Policy Details


Date of Last Update
1/3/2013

Approved By
  • President's Cabinet

Responsible Office
Alumni Relations

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Alumni House Policy for Faculty/Staff

PC 8.1

  1. Policy Scope
  2. Policy Statement

Policy Scope

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 the Event Coordinator approves the reservation request, he/she 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 the 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.