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Policy Details
Date of Last Update
1/3/2013
- Senior Leadership Team
Responsible Office
Alumni Relations
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Alumni House Policy for Faculty/Staff
SLT 8.1
Policy
The Alumni House is available for use by departments of the University. However, the reservation must be made by a faculty or staff member. Faculty and staff members that wish to use the Alumni House for a personal event may do so; all room rentals and additional charges will apply.
Policy Statement
General
The applicant undertakes to observe all rules and directions,
which are imposed by GVSU and the Alumni Relations Office generally,
or specifically, in respect to the space which is being used. The room
rental fee will be waived for University-sponsored events providing
all additional charges (i.e. catering, equipment, a/v, etc.) are paid
by a University account number. Inform the Event Coordinator if there
will be any distinguished or special guests attending the event.
Reservations
Reservations for University events must be made by a University
employee. All reservations are to be arranged with the Event
Coordinator at (616) 331-3590.
When approving the reservation request, the Event Coordinator
will send the primary contact a confirmation of the event with all
event details submitted in the reservation form.
Reservations will be made according to the event time specified
on the request form. The Event Coordinator will add to your
reservation two hours before event start and one hour after event end
time for any necessary setup and/or cleanup you may require; contact
the Event Coordinator if you require more time.
Food and Beverage
For events that involve the service of prepared food and drink, you
must use the University’s catering service (Classic Fare Catering).
If you will use the University catering service for your event,
please arrange your menu selections with the Event Coordinator by the
deadlines described on the event confirmation.
For events that involve the service of alcohol, you must agree to
abide by all Michigan Liquor Control Commission rules and regulations
involved in the service of alcohol in addition to those established by
the University. Final alcohol selections must be given to the Event
Coordinator at least two weeks prior to the event to ensure the
availability of requested menu items. No changes/additions will be
accepted after the deadline.
A final guest count must be given to the Event Coordinator at
least three (3) business days prior to the event. If a final guest
count is not received three business days prior to the event, the food
service provider will consider the last communicated guest count to be
the final guest count. The final bill will be based on the final guest
count given or actual number served, whichever is higher.
Please contact the Event Coordinator at (616) 331-3590 for
information on hosting a non-University sponsored event.
Minimum charges may be applicable for food and bar service.
Outside food and drink are not allowed in the Alumni House.
Food and drink from the Alumni House, partial or whole, are not
to leave the premises by state law.
No event may exceed 12:00 midnight, and alcohol service will be
discontinued at 11:30 pm.
Set-up and Special Requests
The Perry Dining Room has a standard furniture set-up; additional
furnishings or the rearrangement of existing furnishing may result in
additional expenses. Set-up requests must be made in advance with the
Event Coordinator and must be finalized five (5) business days before
the event date. Changes to the set-up after this deadline may incur an
additional charge.
Contact the Event Coordinator to order additional equipment,
audiovisual equipment, and any other special requests at least five
(5) business days before the event.
Cancellation
The Event Coordinator encourages a five (5) business day notice
for event cancellations. Special cases will be handled on a
case-by-case basis.
You may cancel your event up to three (3)
business days prior to the scheduled time of the event at no charge.
Events cancelled with less than three (3) business days’ notice will
be billed for costs incurred, up to 100% of the total bill.
Late charges will occur when catered events are planned less than three (3) business days in advance. These charges will be 10% of the total cost of the event with a minimum of $10.00.
Release of Alumni Contact Information
We do not release contact information to the general public from our alumni database. At this time, individuals searching for alumni do so by filling out a form online that is forwarded to University alum via postal mail.