Students gather in chairs for a small group session with a teacher.

Policies

Procedures for scheduling facilities

University requests for available space should be submitted through 25 LIVE and Student Organization requests for facilities should be submitted through the Hub for proper approval. For those spaces not listed or for customers not affiliated with Miami University, please call a Conference and Event planner at (513) 529-3770 for additional details on how to secure these spaces. Events scheduled will appear on the University Events Calendar to provide support and coordination so every event is successful and a positive reflection on the University.

  1. For non-University clients, Complete the Request for Information form to insure the accurate and prompt processing of the reservation request. The reservation form may be obtained at the Miami University Conference and Event Services website at MiamiOH.edu/ConferenceAndEventServices.
  2. Please do not advertise your event until you have received a confirmation notice from the Department of Conference and Event Services.
  3. Timeliness – Requests must be submitted to the department at differing timelines for differing spaces. Please refer to the scheduling and priority of booking timelines below for the timelines applicable to the space you are considering.
  4. Changes – Any changes to the original reservation form must be submitted a minimum of Five working days prior to the program for set up alteration and a minimum of Three days for food service guarantees and attendance. Changes submitted after these dates may not be able to be accommodated.
  5. Cancellations – The cancellation of a program must be done a minimum of three working days prior to the program. Responsible parties will be held financially accountable for all charges that would have been incurred because of commitments made to facilitate the event if proper notice is not provided to Conference and Event Services.
  6. Non Use of Facility - University organizations or student organizations failing to cancel the reservation and not using the reserved facility will receive written notification. A second written notification for non-use of reserved space during the same semester will lead to an assessment of all associated labor costs involved to facilitate the event.

A. Scheduling Timelines and priority of booking Shriver Center, Marcum Hotel and Conference Center, Chapels, Goggin Club Room

All of these venues may be reserved 18 months (19 months for a Miami Merger) in advance by clients. The chapels may be reserved 18 months in advance (19 months for a Miami Merger) with a rental of any university space as a reception space. Without the rental of a reception space, the chapels may be reserved 12 months in advance (13 for a Miami Merger). Any of these spaces can be reserved up to 60 months in advance of the event for multi day conferences through the office of Conference and Event Services.

These spaces must be reserved a minimum of fourteen days in advance of the event and in the event that staffing or foodservice is requires should be reserved a minimum of fourteen days in advance. Earlier reservations are preferred and welcome.

These spaces are a first come, first served booking system.

WRA Cabin and Western Lodge

For the Fall and Spring semester periods.

Student organizations may reserve these spaces beginning on April 1st for the upcoming fall and spring semesters. Academic departments may begin to reserve these spaces on April 15th for the upcoming fall and spring semesters. All other customers may begin to reserve these spaces beginning on May 1st for the upcoming fall and spring semesters. While student organizations have the right to reserve earliest, the rental policy beginning May 1st becomes first come, first served. Any of these spaces can be reserved up to 60 months in advance of the event for multi day conferences through the office of Conference and Event Services.

These spaces must be reserved a minimum of thirty days in advance of the event. Earlier reservations are preferred and welcome.

For timeframes outside of the fall or spring semester.

These spaces can be rented on a first come – first served basis during times that fall outside of the spring or fall semester academic calendar. These spaces may not be available during certain times each year, please refer to the availability calendar for information.

A full version of the usage policies for the WRA Cabin and the Western Lodge can be located at the Miami University Conference and Event Services website at MiamiOH.edu/ConferenceAndEventServices or by calling one of our planners at (513) 529-3770.

These spaces are a priority of student organizations and student groups have early access to booking the space, those timelines are listed in the reservation timeline details. University departments also have priority booking; those timelines are listed in the reservation timeline detail. Following those early booking dates, the spaces are opened as a first come, first serve booking policy.

Student groups and Academic departments will be alerted of the policies and the policies are posted at the hub.

Student organizations must be in good standing with Miami University including up to date registration at the HUB in order to make reservations and hold events.

