DUC Policies for Reservations and Use

Space use policies
Posting policies
Food/catering policies
Tabling for student organizations
Miscellaneous

Space use policies

Reservation of space:

Most spaces in the DUC can be reserved through eventservices.wustl.edu. If you cannot find an appropriate space, please contact the DUC Management Office at 314.935.5234 for more information about possibilities.

Meeting rooms:

Meeting rooms must be reserved in advance. Meeting rooms are open during finals week. Please visit the Spaces & Places page for meeting room charges and information.
All room furniture must remain in the room during your reservation.
Most meeting rooms have several sets (more information available in the Room Grid PDF) that can be used and set up charges do apply. All meeting rooms can be reset by the client as long as they are returned to the standard setting at the end of the event. Standard settings are posted in each room.
Catering can be arranged. Bon Appetit catering is encouraged. All events must adhere to the DUC Food Policy.
Meeting rooms are equipped with LCD projectors, screens, built in sound, and cables to connect personal laptops. If additional equipment is needed, Media Services may be able to assist.
Meeting rooms are equipped with either a chalk board or a dry erase board. Please be specific in your reservation if you have a preference.
Flip board stands are available for use. Please provide your own flip chart paper.
Posting is prohibited on any walls.

Common spaces:
Tisch Commons

The Commons can be reserved before 10 a.m. and after 3:00 p.m. Monday - Friday. Weekend reservations (Saturday/Sunday) are available throughout the day. Please visit the Spaces & Places page for meeting room charges and information.
The Commons must be reserved in advance.
There are set up charges which are arranged through a DUC event coordinator and will be billed by Aramark Billable Services. Charges apply and are dependent on the extent of the set up and the time taken to set and reset the room.
All tables and chairs must stay within The Commons.
House sound with microphone or podium is included with each Commons reservation.

The following equipment is also available with the reservation:

A portable stage for use in front of the stair landing. A rental charge of $200.00 covers the set up, tear down and rental of the stage.
A 9x12 large screen and projector system can be reserved through Media Services for a rental and set up cost of $500.00.

The Dains Dining Hall

Because this seating is primarily used for DUC Dining, servicing the 6 eateries in the Servery, this area is generally not reservable. Please contact DUC Management (935-5234) to determine feasibility.

The Fun Room

The Fun Room is an open space for all to gather; therefore, any events or activities must be open to the entire Washington University community.
The Fun Room is free of charge and must be reserved in advance.
Limited set ups are available in the Fun Room. Only the modular furniture can be used. Any additional tables or chairs can only be used for catering needs.

The following equipment is included with the reservation of The Fun Room:

An LCD projector and large projection screen
Personal laptop cables and access for projection screen (laptop is provided by client)
Two 52 inch HD screens with cable and premier channel access
Wii Video Gaming System and a selection of games
XBOX 360 and Wii video gaming systems and a selection of games
Retro arcade gaming unit featuring over 250 games
Surround sound for video, gaming or speaking

The Goldberg Formal Lounge

The Formal Lounge must be reserved in advance. Please visit the Spaces & Places page for meeting room charges and information.
There are set up charges which are arranged through an event coordinator and will be billed by Aramark Billable Services. Charges apply and are dependent on the extent of the set up and the time taken to set and reset the room.
All tables and chairs must stay within the Formal Lounge.

The following equipment is included:

A Steinway grand piano. Please make arrangements with your event coordinator for access to the piano.
A fireplace that can be turned on.

The Millstone Visitors Center

Located at the South Entrance of the building, the Visitors Center is a great place to welcome your guests.
A reservation is required; however, there is no rental charge for the space.
Conveniently located by the South Information Desk and South Elevator, this space can easily accommodate check-in for nametags and registration.
The center features easy wireless internet access and is equipped with a public-use computer.
The Center often features art and exhibits by the WUSTL community, showcasing our eclectic and talented population.
There are set up charges which are arranged through an event coordinator and will be billed by Aramark Billable Services. Charges apply and are dependent on the extent of the set up and the time taken to set and reset the room.
All tables and chairs must stay within the Visitors Center.

Café Bergson

This coffee house, serving a local brand of coffee, Kaldi’s, is open most of the day. The space is available for a small group gathering space for discussions and meetings after operating hours.
The Café also hosts coffee house performers each month.
If you are interested in reserving Café Bergson, please contact:
Leslie Heusted
Assistant Director for Programming and Marketing
Danforth University Center
314.935.3964
leslie.heusted@wustl.edu

The Liberman Graduate Center

The Liberman Graduate Center can be reserved for special events for graduate and professional students.
For more information, please visit the Graduate Center reception desk, DUC 300, or call 314.935.3921.

Access to building

If you require access to the building outside of the scheduled business hours, please contact your event coordinator.
Garage access is always extended past the time of the building hours. Access to the garage is also available outside of scheduled business hours.

