General usage guidelines

General Usage Guidelines for the Joe Crowley Student Union: 

  • A. Decorating
    1. The Joe Crowley Student Union does not allow any decorations that may permanently alter the facilities including, but not limited to: tape on walls, doors, floors, window coverings or windows; glue on walls, doors, floors, window coverings or windows; nails, tacks, or push pins in walls or doors; writing, carving, or painting on the walls, doors, floors, or windows; hanging materials from the ceiling; and/or stickers of any kind.
    2. Decorations that produce excess cleanup are highly discouraged and an Excessive Cleaning Fee may be charged. These decorations include, but are not limited to: confetti, silly string, glitter, and spray webbing.
    3. Helium balloons may be used for decoration. All balloons, ribbon, and string should be removed completely by the reserving group at the completion of their event. Care should be taken to avoid balloons escaping to the ceiling, which may result in an Excessive Cleaning Fee. Arrangements may be made with the Joe Crowley Student Union staff to hang banners (and other decorations essential to the event) in the Ballroom, Theatre, and other possible spaces for banners associated with a reserved event. This is not a service guaranteed by the Joe Crowley Student Union, but will be granted based on staff and facility availability. Arrangements should be made at least 10 business days prior to the event with any materials delivered by the agreed upon time to the Joe Crowley Student Union Event Management Office, as well as picked up at the conclusion of the reservation.  In order to ensure proper hanging and safety for banners, please see Marketing Specifications(Section W below). Arduous Setup Fees may apply.
  • B. Storage

    The Student Union event and meeting spaces cannot be reserved for overnight storage. Exceptions can be authorized by the Director or designee.

  • C. Set-ups

    The JCSU event and meeting spaces, by default, are scheduled with a set up and tear down time.  The time is added to allow staff to prepare a room for the event or to clean up after the event.  Event planners who desire to arrive prior to the event start, or leave after the event end times, are limited to the default set up/teardown times.  Please refer to the set up / tear down time chart below for each event space type.

    Set-up/tear-down times

    Venue

    Set-Up Time

    Breakdown Time

    Meeting Rooms

    Graduate Student Lounge

    30 minutes

    30 minutes

    Conference Rooms

    R. Laden Senate Chambers

    15 minutes

    15 minutes

    Great Room (Room 403)

    Meeting Room 402

    1 hour

    1 hours

    M. Glick Ballrooms

    3 hours

    2 hours

    Theatre

    2 hours

    1 hour

    All arrangements for set-ups and audio/visual needs in Rooms 320, 323, 324, 402, 422, and 423 should be finalized no later than two (2) business days before the event/meeting and five (5) business days prior to the event/meeting for the Ballroom, Theater, and Great Room. Minor adjustments due to changes in anticipated attendance, or other minor changes, should be requested no later than the two (2) business days prior to the event/meeting. Event organizers should make requests to the Joe Crowley Student Union Event Management Office. Day-of-event needs should be addressed to the Joe Crowley Student Union Event Management Office, Student Union Operations Manager, the Facility Supervisor on duty, and/or the Special Event Staff assigned to the event, by the event organizers or their designee. Last minute requests will be fulfilled at the staff’s discretion, if available. Changes to set up must be made by Joe Crowley Student Union staff. Groups are not allowed to move furniture, including tables and chairs.

    Events held in any of the Joe Crowley Student Union outdoor spaces may be require additional tables, chairs, and trash cans ordered through from Facilities Services, via work request. Requests to turn off lawn sprinklers and/or electricity should be made at least 10 business days prior to the event

  • D. Catering

    The university-contracted catering service shall have the exclusive right to provide food service in the Joe Crowley Student Union event and meeting spaces.  Please refer to UAM 5,312.   

    1. The exceptions to this include:
      1. All events or meetings sponsored by Faculty Senate, Staff Employee Council, or any student organization recognized by either the Associated Students of the University of Nevada (ASUN), Fraternity & Sorority Life,  or the Graduate Student Association.   Other groups cannot co-sponsor with the aforementioned groups to utilize the exclusion.
      2. Food provided by a sub-contractor to the university-contracted food service, with advance approval from the university-contracted food service. Please see the Chartwells Catering Sub-Contractor Website  
      3. Food that is donated or purchased with personal funds, which is not being resold or reimbursed with university funds.
      4. The purchase of water.
      5. Food purchase and pickup, with university funds, supporting departmental meeting/event, with a total purchase price equal to, or less than, $250.
    1. All alcohol service must be provided exclusively by the catering department of the university-contracted food service.
    2. University-contracted food service, or sub-contractors, may not support events in the Food Court during operational hours of JCSU Food Retail Tenants.
    3. No food deliveries, utilizing university funds, are allowed in the Joe Crowley Student Union except by the university-contracted food service or sub-contractor(s).

    Table linen, and coverings, for food service and preparation tables, can be reserved through the university-contracted food service.

