1. The scheduling of Hill University Center facilities will be done on a first-come, first-served basis according to the following priorities:
   1. UAB-wide programs, committees, and recognized student organizations

Scheduling by recognized student organizations may be for only one semester at a time. Recognized student organizations may start submitting facility requests for an upcoming term, at the beginning of the prior term. (I.e. requests for Fall semester could be submitted starting the beginning of Summer semester).

1. Faculty, staff, and administration (for those professional organizations/affiliations whose activities are sponsored and coordinated by a UAB office or department).
2. Alumni
3. Non-UAB groups

Alumni and non-UAB groups may schedule Hill University Center facilities for activities which are professional, civic, or UAB-related in nature. Each request must be approved by the Director of Hill University Center Operations or the Assistant Vice President/Student Facilities and Finance. Scheduling by non-UAB groups is limited to one year in advance. All scheduling will be tentative until the Coordinator of Hill University Center Scheduling returns a confirmation form to the requester. (See Exhibit SA VIII-004-1). Non-UAB organizations will be assessed rental fees according to the schedule for Facility Rental Fees and Equipment Rental Fees (see appropriate sections below). All fees are due prior to the scheduled event.

1. In order that appropriate accommodations may be provided, a seven-day notice is required for scheduling of a facility, except for Fourth Floor Meeting Rooms, which a two work days notice is required for these areas. Exceptions may be approved by the Director of Hill University Center Operations on an individual basis.
2. Scheduling of events and activities for the following areas will be handled by the Hill University Center Scheduling Office using the Facility Reservation Request Form (Exhibit SA VIII-004-2):

All other areas in the building will be scheduled by the various departments (for example, conference rooms within suites). It is the responsibility of the department to notify the Scheduling Office of events occurring after normal office hours so that access information can be included on the various building operation reports.

For reservations involving food and beverage service, arrangements for related services must be made through the designated caterer, in addition to requesting the facility through the Hill University Center Scheduling Office.

1. UAB student programming groups and recognized student organizations will be required to have their advisor’s signature on all Facility Reservation Request Forms (Exhibit SA VIII-004-2). Advisors will be notified of all changes and cancellations, though no signature will be required.
2. Recognized student organizations may not use the Alumni Auditorium for routine meetings. However, they may request the Auditorium for such events as pageants, lectures, initiations, etc.
3. Regular use of Hill University Center facilities and equipment (that is, meetings, lectures, etc.) will be made available without cost to UAB committees, recognized student organizations, faculty, staff and alumni. Special requirements and equipment for banquets, dances, etc., may result in fees being required. Special or extra expenses to UAB may be assessed against organizations using and requesting additional services or requesting extension of normal building hours. See appropriate sections for fee schedules.

Meetings, seminars, etc., for which registration fees or admission are charged will be assessed a fee of $100.00 for the use of the meeting rooms, the Great Hall, the Auditorium, or the Fourth Floor. Any waivers of this fee must be approved prior to the event by the Assistant Vice President/Student Facilities and Finance. Currently, recognized UAB student organizations and UAB-wide student programs are exempt from this fee. Teleconferences in the Auditorium for which registration fees are charged will have fees assessed according to the teleconference rates found later in this policy.

1. Groups requesting an audio-visual technician to be present will be assessed a fee according to the schedule for Equipment Rental Fees (see below).
2. All catering in the Hill University Center must be provided by UAB Campus Restaurants. Use of other caterers is strictly prohibited. Individuals and groups are prohibited from bringing their own food, soft drinks, punch, coffee, etc., to be served at events. All facility requests in which catering is involved will be initially inputted as a tentative reservation pending a signed catering contract.

Student organizations and UAB-wide student programs may request an exception to using the designated caterer during evening and weekend hours when less than 75 people are attending. Only “light” refreshments are allowed. All reservations for student organizations or student programs requesting a catering exception will be place on a tentative status pending exception approval. Complete policies and procedures for catering and catering exceptions are contained in Student Affairs Policy SA VII-024.

A signed catering contract or approved catering exception must be in place to change a reservation from tentative to confirmed.

1. The possession or consumption of alcoholic beverages in the public areas of the Hill University Center is prohibited. Special arrangements may be made for serving alcohol in the privacy of leased space. A $100.00 leasing fee will be charged to UAB groups, whereas non-UAB groups will pay any applicable rental fees. The lessor is responsible for complying with the UAB General Policy Regarding the Use and Consumption of Alcoholic Beverages and the related Student Affairs policies. The request form permitting the use of alcohol must be completed, and approval must be obtained. These policies and the special request forms are available at the Scheduling Office and the Assistant Vice President/Student Facilities and Finance office.

UAB Police must be provided for the event and costs must be paid by the lessor. Security must be arranged through the Office of Student Leadership, Hill University Center, Room 440.

1. Individuals or groups are responsible for the behavior of their members and guests.
2. Individuals or groups will be responsible for any damage to, or theft of, any Hill University Center property. Damages will be charged to the individual(s) or group(s) responsible.
3. All decorations and equipment used in events must be removed no later than two hours after the event has ended unless an extended time limit has been approved in writing by the Director of Hill University Center Operations prior to the event. Special electrical needs, telephones, water sources, and other unusual needs for events must be approved by the Director of Hill University Center Operations. Special charges may be assessed for labor and equipment.
4. The use of the Hill University Center facilities for personal/family social functions such as weddings, family reunions, family birthday celebrations, etc., is not permitted.
5. Solicitation areas at the Hill University Center will be limited to two locations in the Main Lobby, one location in the Bookstore Lobby, and ten locations on the plaza. Recognized student organizations and UAB offices/departments will be permitted to schedule a solicitation area in any of these locations for a maximum of ten days each term. Once the maximum number of days has been used, the requesting group may continue to schedule a table one day per week for any week(s) remaining in the term on a week-by-week basis. The request will be held until the Thursday before the week requested. If available space exists the request will be considered and a confirmation will be mailed to the requestor. Pending reservations will be prioritized by the dates on the reservation request form. If more than one pending request is being held, the request(s) with the earlier date(s) will be honored first until all available locations have been scheduled.

