Policies — Swain Student Activities Center

Posting in the SAC

No posters, banners or other informational signage may be attached to walls, doors, windows, light poles, or railings, or posted anywhere else in or around the SAC without prior approval.

Flyers and promotional materials may not be placed on tables, chairs, counters, or anywhere else in dining and lounge areas within the SAC without written permission from the Director of the Student Activities Center. Abuse of this policy may result in the offending group or individual being charged for cleanup.

Whenever possible, the use of easels will be used to hold all signage for reservations. All easels must be placed out of the main traffic pattern as to protect those patrons that are visually challenged.

Banner space can be reserved through the 25Live system. Banner space can only be held for a maximum of two weeks at a time unless approved in writing. Contact the Student Activities Center if you have signage or banners that need to be displayed.

Tabling

General tabling in the SAC must occur at designated information tables located on the first floor. All groups wishing to use an information table must reserve their table at least 2 days in advance with the SAC Reservationist. Organizations are typically limited to one table space per reservation.

Organizations that utilize information tables without a reservation will be asked to leave and may have their SAC reservation privileges suspended.

No group may make more than five table reservations per calendar month.
Three tables in Atrium for RSOs. The marketplace will be for departments only. Once Atrium tables are booked, RSOs should reserve for another date.
University Departments and registered student organizations shall not use their privileges to reserve tables and “front” for a non-university group or commercial entity. Outside companies may be referred to the Career Center.
Only two RSO reps will be allowed to table at a time
Groups may only reserve one table per day
All organizations are permitted to use tables but must be aware that they may not approach or solicit individuals to recruit them. They must sit at the tables and allow others to come to them for information. Any literature they have at their tables to hand out must identify the organization they represent.
When handing out flyers or asking for sign-ups, members must do so from behind or within 2 feet of the table. RSO members may not walk around handing out items.
Displays and activities associated with the table reservation can not block the free flow of traffic or encroach on another table.
- Ex: Stands, signs, A-Frames,
Amplified sound is permitted at low levels not to disturb ongoing events
The sponsoring organization and/or department is responsible for returning the approved location(s) to their original condition with the entire area clean and all trash and debris removed
Solicitation from non-UofL organizations requires approval. Please contact sac-res@louisville.edu for additional information.

Catering in the SAC

Louis Events and Catering is the preferred caterer for the University of Louisville on both the Belknap and HSC campuses and the exclusive caterer for University of Louisville Student Activities Center (SAC).

Louis Events and Catering does provide a cost conscious menu for student groups.

Donated food for student events may be exempt from this policy. In order to qualify for any exemption, student groups are required to fill out an electronic form that is provided to them by the SAC reservationist or via this link: https://app.smartsheet.com/b/form/320d4cb4194f4eed81cf7436d8496eb2.

All non-student groups are required to use UofL Catering by Aramark for all catering services. Outside food and beverages are not permitted, including bottled beverages. Please order here: https://louisvillecatering.catertrax.com/.

Louis Events and Catering is the sole licensed alcohol provider for the Student Activities Center and the Red Barn. No outside alcohol service is permitted in the SAC or Red Barn.

The Red Barn and outdoor event spaces are not included in the exclusive catering agreement.

In order to provide you with the best service possible, we ask that you give us as much notice as possible. Even if the date of the event is only tentative, please make arrangements with the catering department so that we can get you on our calendar. Although five business days is appreciated we will attempt to accommodate you on shorter notice, but menu selections may be limited.

UofL Catering Website - https://louisvillecatering.catertrax.com/.

Policy Violations:

1st Offense – Verbal Warning
2nd Offense - $100
3rd Offense – No longer able to use SAC Facilities

Cancellations and No Shows

Cancellation must be given to the SAC reservationist within 7 working days of events in the Multipurpose Rooms, Ballroom, Red Barn, and outdoor spaces. Cancellation must be given within 72 hours for events in meeting rooms and the Floyd Theatre.

If no cancellation is received, SAC staff will proceed with setting the reservation as requested. In the event that the reserving organization does not show up at their event or meeting, the event will be designated a No Show and will be billed as if the event did take place will all requested services.

Groups that accrue No Show events in the current academic year will have the following penalties levied:

First occurrence = Written notice
Second occurrence = $25 fee
Third occurrence = $25 fee and loss of reservation privileges for remainder of current academic year

Chalking

Chalking is permitted only on sidewalks using light colored chalk in open, horizontal areas to allow for eventual removal by rainfall. Do not chalk under an overhang on the buildings, the side of a building or under ramps. Chalking is not permitted directly in front of doorways or on stairs to the building. Chalking is also not permitted on the sidewalks around the Speed Art Museum and within 50 feet of any of the Residence Halls. The use of industrial chalk, spray chalk or paint on sidewalks or buildings is prohibited.