Armstrong Student Center

For the Fall and Spring semester periods

Student organizations may reserve these spaces beginning on April 1st for the upcoming fall and spring semesters. Academic departments may begin to reserve these spaces on April 15th for the upcoming fall and spring semesters. All other customers may begin to reserve the cabins beginning on May 1st for the upcoming fall and spring semesters. While student organizations have the right to reserve earlier than other departments, the rental policy beginning May 1st becomes first come, first served. These spaces may be reserved by conference services up to 60 months in advance for use with conferences.

These spaces must be reserved a minimum of thirty days in advance of the event and in the event that staffing or foodservice is required should be reserved a minimum of fourteen days in advance. Earlier reservations are preferable and welcomed.

For all other time periods

These spaces can be rented on a first come – first served basis during times that fall outside of the spring or fall semester academic calendar. These spaces may not be available during certain times each year, please refer to at the Miami University Conference and Event Services website at MiamiOH.edu/ConferenceAndEventServices or by calling one of our planners at (513) 529-3770 for additional information.

A full version of the usage policies for the Armstrong Student Center can be found at http://miamioh.edu/student-life/armstrong-student-center/ and a copy of the Student Organization policies can be found MiamiOH.edu/ConferenceAndEventServices.

These spaces are a priority of student organizations and student groups have early access to booking the space, those timelines are listed in the reservation timeline details. University departments also have priority booking; those timelines are listed in the reservation timeline detail. Following those early booking dates, the spaces are opened as a first come, first serve booking policy.

Student groups and Academic departments will be alerted of the policies and the policies are posted at the hub.

Student organizations must be in good standing with Miami University including up to date registration at the HUB in order to make reservations and hold events.

Other spaces and venues

A full listing of all spaces in this group can be found on the Miami University Conference and Event Services website at MiamiOH.edu/ConferenceAndEventServices or by calling (513) 529-3770.

These venues will be booked as a first come first serve basis by catering or conference service upon the release of available dates by the controlling parties. Conference services will work with each operator to determine a timeline of release for open dates of possible for communication to clients.

These spaces must be reserved a minimum of thirty days in advance of the event and in the event that staffing or foodservice is required should be reserved a minimum of fourteen days in advance. Earlier reservations are preferable and welcomed.

These spaces are a first come, first served booking opportunity following the release of available dates by the controlling parties. Please refer to at the Miami University Conference and Event Services website at MiamiOH.edu/ConferenceAndEventServices or by calling one of our planners at (513) 529-3770 for additional information.

B. Release of dates

For external bookings

Groups will be able to hold a date for 14 days (tentative hold) at which point the dates would need to be secured with a signed contract and deposit. For events canceling less than five business days before will be subject to incurred costs.

Contracts and Deposits

Non-University organizations

External organizations will be required to sign a contract and place a deposit (varies with reserved space) at the time of reservation. Failure to submit a signed contract and deposit within 14 calendar days will result in the release of the date for rebooking.

University affiliated organizations and departments

Organizations associated with Miami University are not required to sign contracts for most spaces; your planner will have specific information about which venues require contracts. All University departments and Student Organizations are required to provide a University hosting document or billing information at the time of reservation. Hosting documents can be found at http://www.units.miamioh.edu/gli/faculty/documents/hosting-form.pdf.

The determination of University, Student Organizations and Non University organizations is based on who is making the event payments for most events; see the Hub details for more specific information for Student Organization policies.

General Policies

The policies in this handbook are designed to reflect and support the policies and guidelines expressed in the Miami University Policy and Information Manual (MUPIM) and the Miami University Student Handbook.

Non Discrimination Statement

Miami University is committed to providing equal opportunity and an educational and work environment free from discrimination on the basis of sex (including sexual harassment, sexual violence, sexual misconduct, domestic violence, dating violence, or stalking), race, color, national origin, disability, age, sexual orientation, gender identity, pregnancy, military status, or veteran status. Miami shall adhere to all applicable state and federal equal opportunity/affirmative action statutes and regulations.