Organizations and departments participating in New Student Orientation activities fairs will not have their participation in this type activity count as a solicitation date.

1. Posters may be displayed on easels in lobby areas. Prior approval must be received using the Facility Reservation Request form. A poster may be displayed for a maximum of five days each term. Once the maximum number of days has been used, the requesting group may continue to schedule an easel one day per week for any week(s) remaining in the term on a week-by-week basis. The request will be held until the Thursday before the week requested. If available easel space exists, the request will be considered and a confirmation will be mailed to the requestor. Pending reservations will be prioritized by the dates on the reservation request form. If more than one pending request is being held, the request(s) with the earlier date(s) will be honored first until all available locations have been scheduled. Each individual or organization is responsible for the removal of the poster at the end of the fifth day, otherwise the poster and any backboard it is attached to will be discarded by Hill University Center Operations staff. Posters displayed on easels on the outside of the building are limited to the day of the event and must be removed at the end of the event by the requestor. Continued failure to remove posters by the requestor may result in the loss of display privileges.
2. Use of display spaces in the elevators is outlined in Policy SA VIII-023.
3. Use of lobby windows is outlined in Policy SA VIII-025.
4. Any exception to these procedures must be approved by the Assistant Vice President/Student Facilities and Finance or the Director of Hill University Center Operations. Exceptions may be forwarded by either of these individuals to the Vice Provost for Student and Faculty Success for review and approval.

GREAT HALL

1. In order that appropriate accommodations may be provided, a seven-day notice is required for scheduling rooms in the Great Hall. Exceptions may be approved by the Director of Hill University Center Operations or the Assistant Vice President/Student Facilities and Finance on an individual basis.
2. UAB security must be provided as required in the Hill University Center Policy for Use of the Great Hall for Fundraising Events and Open Social Activities (SA VIII-018) for groups sponsoring activities in the Great Hall.
3. Recognized student organizations and UAB groups may schedule one fundraising/open social activity per term in the Great Hall (that is, discos, dances, parties, etc.). A second fundraising open social activity may be scheduled during a term pending availability of the Great Hall. Requests for scheduling the second event may not be submitted until 30 days before the requested date.
4. Non-UAB groups are not permitted to use the Great Hall for fundraising social activities or for activities such as dances, proms, formals, etc.

FOURTH FLOOR MEETING ROOMS

1. In order that appropriate accommodations may be provided, a two working day notice is required for scheduling Fourth Floor Meeting Rooms. Exceptions may be approved by the Director of Hill University Center Operations on an individual basis.
2. Meeting rooms will remain in standard set-up form. Any exceptions must be approved by the Scheduling Office. Requests for additional tables for refreshments and/or registration must be made on the Facility Request Form.
3. For groups requesting classroom or U-shape set-ups, the Fourth Floor Meeting Rooms will be booked first before using the Great Hall.

PLAZA

1. In order that appropriate accommodations may be provided, a one-working-day notice is required for scheduling the HUC Plaza space for group activities (concerts, stepping, etc.) and solicitation/recruiting purposes. Exceptions may be approved by the Director of Hill University Center Operations on an individual basis.
2. The following procedures must be followed when using the area with a table for solicitation/recruiting purposes:
   1. Upon arrival, a representative from the group must go to the Information Center or Scheduling Office to let the Operations staff know that the group is ready for the table to be set up.
   2. The table must be staffed at all times.
   3. The group must keep papers, fliers, etc., from blowing across the plaza.
   4. In the event of inclement weather, groups will not be able to have a table.
   5. When a group is ready to leave, a representative from the group will need to alert the Information Center or HUC Scheduling Office so that the table may be put away.
   6. Each group will need to clean its area of debris.

RESERVING HILL UNIVERSITY CENTER EQUIPMENT

1. Requests for audio-visual equipment should be included on the Facility Reservation Request Form (Exhibit SA VIII-004-2) at the time it is completed. Requests made after the form is completed must be in writing to the HUC Scheduling Office, Room 125, Hill University Center.
2. All equipment must be used within the Hill University Center or on the immediate grounds. Equipment is not available for use in individual offices or suites. Removal of the equipment from the facility or grounds for any reason is strictly forbidden.
3. Requests for the set-up and use of any audio-visual equipment in the Hill University Center should be made at least one calendar week in advance of the scheduled event. Groups requesting an audio-visual technician to be present will be assessed a fee according to the schedule for Equipment Rental Fees.
4. Any organization, group, or individual using Hill University Center equipment that does not require UAB -provided audio-visual technicians is responsible for such equipment and any damages to it.
5. Hill University Center equipment will be made available without cost to the UAB community unless noted as “fee required” on the Equipment Rental Fees schedule.
6. Non-UAB persons or organizations will be assessed a rental fee for use of any equipment listed in the Equipment Rental Fees schedule.

HILL UNIVERSITY CENTER FACILITY RENTAL FEES FOR NON-UAB GROUPS

1. Charges for rental are for the duration of a program up to a maximum of eight hours.
2. Rental Fees:

1. Special Requirement Fees
   1. Extension of Facility Hours ($25.00 per half hour)
   2. Special Labor and Equipment (Assessed at time of usage)
   3. Security Charges (Where required)

HILL UNIVERSITY CENTER EQUIPMENT RENTAL FEES FOR NON-UAB GROUPS

HILL UNIVERSITY CENTER EQUIPMENT RENTAL FEES FOR ALL GROUPS