N/A $25.00/ea. N/A $25.00/ea.





RUTH GARVEY FINK CONVOCATION HALL EVENING/WEEK-END RATE SCHEDULE

Evening/Week-end defined as events contracted before 7:30 am or after 5:30 pm Monday-Friday and anytime Saturday & Sunday

Seating capacity with dance floor 175-190

HALL 1/3 HALL

HALF DAY

1/3 HALL



FULL DAY

2/3 HALL



HALF DAY

2/3 HALL



FULL DAY

FULL HALL HALF DAY FULL HALL FULL DAY
DEPOSIT $200.00 $200.00 $200.00 $200.00 $200.00 $200.00
RENTAL $250.00 $375.00 $425.00 $600.00 $600.00 $875.00
SET-UP $ 50.00 $ 50.00 $ 75.00 $ 75.00 $100.00 $100.00
Additional Hours N/A $25.00/ea. N/A $25.00/ea. N/A $25.00/ea.

Use of the lobby, patio and garden and first floor kitchen is included with rental of the Ruth Garvey Fink Convocation Hall.

CONTRACTUAL CHANGES (applicable to all rooms)



$25.00 per change to original contract and/or finalized floor plan. Charges must be paid prior to event date.

Contract Time Violation Fee

$25.00 for first 30 minutes beyond contract time

$25.00 for each additional 15 minutes, thereafter.

Rental includes the services of an on-site coordinator.

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 clean-up rests with the renter of the facility.



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 the hours of the previous and following events.



Board or Conference Room* (Board Room capacity 25, Conference Room capacity 18)



$ 50.00 Half day/Time Specified by Contract, 5 hour maximum

$ 75.00 Full day/Time Specified by Contract, 10 hour maximum

$ 20.00 Hold for Alternate Site

$ 5.00 Set Up Charges w/no food service*** (not assessed to University Department events)

$ 10.00 Set Up Charges w/food service***



Contract Time Violation Fee

$25.00 for first 30 minutes beyond contract time

$25.00 for each additional 15 minutes, thereafter.



Convocation Hall** (Use of the Lobby, Patio and Garden are included with the rental of the Convocation Hall.) (Capacity with a dance floor is 175-190)



$150.00 One-third Section, Half day/Time Specified by Contract, 5 hour maximum

$200.00 One-third Section, Full day/Time Specified by Contract, 10 hour maximum

$ 50.00 One-third Section, Hold for Alternate Site

$ 50.00 Set Up Charges***



$300.00 Two-thirds Section, Half day/Time Specified by Contract, 5 hour maximum

$400.00 Two-thirds Section, Full day/Time Specified by Contract, 10 hour maximum

$ 75.00 Two-thirds Section, Hold for Alternate Site

$ 75.00 Set Up Charges***



$450.00 Full Hall, Half day/Time Specified by Contract, 5 hour maximum

$650.00 Full Hall, Full day/Time Specified by Contract, 10 hour maximum

$100.00 Full Hall, Hold for Alternate Site

$100.00 Set Up Charges***





Patio and Garden**



$150.00 Half day/Time Specified by Contract, 5 hour maximum

$200.00 Full day/Time Specified by Contract, 10 hour maximum

$ 25.00 Set Up Charges***



Contract Time Violation Fee for Convocation Hall, Patio and Garden

$ 25.00 Each additional hour or portion thereof, before 1:00 a.m.

$ 50.00 Each additional hour or portion thereof, after 1:00 a.m.



*Use of the second floor kitchen is included with rental of the Board or Conference Rooms. Availability of first floor kitchen is subject to use of the Convocation Hall or Patio and Garden and Bible Room.

**Use of the first floor kitchen is included with rental of the Bible Room, Convocation Hall, or Patio and Garden.

***Event set up and normal custodial clean-up are considered part of the set up charges. Excess clean-up will be billed at the ate of $15.00 per hour. (See Clean Up Guidelines, page 5).



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 the hours of the previous and following events.



