DUC Policies for Reservations and Use

Space use policies
Meeting Rooms
Tisch Commons
Dains Dining Hall
The Fun Room
The Goldberg Formal Lounge
The Millstone Visitors Center
Cafe Bergson
The Liberman Graduate Center
Posting policies
Banner policies
Food/catering policies
Tabling for student organizations
DUC Mobile Television
Miscellaneous

Space use policies

Reservation of space:

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

Common spaces:

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.

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 on occasion.
• If you are interested in reserving Café Bergson, please contact:
  Leslie Heusted
  Director,
  Danforth University Center & Event Management
  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:

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

Edison Family Courtyard fire pit:

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

Breaks and holidays:

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

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Posting policies

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:

1. 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
2. There is a limit of one 8 1/2" x 11" flyer per event on each of the five bulletin boards in the building.
3. Posters will be approved for a two-week period. The bulletin boards will be cleared of out of date material each Sunday.
4. No posting is allowed on any glass surfaces, metal door frames, wood, or plaster walls.
5. All posters must be in good taste and contain no offensive language or threat of violence.

Banners

Please refer to the banner policy below for the new DUC banner policy.  Any further questions about banners in the building should be directed to the DUC & EM Office at 935.5234

Directional signage

1. The Danforth University Center has foam core signs and easels that can be used for directional signage for your event. Reserve them through Student Media Services prior to your event.
2. Foam core signs come with attached plastic sleeves that hold an 8.5" x 11" sign. You may use these to display directional signage.
3. Pick the signs up prior to your event in DUC room 322, set them in locations that will be most helpful for you.
4. Return signs at the end of your event.

Chalking

1. 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.
2. Please refer to the Publicity Guidelines for Washington University (.PDF) for full details of this process.

Table tents

1. 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
2. Submit applications for approval at least one week in advance.
3. Approvals will only be granted for events or activities that are sponsored by a University school or department or a Student Union-recognized group.
4. Size must be 216mm (h) X 93mm (w).
5. The name of the sponsoring group must appear on the advertisement.
6. Table top advertisements will be displayed from Monday morning through the end of the day on Sunday. (Seven day maximum.)
7. 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
Director,
Danforth University Center & Event Management
314.935.3964
leslie.heusted@wustl.edu

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Banner policies

In an effort to aid in advertising events on campus the Danforth University Center is pleased to offer reservation of balcony and outdoor spaces in the DUC for the hanging of banners. The following policy outlines how six new indoor spaces, and one outdoor banner space, may be used by student organizations and university departments to display information about upcoming events.

1. Banner space must be requested using the reserveaspace.wustl.edu website.
2. Banner spaces may be requested for 7 consecutive days beginning on Sundays. One reservation per month per group or department can be accommodated.
3. Reservations for banner space must be made at least 30 days in advance of dates requested.
4. There are six approved banner locations along the east and west balconies of Tisch Commons. Banners may not be hung in any other location with the exception of the stairway landing in Tisch Commons, which is only to be used during a reserved commons event.
5. Banners will be printed on 3 ft.x 9 ft. horizontal, white vinyl material. No exceptions will be made as to the size, color, orientation, or material of the banners.
6. Banners must be designed by the DUC graphic design staff and printed through the DUC approved printing company. All costs associated with the printing, delivery, installation, and removal are the responsibility of the sponsoring organization/department. The cost of producing a banner through this process is $75. Banners that have previously been approved through this process may be reused at no additional printing cost, but must be cleared by the DUC & EM office before a reservation will be approved.  Banners that are reused will incur a $20 posting fee. An account number will be required when making the banner reservation.
7. Installation and removal of banners will be handled by the Danforth University Center staff using approved methods. Any banners hung without permission, in a location other than those designated, or by anyone other than DUC staff will be removed.
8. Banner reservations may be restricted at any time to accommodate special events. These restrictions are at the discretion of the Director of the Danforth University Center & Event Management.
9. A minimum of two weeks is needed to design and print a banner order.  Once a reservation is confirmed, the DUC graphic designer can be given a general design idea, or a previously published poster design to format into the banner dimensions. Designs can also be created from scratch by the DUC graphic designer, who will then schedule delivery to the Danforth University Center & Event Management Office, DUC 322, no later than the Friday prior to the start of the reservation period.  If a banner is received later than the Friday prior to the start of the reservation period, a $25 late fee will be assessed and the banner will be hung for the remainder of the reservation period, at the discretion of the DUC staff.
10. The DUC staff reserves the right to reject any banner design element that is considered inappropriate (unsuitable use of language and/or graphics) and any banner that does not follow the above banner policy guidelines. Banners must also comply with general university guidelines and code of conduct.
11. Any written material that is not in English must have an adjacent word-for-word English translation.