Department of Conference and Event Services

Miami University department of Conference and Event Services was established to provide our guests a consistent and comprehensive event planning experience for groups of all sizes and complexities. We service the Miami community and guests to our campus in multiple ways depending on the level of support each event requires.

  • As event coordinators, we offer groups assistance and guidance in planning events for on or off campus events and we schedule events and provide the support needed at any venue on or off campus.
  • As supporting service coordinators, we can help to arrange lodging, meal options, parking services, registration services, chapels, team building exercises, audio visual services, advertising and marketing, print support and all of the other services needed to make your event the success that you envision.
  • As operations managers, we oversee the transformation of Miami’s residential into the housing, dining and meeting spaces necessary for serving the thousands of visitors to Miami’s campuses each year.
  • Additional resources can be located at the Miami University Conference and Event Services website at MiamiOH.edu/ConferenceAndEventServices or by calling one of our planners at (513) 529-3770.

University affiliated organizations and departments

All requests for facilities other than academic classrooms may be made through Conference and Event Services. The use of the academic facilities, classrooms, seminar spaces, laboratories and auditoriums for scheduled academic instructional and research purposes shall take precedence over all other uses of such space and will not be displaced without the expressed approval of the President’s Office or authorized designee. University affiliated organizations and departments are not permitted to use any additional facilities that are not approved on 25 live nor negotiate, sublease or assign University facilities with external organizations except in coordination with the office of Conference and Event Services.

A. Faculty and staff Programs

Individuals making facility requests for University affiliated organizations and department’s facility use must:

  • Request spaces through 25 live and receive confirmation through the Department of Conference and Event Services that this space is reserved.
  • Provide a hosting document for any anticipated food and beverage charges, http://www.units.miamioh.edu/gli/faculty/documents/hosting-form.pdf
  • Return the completed request form and hosting document by 14 days before the event for a space only use or an event requiring staffing or food and beverage. Space must be requested 30 days before the event for any of the cabins, classrooms, chapels, athletic facilities or recreational sports facilities.

University affiliated organizations and departments are responsible for all direct costs above and beyond normal set ups in any space requested. Space at the Shriver Center will be provided at no rental charge for departmental meetings. Departments seeking additional permanent or temporary classroom space should make all requests through the Registrar’s Office to identify and secure academic space. Space is available in multiple venues for limited use for additional academic classroom use for a rental fee; please contact a planner for a rate quote.

The organization must use Miami Catering for all food requests for The Shriver Center, The Armstrong Student Center, The Marcum Inn and Conference Center, Dining Centers and the Goggin Club Room.

Fundraising activity rules and regulations are listed on the Hub, please review them prior to booking a fundraising activity to ensure the event is compliant with these guidelines.

B. Student Organizations

Organizations must:

  • Complete a facility request form through the Hub.
  • Provide a hosting document for any incurred charges, http://www.units.miamioh.edu/gli/faculty/documents/hosting-form.pdf.
  • Return the completed request form and hosting document by 14 days before the event for a space only use or an event requiring staffing or food and beverage. Space must be requested 30 days before the event for any of the cabins, classrooms, chapels, athletic facilities or recreational sports facilities.

Student organizations and departments are responsible for all direct costs above and beyond normal set ups in any space requested.

The organization must use Miami Catering for all food requests for The Shriver Center, The Armstrong Student Center, The Marcum Hotel and Conference Center, Dining Centers and the Goggin Club Room.

Fundraising activity rules and regulations are listed on the Hub, please review them prior to booking a fundraising activity to ensure the event is compliant with these guidelines.

Clean up Policy

The rental rates for each location includes the cost of a typical clean up. If additional services are required for any reason, the client may be billed for any additional clean up required restoring the room to its original state.

Alcohol payment policy

No E&G funds may be used for the purchase of alcohol. No student organization funds may be used for the purchase of alcohol.