Washburn University Departments are exempt from deposit and facilities use fees, but will be charged all other applicable fees and a staff fee of $75.00 for half day use or $150.00 for full day use of the Convocation Hall at any time or $50.00 for half day use or $75.00 for full day use of the Bible, Board, or Conference Rooms before or after regular business hours or on University holidays.





Washburn University Student Organizations and Full Sponsor Organizations are exempt from facilities use fees, but will be charged all other applicable fees and a staff fee of $75.00 for half day use or $150.00 for full day use of the Convocation Hall or $50.00 for half day use or $75.00 for full day use of the Bible, Board or Conference Rooms.



Washburn University Joint Sponsor events will be charged a staff fee of $75.00 for half day use or $150.00 for full day use of the Convocation Hall and $50.00 for half day use or $75.00 for full day use of the Bible, Board or Conference Rooms or fifty-percent of the Facilities Use Fee, whichever is greater.



EQUIPMENT The equipment is not available for outdoor set up.

60" ROUND TABLES N/C 8 chairs per table, maximum
CHAIRS N/C
6' RECTANGULAR TABLES N/C
8' RECTANGULAR TABLES N/C
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.
DANCE FLOOR $85.00 No equipment can be placed on the dance floor.
PLATFORM RISERS (8 available) $5.00/ea.

GRAND PIANO $50.00 The piano cannot be removed from the Convocation Hall for any reason. No exceptions will be made.
BEER DISPENSER $25.00 Mandatory if serving keg(s)

Equipment

The following equipment is available for use at no charge: 6' and 8' rectangular tables, 60" round tables, chairs, a public address system, and audio/visual equipment. Availability of such equipment is subject to prior requests.



A portable dance floor is available for an $85.00 fee.



Eight platform risers are available for use for a fee of $5.00 per riser.



A grand piano is available for use for a $50.00 fee. The piano cannot be removed from the Convocation Hall for any reason. No exceptions will be made.



A direct draw beer dispenser is required when keg beer is served. The $25.00 handling fee is non-refundable. Clean up of dispenser is the responsibility of the user.



The equipment is not available for outdoor set up.

DISH DEPOSIT

Dishware, flatware, stemware and serving ware 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 working days.

The caterer is responsible for washing used items and returning them to storage racks.



Expected Attendance Deposit Handling Fee Expected Attendance Deposit Handling Fee

1-50 $50.00 $25.00 151-200 $200.00 $40.00

51-100 $100.00 $25.00 201-250 $250.00 $50.00

101-150 $150.00 $30.00 251-300+ $300.00 $60.00

EXPECTED ATTENDANCE DEPOSIT HANDLING FEE
1 - 50 $75.00 $40.00
51 - 100 $100.00 $50.00
101 -150 $150.00 $60.00
151 - 200 $200.00 $70.00
201 - 250 $250.00 $80.00
251 - 300 $300.00 $90.00




FOOD SERVICE



All food served, in the public areas, at the Bradbury Thompson Center must be prepared, served, and cleaned up by Washburn University Food Service or a licensed food service establishment or individual possessing a food handlers certificate issued by the Topeka/Shawnee County Health Department caterer during the designated rental period. Such caterer Preparation and clean-up must occur within the rental period. The food service establishment or certified individual responsible for the food service shall be responsible for carrying out the Clean Up Guidelines related to the kitchen, (refer to Clean up Guidelines).



USE OF ALCOHOL



The Bradbury Thompson Center does not hold a liquor license. Users may serve or sell alcohol in the Bradbury Thompson Center, subject to the policies of Washburn University, ABC regulations, and the laws of the State of Kansas, Shawnee County, and the City of Topeka. The dispensing of alcoholic beverages must be 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 in the Bradbury Thompson Center at any event. This form must be filed at least 15 days before the event and can be obtained from the Bradbury Thompson Center Coordinator.