1. Banner space must be requested using the reserveaspace.wustl.edu website.
2. Banner space may be requested for a minimum of 7, and a maximum of 14 consecutive days beginning on Mondays. Only one reservation per month per group or department can be accommodated.
3. Reservations for banner space must be made at least 30 days in advance of dates requested.
4. There is one approved outdoor location for banner hanging, which is at the southwest corner of the DUC between the garage entrance and southwest patio.
5. Banners will be printed on 6 ft tall x 18 ft wide horizontal, white vinyl. No exceptions will be made as to the size, color, orientation, or material of the banner.
6. Banners must be designed by the DUC graphic design staff and printed through the DUC approved printing company. All costs associated with the printing, delivery, installation, and removal are the responsibility of the sponsoring organization/department. The cost of producing a banner through this process is $500 with an additional cost of $XXX for installation and removal. An account number will be required when making the banner reservation.
7. Installation and removal of banners will be handled by the Danforth University Center staff using approved methods. Any banners hung without permission, in a location other than those designated, or by anyone other than DUC staff will be removed.
8. Banner reservations may be restricted at any time to accommodate special events. These restrictions are at the discretion of the Director of the Danforth University Center & Event Management.
9. A minimum of one month is needed to design and print a banner order. Once a reservation is confirmed, the DUC graphic designer can be given a general design idea, or a previously published poster design to format into the banner dimensions. Designs can also be created from scratch by the DUC graphic designer, who will then schedule delivery to the Danforth University Center & Event Management Office, DUC 322, no later than the Friday prior to the start of the reservation period.
10. The DUC staff reserves the right to reject any banner design element that is considered inappropriate (unsuitable use of language and/or graphics) and any banner that does not follow the above banner policy guidelines. Banners must also comply with general university guidelines and code of conduct.
11. Any written material that is not in English must have an adjacent word-for-word English translation.
12. Pick up of expired banners will be the responsibility of the sponsoring organization. Banners must be claimed by the Friday immediately following the end of the reservation period. Unclaimed banners will be disposed of (recycled) after one week.

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Food/catering policies

Catering restrictions

1. Bon Appetit catering is required in the Orchid Room and the Goldberg Formal Lounge.
2. All other locations in the building are open to outside caterers. There is an approved caterer list available from the DUC & Event Management Office.

Food distribution restrictions

1. In order to comply with St. Louis County Health Department and St. Louis County Fire Department codes, the following policy was developed:
2. 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.
3. No full meals can be provided by groups to the general campus population.  In order for an event to be considered, it must be submitted through Dining Services diningservices@wustl.edu
4. DUC, Edison Family Courtyard and Mallinckrodt vendor tables may be reserved through the reserve-a-space website.
5. Only shelf stable and cold foods may be distributed. Unless contracted through a catering company, food requiring heat for cooking or warming may not be distributed.
6. 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.
7. 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

1. 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.
2. Use of the provided popcorn packets is required.
3. If the machine is used inside the DUC, there must be a table covering between the machine and the table where it is placed.
4. 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 on as well.
5. Gloves, which can be found at the North Information Desk, must be used.