Fireplace policies
Indoor fireplaces:

The fireplaces in Tisch Commons and the Fun Room are lit each day at 11 a.m.
The fireplaces are turned off at the time the building closes.
The fireplace in the Formal Lounge is turned on when there is an event scheduled for the space.

Edison Family Courtyard fire pit:

The fire pit in the Edison Family Courtyard is lit each evening at 4:00 p.m. and turned off when the building closes.
The fire pit will not be lit during inclement weather.
The fire pit is not lit if the temperature is above 65 degrees.

Breaks and holidays:

During breaks and holidays, the fireplaces and fire pit are not lit unless special arrangements are made.

Because posters/flyers are used extensively by the entire WUSTL community, the following guidelines are necessary to allow all events and activities to be advertised in an effective manner and to protect the walls and facilities of the Danforth University Center. Any posters for student organizations, departmental or administrative offices, or community groups must follow the following guidelines:

All posters must have a sponsorship listed. Those events or activities sponsored by outside organizations are welcome to use the five general community posting boards located in the DUC (indicated by the green “Center Yourself” banner across the top):
- First floor, south elevator
- Dains Dining Hall area
- Second floor, west side of Fun Room
- Southeast bathrooms
- Second floor, south elevator
There is a limit of one 8 1/2" x 11" flyer per event on each of the five bulletin boards in the building.
Posters will be approved for a two-week period. The bulletin boards will be cleared of out of date material each Sunday.
No posting is allowed on any glass surfaces, metal door frames, wood, or plaster walls.
All posters must be in good taste and contain no offensive language or threat of violence.

Banners

Banners on the second floor Tisch Commons balcony railing can only be hung during an event as added decoration.
Banners must be hung with blue painter's tape or tied on with ribbon or string.
Complete removal of banner and holders are required at the end of an event.

Directional signage

The Danforth University Center has foam core signs and easels that can be used for directional signage for your event. Reserve them from the DUC Management Office, Room 322 (314.935.5234) prior to your event.
Foam core signs come with attached plastic sleeves that hold an 8.5" x 11" vertical sign. You may use these to display directional signage.
Pick the signs up prior to your event, set them in locations that will be most helpful for you.
Return them at the end of your event.

Chalking

Sidewalk chalking is permitted. Chalk can be obtained through the Student Union Office. No brick surfaces or covered sidewalks may be chalked. Only talc chalk is to be used.
Please refer to the Publicity Guidelines for Washington University (.PDF) for full details of this process.

Table tents

WU Dining Service approval is required for placement of table advertisements. Please submit your application and sample of advertisement to:
Paul Schimmele
Campus Box 1103
paul.schimmele@wustl.edu
Submit applications for approval at least one week in advance.
Approvals will only be granted for events or activities that are sponsored by a University school or department or a Student Union-recognized group.
Size must be 216mm (h) X 93mm (w).
The name of the sponsoring group must appear on the advertisement.
Table top advertisements will be displayed from Monday morning through the end of the day on Sunday. (Seven day maximum.)
WU Dining Services will place approved advertisements.

Any organization, department/administrative office or community group that does not follow the above guidelines will be penalized by way of removal of illegally posted materials and the possibility of losing advertising privileges.

If you have any questions about these policies, please don’t hesitate to contact:
Leslie Heusted
Assistant Director Programming/Marketing
Danforth University Center
314.935.3964
leslie.heusted@wustl.edu

Food/catering policies

Catering restrictions

Bon Appetit catering is required in the Orchid Room.
All other locations in the building are open to outside caterers. There is an approved caterer list available from the DUC Management Office.

Food distribution restrictions

In order to comply with St. Louis County Health Department and St. Louis County Fire Department codes, the following policy was developed:
All food served in the Danforth University Center or at vendor tables must be pre-packaged and commercially prepared and packaged or be provided by a contracted caterer.
DUC, Edison Family Courtyard and Mallinckrodt vendor tables may be reserved through the Event Services web site.
Only room temperature and cold foods may be distributed. Unless contracted through a catering company, food requiring heat for cooking or warming may not be distributed.
Groups distributing food must wear gloves and place food on plates or in boxes. Latex gloves can be obtained at the North Information Desk in the DUC.
DUC Management, Event Services or Washington University Dining Services reserves the right to halt food distribution if these guidelines are not being followed.

Popcorn machine

There is a popcorn machine for rent through WUTV for a rental cost of $25.00 per event. This cost includes the machine as well as the popcorn packets.
Use of the provided popcorn packets is required.
If the machine is used inside the DUC, there must be a table covering between the machine and the table where it is placed.
If it is used in an area where there is bamboo flooring, it is required that there is a tarp under the table it is set as well.
Gloves, which can be found at the North Information Desk, must be used.