Non-university groups or individuals serving alcohol in any Bradbury Thompson Center space, must procure and have in force during the event a comprehensive general liability policy and a liquor 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. Alcoholic liquor/cereal malt beverages may be served and/or consumed at an event only inside the Bradbury Thompson Center and garden and grounds Alcohol must be contained within the building and is allowed in the Garden. Guests found drinking in restricted areas, such as the east side of the building or parking lot, are subject to arrest.



Bradbury Thompson Center Site Coordinator

The Bradbury Thompson Center Coordinator or a Site Coordinator will be available during all contracted events. The purpose of the Site Coordinator is to provide access to the Bradbury Thompson Center, ensure all previously arranged requests are met and enforce the Policy for Facilities Use.



The responsibilities of the Bradbury Thompson Center Site Coordinator are as follows:



During the event:

--Provide access to the Bradbury Thompson Center.

--Provide information regarding use of facilities or equipment.

--Enforce Policy for Facilities Use.

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

Following the event:

--Secure the building.

--Inventory equipment.

--Process post event paperwork.



The following are not responsibilities of the Site Coordinator:

--Coordinate actual itinerary of event.

--Provide secretarial services such as making calls, copies or typing.

--Accept or sign for privately arranged deliveries.

--Move or coordinate arrangement of privately arranged equipment or decor.

--Equipment failure of privately rented items.

--Provide child care supervision.



General Policy

It is not the responsibility of WAA or WEA the offices housed in the Bradbury Thompson Center to provide phone and/or copier access or materials for events held in the Bradbury Thompson Center. A pay phone is located at the main entrance coat closet and coin operated copiers are available in the Memorial Union.



The Bradbury Thompson Center is a smoke-free facility.



The Bradbury Thompson Center may be booked after January 1 for the fiscal year following the upcoming fiscal year. Only the Alumni WAA and Endowment Associations WEA shall be able to reserve Bradbury Thompson Center facilities prior to this date.



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



Set up requirements and location of equipment must be made known to the Bradbury Thompson Center Coordinator's Office no less than two working days prior to an event. 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 Bradbury Thompson Center equipment will be done by Bradbury Thompson Center staff only. Any change in table or chair set up during an event will be handled by Center staff at the rate of $25.00 $10.00 per hour/2 hour minimum.



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



All equipment, food or decorations brought into the Bradbury Thompson Center must be removed from the facility at the end of the event, within the designated rental period. Items left behind by caterer, florist, or any other service provider under contract by the user will result in loss of deposit, in accordance with Bradbury Thompson Center Policies.



Washburn University does not accept responsibility for damage to, or loss of, any merchandise, equipment, or articles left in the Bradbury Thompson Center prior to or during an event.



Posters, decorations, or similar items can not be attached to the walls, doors, or stairway, or hung from the ceiling or fixtures.



Outdoor setup is limited to the patio or sidewalks; set up on the grass is not allowed. Food preparation may not be done within the confines of the patio or garden.



Red beverages such as wine or punch are not permitted inside the Bradbury Thompson Center due to potential stain problems.



The throwing of rice, bird seed, silly string, confetti (including shooting off poppers) or similar items is not permitted inside or outside the Bradbury Thompson Center.



Scheduling of academic courses in the Bradbury Thompson Center is not permitted.



Votive candles in plastic holders are prohibited. Caution is advised when using tapers. Spilled wax will result in excess cleaning charges. Only dripless candles are permitted on the fireplace mantle or column candles placed inside a self contained glass with a base (all one piece).



Placement of items on the piano is prohibited.



Clean Up Guidelines



Before vacating the Bradbury Thompson Center the following clean-up is required:



Ruth Garvey Fink Convocation Hall--

--Remove all food, drink and trash from Convocation Hall.

--If using paper products, this is the user's renter's responsibility.

--Remove all equipment and decorations brought into the Bradbury Thompson Center.



Ward D. Martin Board Room, Ora Wade Baker Conference Room and Forum Room--

--Place all trash in receptacles.

--Remove all food and drink from the room.



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.

--Tie trash bags and leave in containers, pull 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 Bradbury Thompson Center..



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.