  • E. Alcohol

    All alcohol requests should be approved through the Office of Student Life. All events and meetings where alcohol will be served, at least two (2) Special Event Staff will be assigned. Alcohol Approval should be in place at least 10 business days in advance. Questions and requests can be directed to the Associate Vice President for Student Life (784-1471). View additional information on the University alcohol policies or submit a Request for Alcoholic Beverage Service.

  • F. Joe Crowley Student Union equipment

    Joe Crowley Student Union furniture and equipment, such as tables and chairs, are available for use at the Joe Crowley Student Union through the Joe Crowley Student Union Event Management Office. See Section C (Set-ups). Reserving groups are responsible for any damages to Joe Crowley Student Union furniture and equipment during their reservation.

  • G. Audio/Visual equipment

    The Joe Crowley Student Union can provide audio/visual equipment for events held within The Union.  Arrangements should be made no later than two (2) days prior to the event for meeting rooms, five (5) business days prior to the event/meeting for Theatre, Great Room, Room 402, Gateway Plaza, Joe’s Patio and North Lawn, and no later than 10 business days for ballroom events.

    1. Groups may bring their own audio/visual equipment, but the Joe Crowley Student Union offers limited technical assistance. It is suggested that an appointment be made to test equipment compatibility with the University of Nevada, Reno network and any interfacing Joe Crowley Student Union equipment. 
    2. The Joe Crowley Student Union does not loan or rent equipment for use outside of the Joe Crowley Student Union facilities.
    3. Equipment requests are filled on a first come, first served basis.
    4. No device may be hung or connected to the ceiling mounted projectors without prior approval. Access to the projectors shall be via the Technology cart located in the room.
    5. Technology carts and all mounted equipment are to remain in the designated rooms.
    6. Access to all LED TV’s in meeting rooms 405, 406, and 420 shall be via the flip top box located in the conference tables.
    7. Reserving groups are responsible for the correct usage of all audio/visual equipment. If there are questions about operations, arrangements should be made prior to the reservation to be trained on the equipment. Reserving groups are responsible for all damages to Joe Crowley Student Union equipment during their reservation.
    8. The Joe Crowley Student Union may not have staffing and/or equipment to support all circumstances. For complex and/or outdoor needs, outside supplemental services and/or equipment may be required and all arrangements should be coordinated with the Student Union Technology Services Coordinator (784-6505). Additional fees may apply.
      1. University departments may bring in their own sound system or work with @One Resources to meet additional audio/visual needs. They may be reached at (775) 784-4924 or via their website.
      2. Outside groups may need to bring in their own sound system or contract with an outside provider to meet additional needs. All outside providers should be approved and coordinated through the Student Union Technology Services Coordinator.
    9. Some audio/visual setups (i.e. extensive lights and/or sound) may require a university professional to be assigned. Additional fees for these services may apply.
    10. Limited electricity is available outdoors and within event and meeting spaces. For additional power needs; i.e., crockpots, hotplates, additional power strips and training sessions with multiple computers/LED screens, contact the Event Management Office at (775) 784-6505. Arrangements should be made at least five (5) business days prior to the event.

  • H. Common area televisions

    The televisions in the common areas in the Food Court and the Heart are normally placed on sports and nonbiased news stations.  Patrons can request to have the television in the Nevada Lounge turned to watch a requested channel. 

    1. All requests are subject to the availability of the Student Union Staff and at their discretion.
  • I. Amplified sound

    Amplified sound levels will be at the discretion of Joe Crowley Student Union staff. The Joe Crowley Student Union reserves the right to limit the volume and/or require groups to discontinue amplified sound. The reserving group may assign someone to monitor sound levels.

    1. Outdoor amplified sound for events should come from only one source and should be at a respectful volume. Additional restrictions are outlined in the University Sound Policy.
    2. Individual outdoor table spaces with a small radio or television that is only audible at the same table space(s) are permitted on a limited basis as long as they do not disrupt or compete with another event. The Joe Crowley Student Union reserves the right to limit the volume and/or to require groups to discontinue table sound.
    3. In order to balance the needs of the events and services within the building, request for indoor amplified sound should be arranged in advance through the Joe Crowley Student Union Director or designee. If approved, amplified sound should remain at reasonable levels at the discretion of the Student Union staff.
    4. Limited electricity is available outdoors and within event and meeting spaces. For additional power needs; i.e., crockpots, hotplates, additional power strips and training sessions with multiple computers/LED screens, contact the Event Management Office at (775) 784-6505. Arrangements should be made at least five (5) business days prior to the event.
  • J. Phone line usage in rooms

    Analog or polycom phone line can be setup, with prior request, to support events in the event and meeting rooms.  Arrangements should be made, at least, five (5) business days in advance of the event date.

  • K. Ethernet connections in rooms

    Each meeting/event space comes equipped with an active LAN connection available for use.  Event planners should provide their own cable and equipment. The JCSU Information Technology team can provide limited assistance upon request.

  • L. Guest Wi-Fi

    Guest Wi-Fi is available throughout the whole building. Please contact the University's Office of Information Technology for instructions.

