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| Area/Operations | Policy/Guideline/Procedure |
| Banners | Interior Banners - Banners may be no larger than 12' wide and 3' high. No banner may exceed 36 square feet in area. All paper banners are disposed of after their reservation has ended. Exterior Banners - Banners MUST be 8' wide and 3' high and must be vinyl or cloth made to withstand weather conditions. They must have reinforced grommet holes on all four corners. Lettering and graphics must be waterproof. Banners must be approved, stamped and hung by the Student Organization Development Center (Room 018) prior to 10 am on the first day of your reservation. NO GLITTER may be used on banners. |
| Charitable Events/Tables | If the sale or products directly benefits an IRS approved charitable organization, USC&A will process a refund to the sponsoring organization for table fee(s) upon proof that all proceeds of the sales have been paid to the charity. For events, USC&A will negotiate reduced rental rates. USC&A will process a refund to the sponsoring organization for rental fee(s) upon proof that all proceeds of the sales have been paid to the charity. |
| Food/Merchandise Sales | No product may be sold or given away that duplicates or is similar in nature to those sold by contracted vendors in USC&A managed facilities. The Assistant Director, Operations must approve all products, materials or charitable organizations prior to sale. |
| Fronting | No student organization or university department will be permitted to host an event on campus without being an active part of the planning and execution of the event. Knowingly presenting false information in order to allow a non-university entity access to USC&A facilities is considered fronting and is strictly prohibited. |
| General Rules on Reserving Space | University Student Commons & Activities will provide event space in the USC&A managed space to registered student organizations and university departments which have submitted a reservation, agreed to all conditions of reservations and have completed all necessary procedures to obtain space. Corporate, non-profit and governmental agencies sponsored by registered student organizations or university departments will also be permitted limited access to these same facilities. Student organizations receive some priority in the reservation process since the facility is designed and funded primarily to support student activities. USC&A reserves the right to deny space usage for a group or event if it is programmatically or operationally infeasible to accommodate or if the group or event is in conflict with university policies or regulations. |
| Information Tables | Distribution of literature, petition drives and similar activities must be conducted from a reserved table location. Registered student organizations and University departments may reserve information tables without charge. Non-university affiliated users must be sponsored either by a registered student organization or University Department. The Operations Office reserves the right to determine the nature of sponsorship and whether any fees or special considerations apply. |
| Payment | Pre-payment, verification of funding or University budget/index code must be provided before a reservation will be confirmed. If funding cannot be verified pre-payment is required. If payment is not received by designated due date services will be withheld or event may be cancelled. |
| Sales/Solicitation Tables | If the sale or products directly benefits an IRS approved charitable organization, USC&A will process a refund to the sponsoring organization for table fee(s) upon proof that all proceeds of the sales have been paid to the charity. |
| Sidewalk Chalking | Chalking of sidewalks at VCU is permitted in limited areas and must be approved in advance. Sidewalk chalking must be requested through the EMS online request process. |
The following policies, procedures and guidelines have all been reviewed and revised for current nomenclature and University standards. All USC&A policies, procedures and guidelines are reviewed by the Student Activities Advisory Committee (SAAC) and approved by the Director and/or the Associate Vice Provost and Dean of Student Affairs.
USC&A General Policies and Procedures
This is a quick link to general policies and procedures related to buildings, meetings, events, publicity and other activities in USC&A managed space or USC&A managed programs.
USC&A Meeting & Event Guidelines and Procedures
Our guidelines and procedures have changed for 2011-2012. Please review carefully in you are planning to hold meetings or events in USC&A managed facilities
