University Center Priority Scheduling 2015-2016: Reserve by Feb. 26

| February 2, 2015

The University Center is taking Priority Scheduling requests for the 2015-2016 academic year. All requests are due Thursday, Feb. 26, by 5 p.m. To view guidelines and submit a request, visit the Priority Scheduling request page. If you have any questions regarding this process, please contact Katie Knetzer, director of the University Center, at ucreserve@webster.edu or 314-246-7105.

Beginning in August 2015, the University Center will be implementing two changes to fees and building hours. These changes will impact event scheduling.

Floor Cover Fee Change

For all events requiring the floor cover in the gym, there will be a $32 fee to cover staffing costs. This covers the additional UC staff that must be brought in to place and pick up the floor cover.  The fee will be payable by departmental transfer. This fee goes into effect starting Aug. 1, 2015. The UC building hours will be changing slightly.

Building Hours Change

If you wish to have an event outside of normal building hours, there is a $16/hour fee to cover staffing costs, payable by departmental transfer.  Starting the week of Aug. 24, 2015, the building hours during the weeks when undergraduate classes are in session will be:

Upper Level

  • Monday-Thursday, 7:30 a.m. – 11 p.m.
  • Friday, 7:30 a.m. – 8 p.m.
  • Saturday, 10 a.m. – 6 p.m.
  • Sunday, closed

Fitness Center and Grant Gymnasium

  • Monday-Thursday, 6 a.m. – 11 p.m.
  • Friday, 6 a.m. – 8 p.m.
  • Saturday-Sunday, 10 a.m. – 6 p.m.

Pool

  • Monday-Thursday, 6 a.m. – 9 p.m.
  • Friday, 6 a.m. – 8 p.m.
  • Saturday-Sunday, 10 a.m. – 6 p.m.
University Center Priority Scheduling Guidelines

For events scheduled Aug. 1–July 31, 2015
Due: Thursday, Feb. 26, 2015, by 5 p.m.

  1. All Webster University Departments and registered Student Organizations are eligible to participate in the University Center (UC) Priority Scheduling process.
  2. This process allows for advanced reservations for 2015-2016 for all spaces reserved through the University Center. These spaces include the Sunnen Lounge, Presentation Room, Grant Gymnasium, Athletics Lobby, UC Conference Room, UC Commons and the Quad.
  3. Reservations will be made for events occurring Aug. 1, 2015, through July 31, 2016.
  4. Priority is determined based on a number of factors including but not limited to room availability, resource availability, type of event, and mission-critical nature to the university.
  5. Submission of a priority request does not guarantee a reservation. Priority is not determined for events until after all requests are received. Confirmations will be sent out during the first full week of April. Room confirmations will be sent once all priority requests are received and reviewed.
  6. The University Center reserves the right to schedule a request in an alternate but comparable space within the UC if conflicts occur. If a requested date does not appear on the confirmation, no space was available.
  7. Groups will only be allowed to priority schedule one prime-time reservation (10:30 a.m. – 1:30 p.m.) per week. Additional requests will be taken on a first-come, first-served basis following priority scheduling.
  8. Storage: Because of high demand for space, all groups are required to schedule timed delivery and pick-up from external vendors to occur within reserved times. The Director of the University Center must approve all delivery and pick-up times. In the case that a timed delivery is not available within the scheduled event parameters, groups will be charged $250.00 per calendar day, excluding the day(s) of the event, for storage of rental equipment. This relates to events occurring in all areas of the University Center including but not limited to the Sunnen Lounge and the Grant Gymnasium.
  9. UC Commons: Using this space as part of an event or as a primary programming space will only be granted if:
    1. All other University Center Upper Level Rooms are able to be reserved at the same time, and
    2. One of these rooms is set aside to be used for storage of Commons furniture in the event it is to be setup in an atypical manner.
  10. Grant Gymnasium:
    1. Priority use of this space is given to the Athletics Department of Webster University.
    2. Non-athletic events held in this space require the use of the vinyl floor covering; there is a $32 floor cover fee for campus departments and student organizations. Events that require this floor covering must have a guarantee of more than 100 attendees at the event. Please allow a minimum of 2 hours before and after the event time for placement of the floor cover and cleaning.
    3. Only large-scale campus events are accepted for the Grant Gymnasium through the Priority Scheduling Process. Departmental and student organization weekly reservations and practices must be reserved through regular semester gym scheduling each semester. Gym scheduling opens on Aug. 1 for the Fall semester and on Dec. 1 for the Spring semester.

To place your request, visit the University Center page.

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