Benson Center Reservation Policies

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 two business days in advance.

Effective January 1, 2012, failure to cancel 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.

Benson University Center | PO Box 7658 Winston-Salem, NC 27109 | Phone: (336)758-4869 | Fax: (336)758-4744
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