ACUI Open Forum

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  • 1.  Internal Campus Partners Charging External Vendors

    Posted 05-16-2023 09:05
    Morning All

    I am seeking policy/procedure information from those campus unions that are auxiliary service enterprises and charge fees for use of the facility.

    We presently do not charge internal campus partners for use of the campus union unless it is for staffing charges outside of normal operating hours. 

    We have a campus partner that charges external vendors to table at their campus fair - does anyone have any insight into charge the internal partner as they are collecting funds and not paying for space usage?

    Thank you very much.
    Carl

    --
     
    Dr. Carl G. Stiles
    Director, Memorial Union
    401-874-2726
    | cgstiles@uri.edu
    web.uri.edu/memorialunion
    University of Rhode Island, 50 Lower College Road, Memorial Union, Suite 210, Kingston, Rhode Island 02881

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  • 2.  RE: Internal Campus Partners Charging External Vendors

    Posted 05-17-2023 11:50

    Carl, 

    I sent you an email with more explanation, but wanted to post some information in the forum if others have a similar issue. The University of Tennessee has a policy around this type of situation for campus and the Student Union. The Student Union utilized this policy and language post-covid to enforce charging of departments and student organizations based on the criteria listed below. 

    • Partnership: Through partnership or collaboration, the university department or student organization is providing an external organization shared access to space. Partnerships provide a service for, or enhance, the mission of UTK.
    • Revenue Generation: The event generates revenue for a university department or external organization
    • Participation: The event audience consists primarily of Non-UTK students, faculty, staff and guests.

    Hope this helps! Happy to answer any questions or talk about how this came to exist. 

    Kyle D. McAlear 

    Assistant Director for Event Services 



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    Kyle McAlear
    Assistant Director for Event Services
    University of Tennessee
    Knoxville TN
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  • 3.  RE: Internal Campus Partners Charging External Vendors

    Posted 06-01-2023 12:57

    Hi Carl! 

    We generally don't charge room fees to student groups or campus departments, however, room fees are applied in the following situations:

    • Attendee Registration Fees
    • Attendee Admission Fees
    • Required Donation to Attend 
    • Any type of fee is charged to anyone attending the event, including sponsors and exhibitors 
    • If a certain percentage of attendees are not affiliated with the university (ex: hosting a conference for non-ASU attendees) 

    We ask about fees as part of our reservation request process, and throughout planning discussions.  If we learn of fees that weren't initially disclosed (or may have been added after initial planning), then we'd add the room fees in most circumstances.  



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    Sarah Strohmenger
    Program Manager, Event & Meeting Services
    Arizona State University
    Tempe AZ
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