Scheduling Priority One ~ Recognized Student Organizations

SCHEDULING PRIORITY ONE REGISTERED STUDENT ORGANIZATIONS | RAYBURN STUDENT CENTER

1. Registered student organizations will be given first priority for scheduling events in the Rayburn Student Center. Reservations can be made beginning one calendar year in advance.

2. Student Organizations can complete a Scheduling Exemption Request Form to request reservations more than a year out.  Exemptions are considered on a case by case basis by the Rayburn Student Center staff. Reservations, not requiring a risk assessment must be submitted at minimum two business days in advance.

4. Registered Student Organizations are not charged space rental fees for routine meetings or events which are open to the University community. Fees may be levied, however, for complex set-ups, special equipment, events exceeding building operation hours and special staffing requests. A building fee of $25 is required for events that exceed stated building hours. A nominal staffing fee of $10 per hour | per person is charged for events which require early openings or late building closures. 

5. Changes or cancellation of your reservation must be submitted at minimum two business days in advance by calling the Scheduling Office (903.468.3043) or via email to RSCScheduling@tamuc.edu. Failure to cancel an event is a no-show violation. A $25 dollar fee may be assessed for cancellations less than two business days. 

6. Ferguson Auditorium is reserved for large events where a significant participation is expected (200+ guests). Only one full dress rehearsal, that must be scheduled, is permitted prior to your scheduled event at the auditorium.

7. Registered student organizations may schedule up to two practices per group per semester in the Rayburn Student Center and/or Ferguson Auditorium. Other locations may be reserved based upon availability.

8. Events that include food, physical or dangerous activities, major events, or events advertised outside of the campus community must have a completed risk form.  Risk Assessment forms must be filed 10 business days before an event.

9. The sponsoring organization will be assessed additional charges associated with building damages, repairs and/or additional clean up.


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DANCES/PROBATES/SOCIALS

1. Any registered student organization scheduling special social events (i.e. dances, after parties and probates) must receive a confirmation from the Scheduling Office.

2. Event reservations will be reviewed by University Police Department (UPD) and the Department of Campus Operations and Safety for a detailed risk assessment. This information is required at minimum ten business days in advance for any event where guests on and off campus are invited to attend and/or there will be cash handling or alcohol served. Security is required at all dances at the expense of the student organization. UPD will determine the number of officers required. This is a separate fee from the reservation fee. The organization will be responsible for all security.

3. The maximum number of tickets sold for any event is limited to the maximum room capacity based on room set-up requirements. Check with the Scheduling Office for specific requirements.

4. For large events, wristbands and metal detectors may be required.

5. Amplified sound (DJ, music or band) must be contained to your reserved space. Your event should not interfere with other programming in the building.

6. A student (not affiliated with an organization) will be assessed building and staffing fees associated with Priority Three bookings (see below for guidelines).

7. The sponsoring organization will be assessed additional charges associated with building damages, repairs and/or additional clean up.


SCHEDULING PRIORITY TWO UNIVERSITY DEPARTMENTS | RAYBURN STUDENT CENTER

1. Priority Two scheduling includes university departments, members of the university, and professional educational organizations which are hosted by an academic or administrative department of the University.

2. University Departments can book events six months in advance.

3. University Departments can complete a Scheduling Exemption Request Form for events further out than six months, these request will be reviewed on a case by case basis by the Rayburn Student Center Staff.

4. Fees may be levied for complex set-ups, special equipment, events exceeding building operation hours and special staffing requests. A building fee of $30 is required for events that exceed stated building hours. A nominal staffing fee of $10 per hour | per person is charged for events which require early openings or late building closures.

5. Reservations for University priority events, such as Mane Event, Orientation, Lions Roar, Home Coming, and large departmental conferences etc., designed primarily for students, can complete a Scheduling Exemption Request Form for reservations up to one year in advance.

6. Changes or cancellation of your reservation must be submitted a minimum of two business days in advance by calling the Scheduling Office (903.468.3043) or via email to RSCScheduling@tamuc.edu. Failure to cancel an event is a no-show violation. A $25 dollar fee may be assessed for complex set-ups and multiple no-show violations. 