Lost and Found

The Information Desk of the Student Activities Center (SAC) on the third floor in W310 serves as the main lost-and-found station in the SAC. Lost items will be kept in locked storage space in W310 for a very limited duration. All unclaimed items will be taken to ULPD every Monday, Wednesday, and Friday. Cardinal Cards will be delivered to the Cardinal Card office every Friday.

SAC and Student Involvement staff will not be held responsible for any materials, equipment, or personal items left in the building. If you believe your property has been stolen, contact the ULPD immediately by calling 502-852-6111.

Damages and Cleaning

University property and its facilities will be used in a careful and prudent manner so as to prevent any loss, defacement, or damage. The reservation holder is responsible for all damage to the facilities or grounds by those granted access to the facilities under their reservation.

The reservation holder is responsible for making sure that all garbage is placed inside provided garbage cans before leaving the facility. If the reservation holder would like the provided garbage cans emptied before the event ends, they may contact the SAC Manager on Duty. Any garbage that will not fit inside the provided garbage cans must be removed from the facility by the reservation holder or their designee. Items stacked on top of or beside a full garbage can are considered to be outside the garbage can and must be removed by the reservation holder or their designee.

Excessive trash, spills, or other circumstances resulting in the need for additional cleaning by University personnel may result in an Excessive Cleaning Fee being charged to the reservation holder. The Excessive Cleaning Fee will be a minimum of $100 and will be charged at the discretion of SAC staff. Failure to pay cleaning fees or the occurrence of multiple cleaning fees in an academic year may result in the suspension of the reservation holder's ability to reserve campus spaces.

Security

Some RSO events may be required to hire security through the University of Louisville Police Department. Many factors could contribute to security being needed and the Office of Student Involvement will make that determination in cooperation with ULPD. The most common reasons for security being required include alcohol service, late-night hours, open to the public, or events deemed high risk.

Security arrangements must be made at least 21 days in advance of the event. If the student group is not able to satisfy the security requirements, their event may be canceled. In the event that the RSO needs to cancel ULPD services, notification must occur at least 72 hours prior to the scheduled event or the organization will be billed.

Outside security staffing is not permitted at any events on university grounds except with written permission from the University of Louisville Police Department.

Prohibited Items

The use of candles, paint, fireworks, confetti, glitter, rice, rice bags, birdseed, smoke machines, smoking indoors, weapons of any kind, and illegal substances is prohibited at campus events. No tacks, tape, screws, Velcro, nails or other types of adhesive may be used to affix items or decorations to the facility.

Event Insurance

Non-UofL groups may be required to present proof of general liability insurance for their events hosted in any indoor or outdoor space on campus. SAC staff can provide information about how to obtain appropriate insurance coverage.

Screening Films and Other Copyrighted Content

The Student Activities Center and Red Barn are public event venues and therefore any film screenings or screenings of other copyrighted content at events must comply with federal and state copyright laws. Typically this means that in order to show a movie or TV show at an event, the event organizers must obtain permission from the content's distributor. Except in special circumstances, this permission is usually granted through a limited licensing agreement with a fee for that specific event. Even though the screening may be held at a venue that is part of an educational institution like UofL, that does not mean that screenings inside the SAC or Red Barn would necessarily qualify as educational use.

Use of Campus Grounds

Activities and/or events that take place on University of Louisville outdoor areas of campus must be sponsored by members of the university community, which includes registered student organizations, faculty, staff, students, and/or departments. The activity or event must be registered with the director of the Student Activities Center and Special Programs (DSACSP). Non-university organizations, individuals, and third parties are governed by the university’s Speech and Distribution of Literature policy and may register consistent with that policy.

For full policy: https://louisville.edu/policies/policies-and-procedures/pageholder/pol-use-of-campus-grounds.

Yard Signs

Yards signs are permitted to be placed on the campus grounds by University departments and recognized student organizations. Non-UofL organizations, businesses, or individuals are not permitted to place yard signs on campus grounds.

Guidelines for yard signs includes:

Yard signs should contain the sponsor’s name and date of the activity.
For signs without a date, the sign should be up no more than 30 days.
Signs should be placed in mulch bed and mulch rings around tree. Any sign placed in the lawn will be moved to the closest mulch area to the original location by a groundskeeper.
Signs should be removed within 5 business days once the activity is concluded. Utilizing a map of where signs have been placed can ensure that all signs are taken down.
Signs still up after 5 business days would receive a courtesy call from Grounds Services to remove the sign promptly.
If signs are not removed, Grounds will remove signs for responsible disposal.

All programs happening within the Student Activities Center are open to eligible faculty, staff, and students regardless of race, color, national origin, sex, disability, or age.