General Policies

By signing the Alumni Center Reservation Form, the sponsoring individual or organization agrees to abide by the policies set forth by the Alumni Association concerning use of the Alumni Center.

These policies include those previously mentioned, in addition to:

• The Alumni Center cannot be utilized for partisan political activity, political or special interest fund-raisers or any event resulting in financial gain for the sponsoring organization or individual, unless approved in writing by the executive director of the Alumni Association.
• All materials brought into the Alumni Center must be removed at the conclusion of your event (food, decorations, etc.).
• A minimum of one security person is required at all functions on weekdays after 4 p.m., weekends or holidays, to be provided by the Alumni Association as part of the rental fee.
• Hourly fees are based on the entire time the center will be in use and includes arrival time of “host person,” caterer set-up and clean-up time.
• The Alumni Association reserves the right to make or change space assignments as necessary. Under no circumstances are empty rooms to be used without prior approval by the Alumni Center Manager.
• The sponsoring group is responsible for any and all damages to the Alumni Center or grounds. Lost or misplaced items are not the responsibility of the Alumni Association.
• No notices shall be posted in the building and nothing is to be affixed to the walls, stairways or hung from the ceiling, support beams or columns.
• The Alumni Association does not provide access to copiers, fax machines, computers/printers, telephones or any other supplies that have not already been listed.
• The Alumni Association will provide chairs and tables as available. Additional needs/rentals are the responsibility of the sponsoring individual or organization.

Food and Beverage Policy

• All food and beverages required for meetings and events are the responsibility of the reserving department. Please notify the Alumni Center Manager if you or your caterer will need access to the kitchen.
• The caterer selected must be pre-approved by the Alumni Center Manager.
• All food/beverages and trash must be removed at the conclusion of the event.
• All caterers must provide the Alumni Center Manager with the following at least five (5) working days prior to the event:
  • Proof of liability coverage, naming the University of Connecticut Alumni Association on the policy, directly from the insurer.
  • A copy of the food service license from the local health department and a Temporary Food Service Application (must be submitted to and approved by the University of Connecticut Environmental Health and Safety Department.)
  • For non-University caterers, an agreement in writing to indemnify and hold harmless the University of Connecticut Alumni Association.
  • Failure to provide this information may result in the cancellation of the event.

Alcohol Serving Policy

The reserving department must notify the Alumni Center Manager that alcoholic beverages will be served. Alcoholic beverages may only be provided and served by those with a state liquor license/permit that allows them to serve alcoholic beverages at the Alumni Center.

The caterer or bartending service must provide the Alumni Center Manager with the following at least five working days prior to the event:

1. A copy of the liquor permit.
2. Proof of liquor liability coverage, naming the University of Connecticut Alumni Association on the policy, directly from the insurer.
3. For non-University caterers, an agreement in writing to indemnify and hold harmless the University of Connecticut Alumni Association for any losses, including legal fees, resulting from the use of alcoholic beverages at the sponsored event.

It is also recommended that the sponsoring department have host liability insurance coverage. Consumption of alcoholic beverages is limited to persons 21 years of age or older.

Alternate nonalcoholic beverages must also be provided. No cash sales of alcohol are allowed.

Billing

All invoices are prepared by and are payable to the University of Connecticut Alumni Association. Invoices are to be paid upon receipt by check or credit card. Invoices not paid within 30 days jeopardize the reserving group’s future use of the Alumni Center.

Cancellation

Events cancelled by the sponsor with less than 48 hours notice will result in the sponsor forfeiting their security deposit.

In the unlikely event of an emergency that forces cancellation of an event by the Alumni Association with less than 48 hours notice, the Alumni Center Manager will make every effort to help obtain a suitable replacement facility and the security deposit will be refunded.

Termination Policy

A rental agreement may be terminated for the following incident(s):

• Failure to adhere to above-mentioned policies.
• Failure to pay rental fees within thirty days of your event will prohibit future rentals at the Alumni Center.
• Inappropriate behavior that results in the need for police involvement.
• Excessive damage to Alumni Association Property.
• Misuse and or mistreatment of the Alumni Center and/or Alumni Center staff.