Requesting Space
Student Social Activities
Cancellation Policy
Room Rental Charges
Cleaning Charges
Early/Late/Unscheduled Openings
When You Leave Your Room
Pianos
Room Transfers
Decorating
Dining Services
Personal Property Liability Policy

Requesting Space

All reservation requests must be made in writing or submitted online 3 business days in advance to the Benson Administrative Office, Room 335 Benson University Center. All changes/cancellations must be made 2 business days prior to the event. Failure to cancel reservation two business days in advance will result in cancellation fees and/or set up charges.

Your reservation is not final until you receive written confirmation from the Benson Administrative Office.

The Benson University Center will HOLD a room for a period of two weeks maximum. It is the responsibility of the user to confirm. Otherwise the hold will be released without notice.

Cancellation Policy

Reservations must be cancelled in writing two business days in advance.

Effective January 1, 2012, failure to cancel in writing at least 2 business days in advance will result in cancellation fees and/or setup charges for all groups and organizations, whether internal or external. Penalties will range from $50 - $250 and are based on the size of the room and type of setup, if any.

Room Rental Charges

Reynolda Campus Departments/Organizations and Chartered Student Groups are able to reserve space at no cost, but still may incur "failure-to-cancel" fees. For other groups, please view our room rental rates here.

A "half-day" reservation must last no more than four hours.

Student Social Activities

All student social activities must be registered through the Office of Leadership and Organizations at this website – http://www.wfu.edu/studentlife/partysmart/. Questions? Call 336-758-4070 or email greek@wfu.edu.

Cleaning Charges

All departments, organizations, individuals and outside user groups will incur charges as necessary for cleaning. Departments and organizations will need to provide their account number when making a room reservation. User groups without a university account number will be billed directly. Work orders for cleaning will be submitted by the Benson University Center.

Early/Late/Unscheduled Openings

A fee of $50/hour will be charged for early/late/unscheduled openings during the academic year and both summer sessions. On holidays and during breaks, such openings are subject to approval by Benson Administrative Office and will incur a fee of $100 per hour.

When You Leave Your Room

Please vacate your room promptly at the end of your meeting time, be sure the room is locked, and return the room key to the Information Desk.

For security reasons, room keys may not be taken out of the building. Doing so will jeopardize future reservations.

Pianos

A Baldwin Grand Piano is located in the 4th floor Reece Gallery, and may be used for events in that area only. A Boston Upright Piano is also available for a rental fee.

Room Transfers

The Benson University Center reserves the right to reassign rooms when circumstances necessitate such a change. Every effort will be made to honor all reservations as requested or confirmed.

Decorating

Decorations are permitted; however, they must be freestanding and may not be attached to walls, partitions, floors, ceilings, windows, blinds, rods, light fixtures, or any other part of the building, furniture, or equipment. This policy has been established to maintain the aesthetic quality of the facilities and to keep maintenance costs and costs to the users of the facility to a minimum. Registered social functions must comply with University’s safety standards as well as with all OSHA, EPA, and fire code regulations. Approval for an event may be rescinded if standards are violated at any time. Candles are a violation of fire code and are not permitted. Decorations must be removed immediately following the event. Users of the facility will be charged for any repairs or cleanup charges resulting from decorations.

Building furnishings are to remain in place and are not available for relocation.

Dining Services

Food and beverage arrangements must be made with Posh Plate Catering (758-5610). Outside caterers are not permitted in the Benson University Center. Posh Plate Catering holds the liquor license for the Benson University Center and has sole responsibility for the servicing and dispensing of alcoholic beverages.

Personal Property Liability Policy

THE BENSON UNIVERSITY CENTER DOES NOT ASSUME RESPONSIBILITY FOR ANY DAMAGE OR LOSS TO PERSONAL PROPERTY OR EQUIPMENT. WE CAUTION YOU NOT TO LEAVE PERSONAL PROPERTY OR EQUIPMENT UNATTENDED OR OVERNIGHT IN THE BENSON UNIVERSITY CENTER.