7.  Ferguson Auditorium is reserved for large events where a significant participation is expected (200+ guests).

8. The sponsoring organization will be assessed additional charges associated with building damages, repairs and/or additional clean up.

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SCHEDULING PRIORITY THREE NON-UNIVERSITY GROUPS | RAYBURN STUDENT CENTER

1. Priority Three scheduling is for Non-University groups including community groups, state or national service, honorary organizations, and/or individuals hosting private events.

2. The use of rooms for personal events must be consistent with the mission of the institution. The institution reserves the right to refuse access to facilities for events deemed inconsistent with its mission. 

3. Community groups not affiliated with the University may not use RSC facilities for private or personal gain or profit.

4. Requests for events will be accepted six months in advance after October 1st of each academic year. Reservations will be on a first-come, first-served basis.

5. A Scheduling Exemption Request Form may be completed for booking events further than six months should the event meet specific criteria.

6. All payments by community groups must be received within thirty days following the scheduled event.

7. Individuals and/or groups hosting artists/concerts at the student center where tickets are sold in advance or at the door are required to pay all reservation fees in advance of the show. The University Police Department (UPD) will assign officers based upon external/internal guests, alcohol consumption, and cash transactions at the door. These fees are separate from our reservation fees.

8. The sponsoring organization will be assessed additional charges associated with building damages, repairs and/or additional clean up.


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SODEXO FOOD POLICY

Sodexo is the exclusive food service provider for the Texas A&M University-Commerce Rayburn Student Center.  No outside food or drink or outside food vendors are permitted at the Rayburn Student Center* building without the completion and approval of the Food Wavier Request Form.  Food Waiver Request forms, being submitted for approval must be presented a minimum of ten (10) business days prior to an event date.  Request should be submitted directly to LionCard@tamuc.edu.  If approved, the Food Waiver document must be displayed at the event.  Additionally, dining services will be alerted that the request has been granted.  Also, be aware that a food waiver submitted for consideration will require an approved Event/Travel Risk Assessment Form (Department of Campus Operations and Safety - http://www.tamuc.edu/facultyStaffServices/riskManagementSafety/default.aspx).

Should outside food be brought into the Rayburn Student Center without food waiver approval, the event will be asked to remove it.  Any event that is booked in the RSC in addition to adjacent outdoor space, including both the North and Club patios and West Walking Mall area, Sodexo still must be used as the food service provided. Student Organizations and/or departments may not use outside food vendors to circumvent Sodexo by holding an event where food is served outside while the majority of the program is held in the student center.

Should an event be held outside at the great lawn, campus crossroads, or the amphitheater, then catering is at your discretion. Please consider an alternate rain location in these circumstances. Please contact 903.468.3043 for clarification or assistance.

Food Waiver Request Form (PDF)

Collection Box Policy:

A collection box is defined as a box in which canned food, clothing, sundries, and/or thoughts/prayers will be collected.

Student Organizations and Departments may place one donation box at the Welcome Desk on the first floor of the Rayburn Student Center, for 1 week twice per semester when space is available.  Groups are limited to maximum of two weeks per semester.  The 1 week period begins on Monday through the following Sunday. If the space is already reserved for the week no additional groups will be allowed to place collection boxes. The box should clearly identify the name of the group and the items being collected.  The box is left at your own risk.  The RSC is not responsible for the contents collected. 

Collections bins will reside at the welcome desk in the designated donation zone.  Welcome desk attendants will place items in the box.  Welcome desk is not responsible for condition of donations.

Groups are responsible for maintaining collection boxes and should inspect boxes on regular intervals to make sure they are not overflowing.  The Box will be supplied by group, and must be approved by RSC administration.  

If donation bin is not collected by end of reserved date contents will be discarded.  No donation boxes except approved boxes will be allowed in the student center. 

Group must reserve space through the RSC scheduling desk in the Student Involvement Suite on the second floor of the Rayburn Student Center.  

Reservations must be made in person. 

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