Failure to leave the Bradbury Thompson Center as requested will result in extraordinary clean up charges of $15.00 $25.00 per hour and future requests for use of the Bradbury Thompson Center may be denied.



BRADBURY THOMPSON CENTER
9/8/99

UNIVERSITY PRICE SCHEDULE



Washburn University Departments and the Washburn Endowment Association are exempt from deposits and rental fees, but will be charged all other applicable fees plus a staff fee. Refer to the Bradbury Thompson Center Facilities Use Policy for booking information and specific policies related to the building. Confirmations will be issued at the time the room reservation is made. Confirmations substitute for contracts.



ROOM Bible

Room

Capacity 16

Board

Room

Capacity 25

Conference

Room

Capacity 18

Forum

Room

Capacity 64

1/3 Ruth

Garvey Fink

Hall

2/3 Ruth

Garvey Fink

Hall

Full Ruth

Garvey Fink

Hall

Tear-down,

Set-up fee

$50.00 $10.00

Plus $25.00

to remove equipment

$10.00 $25.00 $50.00 $75.00 $100.00
Day-time

staff fee during normal business hours





N/A




N/A


N/A

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Evening/

Week-end

5 Hour ( Day) Staff

fee



$75.00









$75.00









$75.00









$75.00









$75.00









$75.00









$75.00
Evening/

Week-end

10 Hour

(Full Day) Staff fee





$150.00




$150.00




$150.00




$150.00




$150.00




$150.00




$150.00
Additional

Hour(s)

$25.00/ea, $25.00/ea. $25.00/ea. $25.00/ea. $25.00/ea. $25.00/ea. $25.00/ea.



Normal business hours, for contracting purposes are 7:30 am thru 5:30 pm, Monday - Friday.

Evening/week-end hours are defined as before or after normal contracting hours Monday-Friday and anytime Saturday and Sunday.



Additional hours may be purchased only on 10 hour rentals. The request to purchase additional hours may be denied based on the hours of the previous and following events.



CONTRACTUAL CHANGES (applicable to all rooms)



Contract Time Violation Fee

$25.00 for first 30 minutes beyond contract confirmed time.

$25.00 for each additional 15 minutes, thereafter.



Rental includes the services of an on-site coordinator.

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 clean-up rests with the renter of the facility.



EQUIPMENT The equipment is not available for outdoor set up.

60" ROUND TABLES N/C 8 chairs per table, maximum
CHAIRS N/C
6' RECTANGULAR TABLES N/C
8' RECTANGULAR TABLES N/C
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.
DANCE FLOOR $85.00 No equipment can be placed on the dance floor.
PLATFORM RISERS (8 available) $5.00/ea.

GRAND PIANO $50.00 The piano cannot be removed from the Convocation Hall for any reason. No exceptions will be made.
BEER DISPENSER $25.00 Mandatory if serving keg(s)


DISH HANDLING FEE

Dishware, flatware, stemware and serving ware are available for use. Replacement costs for breakage or missing pieces will be billed to the department following the event. The caterer is responsible for washing used items and returning them to storage racks.



EXPECTED ATTENDANCE HANDLING FEE
1 - 50 $40.00
51 - 100 $50.00
101 -150 $60.00
151 - 200 $70.00
201 - 250 $80.00
251 - 300 $90.00


9/8/99



BRADBURY THOMPSON CENTER
9/8/99

STUDENT AND FULL SPONSORED ORGANIZATIONS PRICE SCHEDULE







Washburn University Student Organizations and Full Sponsored Organizations are exempt from facilities use fees rental fees, but will be charged all other applicable fees plus a deposit and staff fee of $75.00 for half day use of $150.00 for full day use of the Convocatioin Hall or $50.00 for half day use or $75.00 for full day use of the Bible, Board or Conference Rooms. Refer to the Bradbury Thompson Center Facilities Use Policy for booking information and specific policies related to the building.



