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Audio-Visual
A list of preferred purveyors of equipment and technical support will be supplied to the client.
Security
Tennessee
State University has its own professionally trained police force.
Security measures for each client will be arranged as deemed appropriate
through the Office of Security.
Parking
Parking
may be provided to the program attendees as possible. Parking needs for
each function will be arranged through the Office of Security and
Conferences & Special Events.
Transportation/Shuttle Service
Transportation
and shuttle arrangements can be made with University and commercial
charter companies to service program attendees between airport arrival,
hotel and campus venues.
Smoking
Tennessee State University maintains a Smoke Free policy in all buildings.
Child Care
Child Care can be arranged for both campus locations.
Logistical Arrangements
Seating
capacity, furniture set-up and special services regarding contracted
meeting rooms will be arranged through the Office of Conferences &
Special Events.
Laboratory/Research
Laboratories
for educational training are available in the areas of Chemistry,
Physics, and Technology. Technicians will be provided for each
laboratory. Laboratory use is scheduled through the Office of
Conferences & Special Events. Special research projects may need to
be coordinated with the Office of Sponsored Research.
Food Service
All
food, beverage, and/or refreshment requests must be arranged through
Campus Food Service. No preparation of foods or beverages will be
permitted to take place on the premises. Food function arrangements must
be made two (2) weeks prior to activity date. Guarantees for all food
functions are required 48 hours prior to activity date. For functions
scheduled on Sunday or Monday, the guarantee must be received by 10:00
AM on the preceding Friday. The Campus Food Service will prepare extra
covers as a percentage of the guarantee. In the event a guarantee is not
received, the original estimated attendance count will be prepared and
billed. Alcoholic beverages are not allowed on university premises.
Cancellation
The
cancellation date of an event will be determined by the cancellation
date on contracts the university enters into with external vendors to
provide complete service for an event. These dates will be taken into
consideration in negotiating the contract with the University. Any costs
incurred due to late cancellation by the client will be billed to
client for payment directly to external vendor and the University.
Shipping Procedures
All
packages sent to the University for an event should be sent prepaid. C.
O. D. packages will be refused. Campus Post Office will notify the
Office of Conferences & Special Events of receipt of packages which
will be transferred to the event site. Special arrangements will need to
be made for receipt of large quantities of material. Shipment of
material upon completion of the conference/event is the responsibility
of the attendee.
Miscellaneous
Policy
relating to display material will be determined between the University
and the client. Liability of client will be covered in final contract.
Policy/Procedure Guide
** All requests to use campus facilities must be submitted to the Office of Conferences & Special Events.
**
Individuals or groups who desire to use campus facilities must submit a
written request to the Office of Conferences & Special Events. The
request must detail the nature of the organization, the event to be
housed, date, times, anticipated attendance and logistical arrangements
requested.
** The Office of Conferences & Special Events will
facilitate with the client all needed services (food service,
maintenance, technical assistance, etc.) and will be responsible for
monitoring the successful completion of all such arrangements.
**
The Office of Conferences & Special events will be responsible for
collecting all necessary information to insure correct billing and
transfer of payments to appropriate campus offices.
** Requests
from organizations, individuals or groups that have previously created
maintenance problems or whose negligence has resulted in damage to
facilities, or who have been negligent in honoring invoices will be
denied.
** Organizations and individuals desiring to use
University facilities must comply with the policies of the Tennessee
Board of Regents (TBR) and assure the President that the use of such
facilities will not create potential violence, damage, disruption of
order, nor be used for promotion of vested political or religious
doctrine or ideology, or interfere with campus decorum or impinge upon
the University's role, scope, mission, and stated policies. The
President, acting for the TBR and subject to TBR ratification, shall
have the right to refuse the use of University facilities to any
organization or individual if he/she deems it in the best interest of
the University.
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The University has been the host site for the following types of events:
- Cultural Presentations Festivals
- Presidential Visits and Programs Musical and Dance Concerts
- Circuses Pageants
- Trade/Professional/Civic Picnics
- Organizational Meetings, Parades
- Exhibits and Conferences
- Commencements
- Convocations Rallies
- Sport/Athletic Competitions University
- Research and Academic
- University and High School Competitions
- Conferences
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