Guidelines for Determining University Facility Use Rates

University Events & Scheduling

 March 10, 2009

 The primary purpose of Wesleyan University facilities is to serve the academic and operational activities of the University.  University facilities may also be used for public and private activities and will be considered on a case by case basis. Non-University events will be allowed when they do not cause interference with University activities and will require a facility use contract.

Applicable Rates:

I.  Fees for use of space:

 Internal Clients are current Wesleyan departments, student groups or individual students who use Wesleyan space for events directly related to the instructional mission of the University (such as activities resulting from academic course work and faculty/administrative meetings) or directly related to the life of the campus community beyond the classroom (such as student programming activities, award ceremonies, reunion/commencement). Internal client rates will apply.

 Wesleyan Co-Sponsored Clients are academic programs, conferences and/or meetings involving two entities – a Wesleyan academic department, administrative unit or student group and an outside organization such as a professional association in which Wesleyan holds membership or maintains a relationship that directly benefits Wesleyan.  Internal client rates will apply.

            The following criteria must be met in order for the event to be considered        co-sponsored:

1.      Outside organization does not have a revenue generating interest in the event.

2.      Activity of the outside organization must directly relate to the sponsoring department.

3.      Sponsoring department will act as event organizer and provide a department account number against which all fees for services will apply. 

4.      Sponsoring department will invoice outside organization for reimbursement of fees.

5.      Representative(s) of the Wesleyan co-sponsoring department must be present for the duration of the event to serve as a host for the event.

6.      Outside organization assumes responsibility for all liability and indemnification and will sign Wesleyan Facility Use Contract.

 Wesleyan Affiliate Clients are Wesleyan students, staff, faculty, alumni, and members of their immediate families (parents/grandparents, siblings, children) who rent space for an event not sponsored by Wesleyan (example: weddings, private parties). External client rates apply less a 20% discount.

 External Clients are individuals or groups not in any way affiliated with Wesleyan who rent Wesleyan space to host a program/event.  External client rates apply.

 External Clients with Non-Profit Status are individuals or groups not in any way affiliated with Wesleyan and who have 501C3 status who rent Wesleyan space to host a program/event.  External client rates apply less a 20% discount.

 II.  Fees for Additional Services:

Fees for additional services will be administered based on the client status as determined by the definitions above.

Clients qualifying for internal rates will be invoiced by internal service providers against the internal account number provided by the client.  Funds will be transferred via journal entry.

Clients qualifying for external rates will be invoiced by service providers.  Individual service providers are responsible for collecting fees for services.