ROOM Bible

Room

Capacity 16

Board

Room

Capacity 25

Conference

Room

Capacity 18

Forum

Room

Capacity 64

1/3 Ruth

Garvey Fink

Hall

2/3 Ruth

Garvey Fink

Hall

Full Ruth

Garvey Fink

Hall

Deposit N/A N/A N/A N/A $100.00 $100.00 $100.00
Tear-down,

Set-up fee

$50.00 $10.00 $10.00 $25.00 $50.00 $75.00 $100.00
Day-time

staff fees during normal business hours

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Evening/

Week-end

Staff fees

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day $150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00

Day

$75.00



Full Day

$150.00



Additional

Hour(s)

$25.00/ea, $25.00/ea. $25.00/ea. $25.00/ea. $25.00/ea. $25.00/ea. $25.00/ea.



Normal business hours, for contracting purposes are 7:30 am thru 5:30 pm, Monday-Friday.

Evening/week-end hours are defined as before or after normal contracting hours Monday-Fridayand anytime Saturday and Sunday.



Additional hours may be purchased only on 10 hour events. The request to purchase additional hours may be denied based on the hours of the previous and following events.





CONTRACTUAL CHANGES (applicable to all rooms)



$25.00 per change to original contract and/or finalized floor plan. Charges must be paid prior to event date.

Contract Time Violation Fee

$25.00 for first 30 minutes beyond contract time

$25.00 for each additional 15 minutes, thereafter.

Rental includes the services of an on-site coordinator.

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 clean-up rests with the renter of the facility.





EQUIPMENT The equipment is not available for outdoor set up.

60" ROUND TABLES N/C 8 chairs per table, maximum
CHAIRS N/C
6' RECTANGULAR TABLES N/C
8' RECTANGULAR TABLES N/C
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.
DANCE FLOOR $85.00 No equipment can be placed on the dance floor.
PLATFORM RISERS (8 available) $5.00/ea.

GRAND PIANO $50.00 The piano cannot be removed from the Convocation Hall for any reason. No exceptions will be made.
BEER DISPENSER $25.00 Mandatory if serving keg(s)


DISH HANDLING FEE

Dishware, flatware, stemware and serving ware are available for use. Replacement costs for breakage or missing pieces will be billed to the department following the event. The caterer is responsible for washing used items and returning them to storage racks.

EXPECTED ATTENDANCE DEPOSIT HANDLING FEE
1 - 50 $75.00 $40.00
51 - 100 $100.00 $50.00
101 -150 $150.00 $60.00
151 - 200 $200.00 $70.00
201 - 250 $250.00 $80.00
251 - 300 $300.00 $90.00






BRADBURY THOMPSON CENTER
9/8/99

JOINT SPONSOR PRICE SCHEDULE





Washburn University Joint Sponsor events will be charged a $100.00 booking deposit plus a staff fee of $75.00 for half day use of any room or $150.00 staff fee for full day use of any room in the Bradbury Thompson Center or 50% of the Facilities Use Fee rental fee, whichever is greater. The set up, equipment and dish deposit fees apply at the full rate.



RUTH GARVEY FINK CONVOCATION HALL DAY-TIME RATE SCHEDULE

(Daytime rate, for contracting purposes, defined as Monday - Friday, 7:30 am - 5:30 pm)



HALL 1/3 HALL

HALF DAY

1/3 HALL



FULL DAY

2/3 HALL



HALF DAY

2/3 HALL



FULL DAY

FULL HALL

HALF DAY

FULL HALL



FULL DAY

DEPOSIT $100.00 $100.00 $100.00 $100.00 $100.00 $100.00
RENTAL $ 87.50 N/A $175.00

$225.00 $262.50 $362.50
STAFF FEE N/A $150.00 N/A N/A N/A N/A
SET-UP $ 50.00 $ 50.00 $ 75.00 $ 75.00 $100.00 $100.00
Additional Hour(s) N/A $25.00/ea. N/A $25.00/ea. N/A $25.00/ea.