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Tabling for student organizations

• Six tables in the DUC
• Four tables at North Entryway to the DUC
• Two tables in DUC Southwest Courtyard
• Four tables in the Edison Family Courtyard

1. All tabling must be reserved through reserve-a-space.
2. Students and student groups may book a table space up to five weekdays per month.
3. Tables are not booked on weekends or holidays.
4. Outdoor tables are not available for reservation between November 1st and the end of spring break (check academic calendar for appropriate date)
5. Typically, tables are reserved from 11:00 a.m. – 2:00 p.m. each day. Longer hours or evening reservations can be arranged with advance notice.
6. 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.
7. If you are planning on sponsoring a 3rd party vendor, please follow the policies as put forth by Student Involvement and Leadership. 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. 
8.   DUC Food Policies apply to all tabling locations. 

• Tables (either 5 or 6 foot)
• Chairs (if needed)
• Limited Data Lines for use of campus card reader (if requested, this may impact the availability of tables)

Tisch Commons tabling

1. There are 6 tables that can be reserved daily.
2. Tables are located in the North Entrance Lobby and Tisch Commons and may not be moved from their original positions.
3. Two chairs are provided at each table. Table staff should be limited to two people.
4. 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

1. 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.
2. This table is located below the staircase and will be allowed to use house sound during the designated time above.
3. 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

1. Tabling is available between the daytime hours of 11 a.m.-2 p.m.
2. Amplified sound is allowed from noon -1:00 p.m. and from 5:00 p.m. - 10:00 p.m.
3. 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 may be a charge for this reservation.
4. Please advise upon reservation if you are planning to use paint of any kind during your tabling activity.

DUC North Entryway tabling

1. Tabling is available between the daytime hours of 11 a.m.-2 p.m.
2. Tables and materials must not block walkway to the building.
3. Tables may not be moved under awning in case of rain.
4. Chairs from inside of the building may not be moved outside.  Any seating needs must be met by the benches permanently placed in the entry way area.

DUC Southwest Patio tabling

1. Tabling is available between the daytime hours of 11 a.m.-2 p.m.
2. Tables and materials must not block walkway or entrances to the building.
3. A data line is available in the Southwest Patio.
4. Chairs from the Southwest Patio must be used for seating.  No chairs should be moved out of the building.

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DUC Mobile Television Usage

1. A mobile flat screen television (42”) is available for rental and use in the Danforth University Center
2. The TV is not available for outdoor use or for use in locations other than the DUC
3. The television can be reserved through the Student Media Services website for general use.  All standard media usage policies apply
4. Rental of the television includes a vga computer cable and 1/8 inch headphone plug for connecting a laptop.  All other connectors/cables and equipment must be requested separately
5. If a student organization wishes to use the television for tabling they should indicate their needs in the notes section of the table reservation form.  The DUC&EM (student) office staff would then facilitate the reservation of the television through Student Media Services
6. During tabling, sound on the television may only be used at the showcase table.  The television may be used at other tables but sound would not be allowed in accordance with the tabling policies
7. When the television is in use, regardless of location, sound must be kept at reasonable levels.  If high sound levels are needed, this should be facilitated through the connection of an external speaker system
8. The student or organization reserving the television is responsible for picking up the television from Student Media Services and returning the television when finished

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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

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

Stage

1. The Danforth University Center owns a portable stage that can be used in the Commons and the Edison Family Courtyard.
2. The stage is reserved through the Media Services web site following a confirmed reservation of the space through Event Services.
3. The rental fee is $200.00 plus additional Aramark charges for setup and tear down of the stage.

Formal Lounge piano use

1. 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.
2. A list of these eligible students will be forwarded to DUC Management by the music department approximately four weeks into the semester.
3. 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.
4. 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.
5. 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.
6. 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
7. 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:

1. Maintenance will be performed on the piano twice per year in conjunction with scheduled music department maintenance, managed by the DUC Assistant Director of Facilities.
2. Piano tunings take place approximately once per month.

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