General Policies and Procedures for Reservations

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Scheduling Priority

The university reserves the right to determine a space request’s priority category. Reservations submitted during priority time are accepted on a first come, first served basis within the priority category. Please note, priority levels may vary by venue. Please refer to each venue’s policies and procedures for priority information.

Campus Center Priority Tiers

  • Tier 1 - Reservations open January 1 for Fall 2024 and July 15 for Spring/Summer 2025
    • President or Vice Presidential endorsed campus wide events
    • All UWG registered student organizations (must be the president or vice-president doing the reservation). These student organizations must be registered through the Center for Student Involvement and Inclusion
    • Complex events coordinated by non-UWG affiliated groups that require substantial advanced planning who must have a request submitted and approved by the Director of University Recreation
  • Tier 2 - Reservations open February 1 for Fall 2024 and August 15 for Spring/Summer 2025
    • All UWG departments and university-affiliated groups
  • Tier 3 - Reservations open March 15 for Fall 2024 and September 15 for Spring/Summer 2025
    • All non-UWG affiliated groups or individuals

 

Academic Classroom Priority Tiers

  • Tier 1 - Course scheduling for Spring 2024 will occur October 1, April 1 for Summer 2024, and May 1 for Fall 2024
    • Academic classes and supplemental instruction sessions
  • Tier 2 - Reservations open November 1 for Spring 2024, May 1 for Summer 2024, and July 1 for Fall 2024
    • UWG departments
  • Tier 3 - Reservations open December 1 for Spring 2024 and August 1 for Fall 2024
    • All UWG registered student organizations (must be the president or vice-president doing the reservation). These student organizations must be registered through the Center for Student Involvement and Inclusion
  • Tier 4 - Reservations open January 1 for Spring 2024, January 1 for Summer 2024, and September 1 for Fall 2024
    • All non-UWG affiliated groups or individuals

*Exceptions for after 5:00 PM, Fridays, and weekend events are possible. Additionally, events may be relocated after schedule if there is a need to accommodate an academic course.

*No reservations for academic classrooms can be made during the week of final exams.

 

Changes to Reservations

If changes need to be made to the meeting/event, please complete this request through Reserve West web app under “My Events” or email the venue directly. Venues must be notified with the changes at least 7 business days prior to event start date, or change fees may apply.

Cancellations

  • General Cancellations -  If the meeting/event needs to be canceled, please request the request in the Reserve West web app at least 7 business days prior to the event start date or a cancellation fee may apply.
  • Administrative Cancellations/Changes - If the event that confirmed reservations may be changed or canceled due to a conflict with another meeting/event or academic need, then the venue managers will work with the organization to provide alternative accommodations whenever possible.
  • Inclement Weather Cancellations - - When the campus is closed due to inclement weather, your event will automatically be canceled. Rescheduling the meeting/event can be done through the Reserve West web app.

Alcohol

Alcohol use on campus requires approval from the University of West Georgia Campus Services to proceed with any alcohol service at your event. Please see the attached links regarding University Policy.

Event Insurance

All events by an organization that is not an official University Sub-unit (including student organizations) must present a certificate of insurance to the university. Insurance may be purchased through the Tenants' and Users' Liability Insurance Policy (TULIP) program.

Facility Care

  • All groups/organizations, including student organizations/groups, must leave facilities as they found them.
    If food or drink is permitted, trash should be placed in trash cans.
  • All individuals reserving University of West Georgia facilities are expected to ensure proper care of the venue and equipment. Damage, repair, and replacement costs are the responsibility of the sponsoring organization/department. UWG property (i.e. furniture, paintings, sculptures, displays, flags, etc.) may not be moved or removed from a venue without approval from venue manager..
  • No changes should be made to the arrangement of the furniture, equipment, or other University property unless prior approval has been granted. If approved, any furniture moved within the facility must be placed back to the original set-up.
  • Facilities that are left unusable for the next day will be traced to the group/ organization, which may be charged for the cost of returning the facility to its pre-event status and the organization may be banned from future use of University facilities.

Food on Campus

All campus events which include the serving of food must have that food provided by Dine West. Approval for any outside vendor must be made by the Executive Director of Dine West or his designee. 

Freedom of Expression

The University of West Georgia ("UWG or the University") places great importance on First Amendment guarantees of freedom of speech, freedom of expression, and the right to assemble peaceably. The University remains firmly committed to affording groups and individuals the opportunity to engage in peaceful and orderly protests and demonstrations. In order to achieve this objective, while at the same time ensuring that the University fulfills its educational mission, the University may regulate the time, place, and manner of expression to assure equal opportunity for all persons, preserve order within the campus community, protect and preserve University property, and provide a secure environment to individuals exercising freedom of expression.

Fundraising

Fundraising by UWG affiliated members for contributions through activities are permitted per the guidelines found on the below links:

Open Flame

Use of open flame (candles, tiki torches, patio heaters, grills, campfires, etc.) is prohibited on campus unless approved by the Office Risk Management/ Environmental Health and Safety.

Minors

Events on campus that have minors who will be in attendance require the approval of the University.

Solicitation, Advertising, and Sales

Solicitations for cash contributions by UWG affiliated members through sales activities are permitted per the guidelines found on the below links:

University Police Event Procedures

Certain events on campus may require police presence. All events with 150+ attendees are subject to review by university police. For more information on these policies and procedures, please visit https://www.westga.edu/police/university-police-billing-procedures.php. 

Tailgating Policies & Procedures

Tailgating has long been a tradition with sporting events, especially on the collegiate level.  Nothing is better than gathering with other Wolves fans, fellow classmates, alumni, friends, or family before home athletic events. Please follow our Tailgating Policies & Procedures while at UWG.