All student social activities must be registered through the Office of Leadership and Organizations at this website – http://www.wfu.edu/studentlife/partysmart/. Questions? Call 336-758-4070 or email greek@wfu.edu.

No music (including sound checks) allowed in reservable outdoor areas prior to 5 PM, Monday through Friday.

After your reservation is confirmed, if you need any special assistance with your event (trash cans, electrical power, sand, etc.), a work order must be submitted to Facilities & Campus Services once you receive your reservation confirmation. Please click here to visit the internal event request form.

If you will be using Manchester Plaza, Benson Terrace or Reynolda Patio, do not attempt to move the furniture or large flower pots yourself. You must submit a work order as described above.

If you need a stage (there is already a concrete stage area on Manchester Plaza) a suggested vendor is Hauser Rental, 760-5500.

Depending on the size of your event, you may be required to have security during that time. Contact the Office of Residence Life & Housing to determine what your security requirements will be. All alcohol events in Reynolda Meadow require a minimum of 3 University Police officers and a reservation must be submitted 10 days prior to the event date.

Reynolda Patio, Manchester Plaza, and the Reynolda Main Lounge (Greenroom) are linked. If one is reserved, the other two may not be used at the same time.

Usage
Reservation Requests
Costs
Equipment
Dining Service
Alcohol Policy
Parking
Personal Property Disclaimer
Cancellation Policy

USAGE

The Barn is a venue for student-centered social events. Student organizations and internal departments can reserve the space throughout the academic year for events such as receptions, dances, cookouts, parties, movie screenings, and concerts. Inappropriate use of The Barn includes, but is not limited to, regularly scheduled meetings, fairs, and class meetings. Outside of the academic year, The Barn can be reserved by internal and external groups for events such as meetings, retreats, and banquets.

RESERVATION REQUESTS

Reservations requiring a room setup (tables, chairs, catering, etc.) must be made at least 10 business days in advance. Reservations which require only the space must be made at least 2 business days in advance. Reservations are not final until you receive written confirmation. All student social activities must be registered through the Office of Leadership and Organizations at this website – http://www.wfu.edu/studentlife/partysmart/. Questions? Call 336-758-4070 or email greek@wfu.edu. Contact Annie Carlson (carlsoaw@wfu.edu) with questions in regards to event registration, or visit the Barn's website.

COSTS

Student Centered Events
Student organizations and internal departments are able to reserve The Barn at no cost if they are hosting a student-centered social event. There is a $250 refundable security deposit, which will only be used in the event that there is damage to the space, excessive clean up from the event, or a last minute cancellation. Groups must submit their budget code on the reservation form or submit a check to Annie Carlson (carlsoaw@wfu.edu) at least 5 days prior to their event.

Other Events
Outside of the academic term, internal and external groups wishing to hold events are welcome to reserve the space. The costs below include room setup, breakdown, cleaning and staffing. The full cost is due ten days in advance of the event. Internal departments, university employees and non-profit groups may inquire about a discounted price. For all others, the pricing is as follows:
Half Day Reservation (less than 4 hours): $700
Full Day Reservation (more than 4 hours): $1100

EQUIPMENT

The Barn reservation includes the following electronic equipment: (4) wireless microphones, (4) lapel microphones, (4) microphone stands, (1) iPod dock, (1) DVD player, (1) projection screen, and (1) HD projector.

DINING SERVICE

Food and beverage agreements must be made with Posh Plate Catering (336-758-5610). Outside caterers and food are not permitted in The Barn.

ALCOHOL POLICY

The Barn allows two types of alcohol service at events for students: Bring Your Own Beverage, as regulated by the Wake Forest Party Management system and host bars where the organization or individual hosting the event pays for the alcohol through Posh Plate catering. Alcohol at a non-student event must be organized through Posh Plate Catering. All student events with or without alcohol must be registered through the Office of Student Leadership and Organizations.