Additional details may be found in the MUPIM handbook, section 16.1 or in the student handbook. Links are listed below. http://www.miamioh.edu/_files/documents/secretary/MUPIM.pdf http://blogs.miamioh.edu/miamipolicies/?page_id=2028

Partnership Programs – External organizations

Partnership rates have been established for external organizations partnering with University departments or Student organizations or clubs. Additional resources including a list of current rental rates and menus can be located at the Miami University Conference and Event Services website at MiamiOH.edu/ConferenceAndEventServices or by calling one of our planners at (513) 529-3770.

External organizations and not for profit organizations

Rates have been established for external organizations and not for profit organizations. Additional resources including a list of current rental rates and menus can be located at the Miami University Conference and Event Services website at MiamiOH.edu/ConferenceAndEventServices or by calling one of our planners at (513) 529-3770.

Advertising and Promotion

Organizations may not use the University name, seal, logo or other identification in advertising or promotional literature that states or implies such sanction or sponsorship of the event, except to list the location of the program, without Miami University Communications and Marketing department’s written consent.

Alcohol on Campus

Miami University adheres to responsible and legal use of alcohol in campus facilities. Miami’s policy for Student Events involving alcohol may be found in the Miami University Student Handbook and Department events serving alcohol may be found in the Miami University Policy and Information Manual section 16.1. Please contact your event planner for additional information. http://www.miamioh.edu/_files/documents/secretary/MUPIM.pdf http://blogs.miamioh.edu/miamipolicies/?page_id=2028

  • In accordance with the state of Ohio – Division of Liquor Control a liquor permit is required if a qualified organization intends to provide beer, wine, or spirituous liquor either for sale by the drink or through the use of an entrance fee, cover charge, etc. In the Armstrong Student Center, the Shriver Center, the Marcum Hotel and Conference Center and the Goggin Club Room the permits for Miami Catering cover all of the permit needs for these locations. All alcoholic beverages in these spaces must be purchased by Miami Catering and served by the staff of Miami Catering under the Miami Catering liquor permit.
  • Temporary “F” of “F2” permits authorizing alcoholic beverage sales are available only to non profit organizations, for use at social, recreational, charitable, fraternal, political, patriotic or athletic functions. • Catering Procedure - After facility approval is received, the University host will contact catering to secure catering services and the process to purchase and / or serve any alcoholic beverages.
  • Service – Alcoholic beverages may be served to persons only of legal age in accordance with current State of Ohio liquor enforcement laws.
  • Purchase – The holder of the license must be the purchaser of the alcoholic beverages. If a temporary permit is secured by a client, they will be responsible for the purchase, delivery and storage of the alcoholic beverages and will be responsible for arranging payment to the vendor at the time of delivery.
  • The University reserves the right to require University Police presence at any event where alcohol is being served at the expense of the hosting organization. For student Organization policy, please refer to the Hub. For all other events, that determination will be based on the perceived level of risk involved by event.
  • At any events where alcohol is being served, food MUST be made available. An event planner will be able to suggest amounts based on space and attendance.

Amplified Sound

Use of amplified sound in Miami University rental spaces must be coordinated with the building operations staff or the event management and should be at a level that is not disruptive to other occupants of the building or surrounding areas.

Animals on campus

Non research animals are generally prohibited on Miami University campuses. The following are specifically exempted:

  • Service animals assisting people with disabilities
  • Animals used by the Miami University Police department
  • Dogs used by the student Counseling Service for therapeutic purposes.

Blood drives and donations

Blood drives in University spaces must occur under the direction of an established health care provider.

Cancellations of scheduled events

Any event scheduled on University property may be may be canceled by the University due to any act or occurrence that makes it unsafe, inadvisable, illegal or impossible to facilitate the event within campus facilities. As much advance notice as possible will be given to all affected parties.

Catering

A. Arranging catering

Most spaces must be reserved a minimum of twenty one days in advance and catering needs should be arranged a minimum of 14 days in advance. Earlier reservations are preferred and welcome. Menu options can be viewed at MiamiOH.edu/ConferenceAndEventServices or by contacting a planner at (513) 529-3770.

