1. Guidelines for Reserving Space
- The person, group, or department requesting the space
must be a student, staff, faculty or administrative member
of Washington University.
- With regards to students, only Student Union, and Residential
Life student groups are permitted to reserve space.
- With regards to staff and faculty, each reservation may
only be approved if the staff/faculty member is sponsoring
an activity/program that directly relates to their role
at this University.
- The activity/program must be planned primarily for the
Washington University community and must be consistent with
the independent nonpartisan, nondenominational status of
Washington University.
- The activity/program must contribute to the academic,
cultural, and/or social experiences for the residential
community and must not conflict with any federal, state,
local, or university regulations.
- The person/group/department reserving the space is responsible
for the condition of the room/space and the behavior of
their guests.
- Any additional clean-up required beyond routine cleaning
services following the event will be billed to the person/group/department.
A minimum of $50 will be charged for clean-up.
- Applicable quiet hours in each residence hall and south
forty space must be respected.
2. Space Reservation Procedures
- The South Forty Space Request Form is required when any
public area on the South 40 is being used. All request should
be submitted at least five days prior to the event. Reservations
submitted on Friday will not be considered until the following
week. Submitting a form does not guarantee an automatic
approval. An updated listing of spaces reserved will
also be available. The Residential Life Office hours are
8:30am - Midnight Monday - Friday and Saturday & Sunday from 1:30pm to Midnight.
- Email confirmation
will be sent for spaces reserved through this form.
- Changes and cancellations need to be submitted at least
24 hours prior to the event. Changes are subject to approval
and based on availability and should not be considered approved
until confirmation is given. Forms are available online.
3. Parties
- All private parties must be registered in advance by submitting
a South Forty Private Party Registration Form or privileges
will be revoked. A private party is a scheduled social gathering
that occurs in a private suite/apartment on-campus. A private
party in a Suite Common Room must not consist of more than
25 people.
- Parties outside of private suite/apartment areas on campus
are permitted. Whenever forty (40) or more people are expected,
a public space must be used and a South Forty Space Request
Form must be submitted to reserve a space.
4. Alcohol
The Washington University Drug and Alcohol Policy stated in
"Bearings" is in effect for all spaces reserved through the
Office of Residential Life. The following terms and conditions
apply, however, if a group chooses to serve alcohol at their
event, they must be familiar with and abide by all the policies
and procedures listed in "Bearings."
- Carding for Washington University identification and legal
age must occur at all events. Persons not having identification
showing that they are of legal age shall not be served alcoholic
beverages.
- Only one drink may be served at a time.
- Non-alcoholic beverages must be easily accessible and
attractive.
- Non-salty foods must be plentiful and available.
- Alcohol may not be the focus of the event.
- Alcohol is NOT to be served to persons who appear to be
intoxicated.
- Any serving of hard alcohol at "open" parties or events
is prohibited.
- No kegs are permitted anywhere in spaces managed by the
Office of Residential Life. These spaces include the South
40, the Millbrook Apartments, The Village (Village
and Lopata Houses), and House
6.
- Everclear or grain alcohol punches are prohibited.
- Progressive alcohol parties (i.e. room to room, floor
to floor, etc.) are prohibited.
- Open containers or bottles of alcoholic beverages are
prohibited on campus, except at registered parties.
- At least two security persons, one of whom shall monitor
compliance with this policy, are to be present at all events
at which alcohol is available. The cost of security is to
be paid by the sponsoring organization or individual. Students
must contact "B & D Security" at (314) 878-2424 and talk
with Bob Woolsey.
- For all closed events, an alphabetized, typed, guest list
must be submitted to the Office of Residential Life at least
24 hours before the event or by 5 p.m. on the Friday before
the event.
- The number of guests invited may exceed three times the
number of members in the sponsoring organization.
- The names of at least two responsible contact persons
who will be in attendance throughout the event are to be
specified on the event registration form.
- Alcohol is not to be mentioned in advertisements, directly,
or indirectly.
5. South 40 Main
Spaces Available
Friedman Lounge
Recent renovations to in this space require the furniture be left in its original position unless it has otherwise been approved by the Office of Residential Life Staff. Requests to serve food will be considered in detail by the Office of Residential Life before it can be approved. If use of the media center is desired, the remote control must be reserved in advance.
Tables
Table space in Wohl Center is available to recognized student
groups and departments for the purpose of self-promotion, and/or
fundraisers to benefit the group or its sponsored charity. Only
one table can be reserved per group. Reservations may not exceed
three days within a week (Sun.-Sat.), and not more than three
hours within a day. Groups may not bring their own table. The
name of the group needs to be clearly posted at the table. The
individual(s) checking out the table are responsible for set-up
and take-down of the table.
A table can be checked through the
through the RA Duty Office. The RA Duty Office is
open Monday through Friday from 5 to midnight. On Saturday
and Sunday the hours are from 1:30 p.m. to midnight.