PARKING

The driveway leading up to The Barn is a no parking zone. You may unload guests and/or equipment, but you may not leave a standing vehicle in the turnabout. Guests of your event may park in Lot U, next to Palmer and Piccolo residence halls. If you would like to arrange to reserve a parking lot or a shuttle, you must contact Parking and Transportation (336.758.6129).

PERSONAL PROPERTY DISCLAIMER

The Barn does not assume responsibility for any damage or loss to personal property or equipment. We caution you not to leave personal property or equipment unattended or overnight in the venue.

CANCELLATION POLICY

Student groups or internal departments must cancel their event 2 business days in advance of their reservation or else they will lose their $250 security deposit.

Student groups or internal departments must cancel their event 2 business days in advance of their reservation or else they will lose their $250 security deposit.

As of September, 2008 the Reynolda Greenroom has been completely renovated. We are committed to maintaining the integrity and beauty of this space, including maintaining the room as a campus walk-through and public space. For this reason reservations for the Greenroom will be restricted as noted below in the "Events" section.

Food

All catering MUST be provided by Aramark (758-5610)
Student groups are not permitted to have food service of any kind in this venue.
Administration and Faculty are permitted to have standing receptions or plated meals (no buffet meals or week-day luncheon permitted).

Furniture

The furniture located in the Greenroom is permanent. It may not be moved or removed.

Events

Appropriate use of the Greenroom includes receptions, press conferences, formal announcements, holiday parties, informal University events.
Inappropriate use of the Greenroom includes meetings, all day functions, dances, blood drives, fairs, concerts, lectures, and festivals. You are encouraged to reserve space in the Benson University Center for these types of events.

Equipment

A built in sound system is now available, along with a floor podium, which is stored in the Greenroom, and secured by Aramark. Requestor will be responsible for contacting Aramark and for set-up of equipment.

Requestor will be responsible for any damages or cleaning fees.

In 1988, the family of DeWitt Hanes gave their family home to Wake Forest to house the University President, including a four-car garage located next to the house. After President and Mrs. Hatch arrived during the summer of 2005, they decided to turn the Garage into a social space for students. It was renovated and the first event was held on August 29, 2006.

1. This space is available for use by chartered student organizations for 25 people or less for a social gathering, 12-15 maximum for a meeting. The Garage is not to be used for regularly scheduled meetings. Faculty members may use The Garage for special class meetings (film viewing, presentations, etc). Depending on demand, every effort will be made to allow as many groups access to the space as possible.

2. A Faculty or staff advisor must be present at all events that take place in The Garage and he/she must stay for the duration of the event. An alternate advisor must be identified on the reservation form for emergency substitution, if needed. The faculty/staff member is the only person allowed to pick up and return the key for The Garage at the Benson University Center Information Desk (must leave a photo ID in exchange for the key). The key can be picked up as early as two hours prior to the event time and must be returned no later than one hour past the event end time for daytime events, and by 9:00 am the next day for evening events. You may access the Garage up to 30 minutes prior to the start time of your event.

3. It is recommended that a request to reserve The Garage be submitted at least two weeks prior to their planned event.

4. All events at The Garage must conclude by midnight unless prior arrangements have been made.

5. No alcohol or use of tobacco products is permitted on the premises.

6. All University rules apply for events at The Garage. Social rules and regulations can be found in The Student Handbook.

7. Due to circumstances beyond our control, it may be necessary to bump groups from The Garage with 72 hours notice. Should this occur, we will make every effort to provide alternate event dates ASAP.

8. All groups must leave the space as they found it – clean and in order.

9. No additional furniture (rental or otherwise) may be brought in.

In Addition:

The President’s house is located in a residential neighborhood, so please be courteous of the neighbors and the Hatch family. Keep noise to a reasonable level. Six parking spaces are located behind the garage, with additional parking in the large parking lot to the right of the main gate.