B. Non University food policy

Miami University is the food license holder for all Student Dining facilities, Marcum Hotel and Conference Center, Goggin Club Room, Armstrong Student Center and the Shriver Center as well as having licenses to deliver and prepare food anywhere else on campus. Miami Catering and Miami University Student Dining are the exclusive providers of foodservice in those operations. Any organization or department requesting an outside caterer in any other venue is responsible for providing a valid food service permit and insurance coverage for that caterer through the office of Conference and Event services.

C. Event Count Guarantees

Final participant counts for your event must be communicated 5 days prior to the event. Carillon catering will provide 5% additional meals over your final guaranteed count.

D. Special Diet Policy

It is the responsibility of the of the event host to identify and communicate any special diet needs during the planning process. We are able to accommodate nearly any special diet need with advance planning but won’t be able to accommodate those requests if communicated during the event. Specific information regarding the guests name and dietary restriction must be provided to Event Services a minimum of seven days in advance. Your planner will discuss with you the best way for the event staff to identify the special diet clients at the event. Walk up requests on the day of the event may not be able to be accommodated due to the absence of a kitchen at our off-site catered events.

E. Staffing policy

Staffing levels for most events are determined based on the style and complexity of menu and event. Additional staffing may be recommended or required to execute your event. In those situations, an additional staffing charge may apply. Direct to you events are delivered without staffing, Red and White tier and Love and Honor tier events both come complete with service and/or culinary staff.

F. Pricing policy

All food pricing is guaranteed for 90 days at the time that the menu is set with the planner. Other pricing may vary seasonally; Menu options can be viewed at MiamiOH.edu/ConferenceAndEventServices or by contacting a planner at (513) 529-3770.

G. Food policy

All food delivered as a Direct to You delivery will remain as the property of the client. All food served on site as a Red and White tier or a Love and Honor tier event remains the property of Miami Catering. All food left for the client should be handled correctly and chilled to proper temperatures to minimize the risk of improperly handled food. Instructions for proper food handling are included in each Direct to You delivery. Miami Catering accepts no responsibility for the handling and service of food left with the client after delivery.

Keep Food Out of the "Danger Zone"

Never leave food out of refrigeration over 2 hours. If the temperature is above 90 °F, food should not be left out more than 1 hour.

  • Keep hot food hot — at or above 140 °F. Place cooked food in chafing dishes, preheated steam tables, warming trays, and/or slow cookers.
  • Keep cold food cold — at or below 40 °F. Place food in containers on ice.

Storing Leftovers

One of the most common causes of foodborne illness is improper cooling of cooked foods. Bacteria can be reintroduced to food after it is safely cooked. For this reason leftovers must be put in shallow containers for quick cooling and refrigerated at 40 °F or below within two hours.

Reheating

Foods should be reheated thoroughly to an internal temperature of 165 °F or until hot and steaming. In the microwave oven, cover food and rotate so it heats evenly.

H. Sales Tax

Nonprofit organizations must provide a copy of their tax exempt status prior to the event for waiver of Ohio state sales tax.

I. Normal hours and days of use

Please see section 24 for a full listing of hours of operation.

J. Exclusivity

Miami Catering is the exclusive caterer for the Armstrong Student Center, Shriver Center, Marcum Hotel and Conference Center, Dining centers and Goggin club room.

Concealed Weapons Law

Possession or use of firearms or dangerous weapons in any Miami University venue is strictly prohibited.

Damage to Miami University Property

Miami University fixtures or equipment may not be altered or removed during the event period without the Miami University Conference and Event staff handling the alterations. Decorations must be removed and the facility left in an undamaged state at the end of the event. Client will be liable for any damage that occurs as a result of negligence or abuse of the facility or equipment in the space.

Decorations

If you wish to display any signs or materials, please let our staff know in advance and we will be happy to assist you. Please check with your event planner for types of decorations that work best in each room. Use of tape on walls, doors, ceilings, etc. is prohibited. No open flames are permitted. If special cleaning after your event is necessary, additional charges will be assessed. Carillon Catering does provide a standard centerpiece with all staffed events (both on and off site), for additional options, please consult your event planner, additional charges apply. The use of glitter or confetti is not permitted.