RUTH GARVEY FINK CONVOCATION HALL EVENING/WEEK-END RATE SCHEDULE

(Defined as week-day events contracted before 7:30 am or after 5:30 pm Monday thru Friday and anytime Saturday and Sunday)



Seating capacity with dance floor 175-190

HALL 1/3 HALL

HALF DAY

1/3 HALL



FULL DAY

2/3 HALL



HALF DAY

2/3 HALL



FULL DAY

FULL HALL



HALF DAY

FULL HALL



FULL DAY

DEPOSIT $200.00 $200.00 $200.00 $200.00 $200.00 $200.00
RENTAL $125.00 $187.50 $212.50

$300.00 $300.00 $437.50
STAFF FEE N/A N/A N/A N/A N/A N/A
SET-UP $ 50.00 $ 50.00 $ 75.00 $ 75.00 $100.00 $100.00
Additional Hours N/A $25.00/ea. N/A $25.00/ea. N/A $25.00/ea.


Use of the lobby, patio and garden and first floor kitchen is included with rental of the Convocation Hall.



Normal business hours are 7:30 am through 5:30 pm, Monday - Friday.

Evening/Week-end hours are defined as before or after normal contracting hours Monday-Friday and anytime Saturday and Sunday.



Additional hours my be purchased only on 10 hour events. The request to purchase additional hours may be denied based on the hours of the previous and following events.



CONTRACTUAL CHANGES (applicable to all rooms)

$25.00 per change to original contract and/or floor plan. Charges must be paid prior to event date.

Contract Time Violation Fee

$25.00 for first 30 minutes beyond contract time

$25.00 for each additional 15 minutes, thereafter.

Rental includes the services of an on-site coordinator.

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.

BIBLE ROOM (capacity 16) HALF DAY (5 hour maximum) FULL DAY (10 hour maximum)
STAFF FEE $ 75.00 $150.00
TEAR DOWN/SET UP $ 50.00 $ 50.00
ADDITIONAL HOUR(S) N/A $ 25.00/ea.








BOARD ROOM

(capacity 25)

CONFERENCE ROOM

(capacity 18)

DAY-TIME RATE

EVENING/WEEK- END RATE
Day, 5 hour maximum

Staff fee $75.00

Staff fee $150.00

Full Day, 10 hour maximum

Staff fee $75.00

Staff fee $150.00

Set-up $10.00

$10.00
Additional Hour(s) N/A $25.00/ea.




Use of the second floor kitchen is included with rental of the Ward D. Martin Board or Ora Wade Baker Conference Rooms. Availability of the first floor kitchen is subject to use of the Ruth Garvey Fink Convocation Hall and Washburn College Bible Room.













FORUM ROOM

(Capacity 64)

DAY TIME RATE

EVENING/WEEK-END RATE

5 hour rental

Staff fee $75.00

Staff fee $150.00

Set-up $25.00 $25.00
Additional Hour(s) $25.00/ea. $25.00/ea.













EQUIPMENT The equipment is not available for outdoor set up.

60" ROUND TABLES N/C 8 chairs per table, maximum
CHAIRS N/C
6' RECTANGULAR TABLES N/C
8' RECTANGULAR TABLES N/C
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.
DANCE FLOOR $85.00 No equipment can be placed on the dance floor.
PLATFORM RISERS (8 available) $5.00/ea.

GRAND PIANO $50.00 The piano cannot be removed from the Convocation Hall for any reason. No exceptions will be made.
BEER DISPENSER $25.00 Mandatory if serving keg(s)






DISH HANDLING FEE

Dishware, flatware, stemware and serving ware are available for use. Replacement costs for breakage or missing pieces will be billed to the department following the event. The caterer is responsible for washing used items and returning them to storage racks.



EXPECTED ATTENDANCE DEPOSIT HANDLING FEE
1 - 50 $75.00 $40.00
51 - 100 $100.00 $50.00
101 -150 $150.00 $60.00
151 - 200 $200.00 $70.00
201 - 250 $250.00 $80.00
251 - 300 $300.00 $90.00



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