Do not wander beyond the courtyard area.

You may play basketball outside of the Garage, and basketballs are provided.

You may bring in your own food, or use a caterer of your choice. However, no food deliveries are allowed. The Garage has a full kitchen, outdoor gas grill and fire pit.

There is no charge for the use of The Garage; however, groups will be charged for damage or failure to clean up.

If there is a problem during an event, please call Matt Hatch at 806-8899 (pager).

For general questions, please call Gale Newport at 336-758-5230.

 

THE GARAGE can be booked through the Benson University Center Administrative Office, Room 335. An on-line reservation form can be found here.

All reservations are subject to final approval by President and Mrs. Hatch.

 

WE RESERVE THE RIGHT TO MAKE CHANGES TO THE RESERVATION POLICY.

In 2009, Wake Forest University renovated a retail space in Reynolda Village to house a student art gallery. This space, called START Gallery, currently serves not only as a retail gallery space, but also as a social space for Wake Forest University students, faculty, and staff.

The START Gallery comprises a naturally lit, open gallery space divided between two wings, a prep kitchen (microwave, refrigerator, preparation table, and dual kitchen sink), and one unisex restroom.

Events
START Gallery is available for use by chartered student organizations for 50 people or less for a social gathering or meeting. Faculty members and staff may use START Gallery for special class meetings (film viewing, presentations, lectures, etc), departmental receptions, and social gatherings. Depending on demand, every effort will be made to allow as many groups access to the space as possible.

Appropriate use of the START Gallery includes receptions, holiday parties, and informal University events. Inappropriate use of the START Gallery includes regularly-scheduled meetings, all day functions, dances, fairs, and festivals. You are encouraged to reserve space in the Benson University Center for these types of events.

It is recommended that a request to reserve the START Gallery be submitted at least two weeks prior to the planned event.

Supervision
A START Gallery employee (manager, work-study student, and/or intern) must be present at all events that take place in the START Gallery and he/she must stay for the duration of the event. This employee is the only person allowed access to the START Gallery key. Groups may access the START Gallery up to 30 minutes prior to the start time of their event.

Food
Administration, faculty, staff, and student organizations may bring in their own food, or use a caterer of their choice. Standing receptions, plated meals and buffet meals are permitted.

Alcohol
No alcohol use is permitted on the premises during use by student organizations. All University rules apply for events at the START Gallery. Social rules and regulations can be found in The Student Handbook.

Artwork
The artwork displayed in START Gallery is part of an exhibition, and therefore, should not be moved to accommodate events. If it is necessary that artwork needs to be moved (i.e. sculptural work), approval must be given and the artwork handled solely by the present START Gallery employee. Artwork should be put back in place by a START Gallery employee immediately following end of event. Fines will be assessed if artwork is moved without approval and/or damaged.

Furniture
The furniture located in START Gallery is permanent, and therefore, should remain within the building. If furniture needs to be moved, approval must be given prior to confirmation of the event. Furniture should be put back in place immediately following end of event.

Additional furniture (rented or otherwise) may be brought in.

Fines will be assessed if furniture is moved without approval. Fines will also be assessed if furniture is damaged during your event.

Equipment
A sound system, television monitor, and Blu-Ray disc player are available for use upon request. Approval must be given prior to confirmation of an event.

Cost
There is no charge for the use of the START Gallery; however, groups will be charged for damage or failure to clean up.

IN ADDITION:
Access to the rear storage room is forbidden.

Contact Information
If there is a problem during an event, please call START Gallery manager Marcus Keely at 828.668.2695.
For general questions, please email info@wfustartgallery.com
All reservations are subject to final approval by START Gallery manager Marcus Keely
WE RESERVE THE RIGHT TO MAKE CHANGES TO THE RESERVATION POLICY
Rev. 12-03-10