Tabling for student organizations

These policies apply for student organization tabling at the DUC and at Mallinckrodt Center. There is no charge for these reservations.
Spaces available:

Six tables in the DUC
Four tables in the Edison Family Courtyard
Two tables in Mallinckrodt Center

All tabling must be reserved through Event Services.
Students and student groups may book a table space up to five weekdays per month.
Tables are not booked on weekends or holidays.
Typically, tables are reserved from 11:00 a.m. – 2:00 p.m. each day. Longer hours or evening reservations can be arranged.
Please allow at least 3 days for confirmation of table reservation. Because tabling is a popular and well-used service, please plan ahead to guarantee needed dates for reservation.
If you are planning on sponsoring a 3rd party vendor, please follow the policies as put forth by the Office of Student Activities. These policies include:
- All vendors must be registered with Student Union and adhere to Student Union vendor policies.
- Only Student Union groups are allowed to book tables for vendors. Vendors are not permitted to reserve these tables.
- Credit card and cell phone vendors are not permitted.
- If food is being distributed, the DUC Food Policy must be followed.
- Tables can be reserved throughout the semester until the Friday before finals.

What is provided as part of your table reservation:

Tables (either 5 or 6 foot)
Chairs (if needed)

Tisch Commons tabling

There are 6 tables that can be reserved daily.
Tables are located in the North Entrance Lobby and Tisch Commons and may not be moved from their original positions.
Two chairs are provided at each table. Table staff should be limited to two people.
Amplified sound is not allowed. If you would like to use amplified sound, please reserve tables on the Edison Family Courtyard or in Mallinckrodt Center.
Events or activities that call for reservation of Tisch Commons can take place from 8-10 a.m. and after 3:00 p.m. in order to accommodate lunch seating and tabling.

Showcase tabling

One of the six tables available for reservation is designated a “showcase table.” This table may have amplified sound between the hours of noon - 1 p.m.
This table is located below the staircase and will be allowed to use house sound during the designated time above.
These reservations are made strictly on a first come/first serve basis and are limited to one reservation a month per organization.

Edison Family Courtyard tabling

Tabling is available between the daytime hours of 10 a.m.-2 p.m.
Amplified sound is allowed from 11:30 a.m.-1:00 p.m. and from 5:00 p.m. - 10:00 p.m.
Tables need to be moved outside for use. Please check in with the North Desk Student Assistant for access to the tables.
Tables must be set within the designated space in the Courtyard.
Tables must be returned to their storage area after use.
If your event or activity will require more than the use of one table (additional tables, a canopy, a stage, etc), the Courtyard should be reserved in its entirety. There is a charge for this reservation.
Please advise upon reservation if you are planning to use paint of any kind during your tabling activity.

Tisch Commons sound

Daytime amplified sound in Tisch Commons is limited to the hours of Noon - 1 p.m. daily by the showcase table.
Evening events using amplified sound can be scheduled beginning at 3:00 p.m.

Edison Family Courtyard sound

Any amplification of sound in the Edison Family Courtyard is limited to the hours of Noon - 1 p.m. or 5:00 p.m. - 10:00 p.m.
Location and volume of the amplified sound will be regulated by DUC management to ensure the least amount of disruption to those in surrounding offices.
No trucks are allowed in the Courtyard.

Formal Lounge piano use

Because the piano is a performance-level instrument, permission to play the piano is limited to students currently enrolled in piano lessons through the music department or who are members of student musical organizations that are recognized by Student Union.
A list of these eligible students will be forwarded to DUC Management by the music department approximately four weeks into the semester.
This list, along with play waiver forms, will be provided to the DUC Fun Room student assistant who can check out the key to the piano.
If a student would like to play the piano, they may go to the Fun Room to gain access, sign a waiver form, and obtain a key. At the conclusion of play, the key must be returned to the Fun Room student assistant.
If an SU-recognized musical group would like to play the piano, they are required to reserve the Formal Lounge through the Event Services web site. This reservation will be accessible by the DUC Fun Room Student Assistant who will unlock the piano for play after the waiver is signed.
If a student who is not on the eligible play list or a part of an SU-recognized student organization would like to play the piano, he/she can get information about obtaining a waiver by contacting:
Kate Harden
Department of Music
314.935.8272
kharden@WUSTL.EDU
If a student is granted a waiver by the music department, his or her name will be added to the eligible list. This student can then access the piano through the normal check out procedure.

Piano maintenance:

Maintenance will be performed on the piano twice a year in conjunction with scheduled music department maintenance, managed by the assistant director of facilities.
Piano tunings take place approximately once per month.

Miscellaneous

Lost and found

All items collected from areas in the Danforth University Center are sent to the Washington University Campus Police department in a timely manner. Please feel free to contact the Washington University Police Department for reference of a lost item.

Shower usage

Showers are closed 15 minutes before building closing and opened when the building opens.
Showers are cleaned daily.
Towels and toiletries are not provided.
Any items left in showers are removed daily.
Shower doors will be open when not in use.
If a door is locked, the Fun Room Student Assistant can provide the key to users.

Stage

The Danforth University Center owns a portable stage that can be used in the Commons and the Edison Family Courtyard.
The stage is reserved through the Media Services web site following a confirmed reservation of the space through Event Services.
The rental fee is $200.00.