Equipment and AV use

  • Most university bookable spaces either contain AV equipment or have the ability to set up AV capabilities, your planner will be able to provide specifics on which spaces can offer which AV options and prices.
  • Equipment should be reserved at the time of booking to ensure that the equipment that the event requires is available in the university inventory. Failure to reserve equipment in a timely manner may result in the equipment not being available for use. If additional equipment is required as an outside rental, the customer will be responsible for all costs associated with that equipment.
  • An operations staff member will be on hand prior to each event to assist with client training on AV use for their event. If additional AV support is needed for the entire event, additional staffing charges may apply.

Free wireless internet is available on site through the Miami University wireless network.

Facility Rental Rates

The list of current rental rates and menus can be located at the Miami University Conference and Event Services website at MiamiOH.edu/ConferenceAndEventServices or by calling one of our planners at (513) 529-3770.

Outdoor events will require a contingency rain plan space that may be charged as a space rental regardless of whether it is utilized or not.

Fire and Safety

Persons or organizations shall not utilize or allow to be utilized on university premises any open flame, candles, pyrotechnic devices, smoke / fog machines or any device emitting flame or sparks in conjunction with any public meeting or event on Miami’s campus. Organizations failing to follow this policy will be subject to immediate termination of their event and a loss of future scheduling privileges.

Food sales, Bake sales, Donations, and Fundraisers

A complete set of rules and regulations regarding use of the Armstrong Student Center can be found at miamioh.edu/student-life/armstrong-student-center/.

Cancellation policy

  • Cancellation policy – The cancellation of a program must be done a minimum of three working days prior to the program. Responsible parties will be held financially accountable for all charges that would have been incurred because of commitments made to facilitate the event if proper notice is not provided to Conference and Event Services.
  • Failure to cancel - Internal University organizations and departments failing to cancel the reservation and not using the reserved facility will receive written notification. A second written notification for non-use of reserved space during the same semester will lead to an assessment of all associated labor costs involved to facilitate the event.

Normal hours and days of use

  • University spaces may be reserved between 7:00 a.m. and 8:00 p.m. for normal use. Extra charges may apply for use outside of these posted times.
  • Catering spaces may be reserved between 7:00 a.m. and 12:00 a.m. for normal use. Extra charges may apply for the use outside of these posted times.
  • The Armstrong Student Center is not available for outside rental during the academic fall and spring semesters but is available for external rental during the summer and the winter term. Armstrong may be available for rental during the University Shut down period in December, please discuss options with your planner.
  • The Marcum Hotel and Conference Center is available for rental throughout the year but would be subject to additional fees for December rentals during the University shut down period. • The Shriver Center is available for rental throughout the year but would be subject to additional fees for December rentals during the University shut down period.
  • All University and catering spaces are subject to additional staffing fees for events requested on University holidays, please discuss these fees with your planner.

Minors on Campus policy

Miami University is committed to providing a safe and secure environment for events involving minors held in Miami’s facilities. Please contact your event planner for additional information.

Risk Management Policy

Some events on campus may require insurance policies based on their perceived risk. Please contact your event planner for additional information.

Smoking Policy

In order to promote the health of our students, faculty, staff and visitors, Miami University is designated Smoke-Free. Smoking is prohibited in all University owned facilities and grounds.

Student Center Use

A complete set of rules and regulations regarding use of the Armstrong Student Center can be found at miamioh.edu/student-life/armstrong-student-center/.

Ticket Sales

A complete set of rules and regulations regarding event ticketing can be found at miamioh.edu/student-life/armstrong-student-center/.

Vendor Tables

A complete set of rules and regulations regarding use of the Armstrong Student Center can be found at miamioh.edu/student-life/armstrong-student-center/.

Parking

A variety of parking options are available at Miami University. A complete list of University parking options can be viewed at https://www.units.miamioh.edu/prk/Parking_Areas/ or by contacting a planner at (513) 529-3770.