Any violation of these procedures
will result in a loss of privileges. Tables can be obtained
on a walk-up basis, if the table is not already reserved.
Ursa's
Ursa's has four locations that can be reserved. The Lounge/Fireplace
Area, the Stage Area, the Game Area, and the TV Area. Ursa's
is available for open programming only. Ursa's business hours
are from 6 p.m. to 1 a.m. seven
days per week. All food served in Ursa's will be provided by
Ursa's/Bon Appetit. There will be no exceptions. Any request
to use Ursa's equipment, such as the TV, the screen, or outlets
will be subject to approval by the Office of Residential Life.
Only staff employed by Bon Appetit or the Office of Residential
Life will have, or are able to grant, access to the equipment.
The Fireplace Room can reserved at any time with 5 working days
advance notice. Outside caterers will be allowed to cater food
served in the Fireplace Room. It is the responsibility of the
sponsoring program or group to leave the Fireplace Room in a
clean condition, including trash removal. Quadrangle Housing
can be contacted at 5-5076 and will remove trash for non-student
groups only for a minimum $50 charge. All chairs and tables
must be returned to their original positions.
Swamp
The Swamp on the South 40 is a reservable space that may be
reserved through the Office of Residential Life. Since the Swamp
is a highly visible common green space centrally located on
the South 40, many students choose to use this space for unscheduled
events without reserving it first, which is allowable. However,
groups should plan on reserving the space prior to any pre-scheduled
event.
The following specific guidelines apply to the Swamp:
- Activities that directly damage the surface of the swamp,
are prohibited.
- No events involving amplified sound will be permitted
after 5:00 pm Sunday through Thursday. Groups may be granted
special permission in select cases only. The city of Clayton
noise ordinance only permits amplified sound until 10:00
pm on any nights.
- Please contact ResLife if outdoor sound amplification will be needed .
- Events which involve building a free-standing structure
on the Swamp, will be allowed only with special permission.
Failure to abide by the following policies will result in the
cancellation of all future group reservation privileges and
a minimum $100 fine.
The following services are available to groups using the Swamp.
- There is an electrical outlet on the Southwest corner
of the Swamp which may be used as a power source. Groups
must notify the Office of Residential Life if
electrical services will be requested.
- Groups should contact WU
Facilities at 935-4533 directly to arrange to have electrical
service activated, or trash or recycling containers placed
throughout the Swamp. The group will then be responsible
for any fees associated.
- There are fixed BBQ grills located on the North side of
the Swamp in between Beaumont and Rubelmann Halls.
Food Distribution Policy:
Groups may only distribute food if approved by the Office of Residential Life. Only room temperature and cold foods may be distributed. Food requiring heat for cooking or warming may not be distributed. Groups distributing food that is not prepackaged must wear gloves and place food on plates or in boxes. Food distribution, whether for free, donation or charge, must be fund raising for a charitable cause or other not-for-profit purposes. Groups are responsible for any fees associated with housekeeping. The Office of Residential Life or Washington University Dining Services reserves the right to halt food distribution.
Reservation Time Restrictions:
Due to a high volume of space requests, groups wishing to reserve a room or rooms on a weekly basis for an entire semester will be limited to 2 rooms at a maximum of 2 hours per room. Exception to this policy will only be made if deemed necessary by the Office of Residential Life.
Non-Washington University Individuals in Attendance:
All non-Washington University individuals who attend an event must wear a nametag also indicating the WU group that invited them on campus.
Events with non-WU individuals in attendance may not reserve a space if there is direct access to a residential building. Exceptions must be approved by the Office of Residential Life.
Additional Information:
Residential Life does not provide furniture or equipment other than what is currently provided in that space. Additional furniture or equipment must be obtained from an outside rental company. A representative of the student group must be available for delivery and pick-up of those goods. The group must seek approval through the Office of Residential Life before moving furniture or equipment provided in a space. If approval is granted, furniture and equipment must be replaced to its original position after the event.
If an event begins before 8:30 a.m. or has been approved by the Office of Residential Life to continue for more than one day, special arrangement can be made with the Residential Life Office for use of a key. Services such as catering, pre-cleaning, set-up and take-down must be requested at least two weeks in advance and are the responsibility of the individual or group.
Outside caterers can be used in all Residential Life managed reservable spaces with the exception of Center Court, Southeast Dining Room and Ursa's Café. When reserving these spaces, Bon Appetit must be used for food service.
With the exception of Mudd Multipurpose room, all other multipurpose rooms will no longer be reservable spaces. These spaces are to be used for art or architecture related projects by those students residing in the building.
South 40 reservable spaces:935-5037
Village reservable spaces: 935-8828
Danforth Campus reservable spaces: 935-5234
Bon Appetit Catering: 935-5054
South 40 Housekeeping: 935-5076
Outside Electrical needs: 935-8683
Outside extra large trashcans: 935-4533
Other
There are numerous other spaces available on the South 40.
See
the Website
for more information. Do you agree with these terms?