  • M. Theatre turnaround and loading dock usage for events

    The Joe Crowley Student Union Loading Dock is located at 15th Street and Evans Avenue. Limited availability to student organizations, university departments, and outside groups is available for load in and load out only.  The Theatre Turnaround is located off Evans Avenue and Stadium Way. A maximum of six (6) parking passes may be assigned to the Theatre Turnaround, per day.  A maximum of three (3) passes may be allocated to a single event.  These passes must be requested at least 10 days in advance. Exceptions can be made by the Student Union Director or designee.

  • N. Motorized vehicles in outdoor space

    At times, display vehicles may be planned as an integral part of an event. Upon approval, motorized vehicles may be placed on the Joe Crowley Student Union Gateway Plaza.  Reserving groups are responsible for placing tarp under the vehicle to capture any fluid spills/leaks.  

    Vehicles should not be parked in the tabling locations or walkway extensions of the Plaza or driven on the lawn. Loading and unloading for a Gateway Plaza event should be done from the Student Union loading dock. 

  • O. Cancellations
    1. If a cancellation is necessary, please notify the Joe Crowley Student Union Reservations Office as soon as possible. Cancellations may be submitted via email at csures@unr.edu or in person. Any cancellations of reservations should be made as far in advance as possible to allow other groups the opportunity to use the Joe Crowley Student Union facilities and avoid late cancellation fees.
    2. Cancellations for meeting rooms must be submitted in writing at least two (2) full business days prior to the scheduled meeting to avoid late cancellation fees.
    3. The first late cancellation warrants a written warning from the Joe Crowley Student Union Event Management Office, a $10.00 processing fee, and relevant facility usage, set-up/teardown, and staffing costs.
    4. The second late cancellation within the same fiscal year (July 1- June 30) warrants a written warning and/or notification of suspension from the Joe Crowley Student Union Event Management Office, a $20.00 processing fee, and relevant facility usage, set-up/teardown, and staffing costs.
    5. The third late cancellation within a fiscal year warrants a written notification of suspension from the Joe Crowley Student Union Event Management Office, a $30.00 processing fee, and relevant facility usage, set-up/teardown, and staffing costs. The suspension of Student Union privileges will be levied for the rest of the current semester and the immediately following semester.
    6. Cancellations for events and/or event spaces (E.g. Ballroom, Theatre, Great Room, and the Gateway Plaza) must be submitted in writing, in order to avoid a cancellation fee, at least forty (40) business days in advance of the scheduled event.
    7. Inadequate notice may result in the following:
      1. Less than 40 business days until 10 business days before an event:
        1. Warrants a written warning from the Joe Crowley Student Union Event Management Office and a $50.00 processing fee.
        2. Second and third cancellations may result in increased processing fees and suspension of privileges.
      2. Less than 10 business days before an event:
        1. Warrants a written warning from the Joe Crowley Student Union Event Management Office, a $50.00 processing fee, relevant, facility usage fees, and staffing costs.
        2. Second will result in $100.00 processing fee and suspension of privileges.
      3. Less than two (2) business days before an event:
        1. Warrants a written warning from the Joe Crowley Student Union Event Management Office, a $100.00 processing fee, staffing costs, relevant facility usage fees, and set-up/teardown fees. Along with the suspension of Student Union privileges will be levied for the rest of the current semester and the immediately following semester.
  • P. Cancellation and/or request for change of equipment, services and staff

    If a cancellation/change requests is necessary, please notify the Joe Crowley Student Union Event Management Office as soon as possible. Cancellations may be submitted via email at csures@unr.edu or in person. Any cancellations of reservations should be made as far in advance as possible to allow other groups the opportunity to use the Joe Crowley Student Union resources and avoid late cancellation fees.

    1. Cancellations/Change requests must be received no later than 10 business days before the meeting or event date regardless of the meeting or event room location. Any changes or cancellations under 10 business days may be subjected to $10.00 processing fee and applicable charges associated with the service and/or equipment.
    2. Cancellations/change requests made under five (5) business days before the meeting or event date regardless of the meeting or event room location will be at the discretion of the Student Union Staff and will be subjected to $10.00 processing fee and applicable charges associated with the service and/or equipment
    3. Cancellations/change requests made under two (2) business days before the meeting or event date regardless of the meeting or event room location will be at the discretion of the Student Union Staff and will be subjected to $10.00 processing fee and will pay all staffing charges associated with the service, equipment or shift.
      1. Repeated cancellations or change requests made under the 10 business day time will result in higher processing fees ($20.00 for the second offense and $30.00 for any offenses after) and more equipment charges as well as loss of privileges to use the Student Union.
  • Q. No shows

    A reservation with no attendance that has not been cancelled within one (1) business day will be considered a “no-show.”

    1. Meetings
      1. The first no-show for a cancellation/no-show warrants a written warning from the Joe Crowley Student Union Event Management Office, a $25.00 processing fee, relevant facility usage fees, and staffing costs.
      2. The second no-show within a fiscal year (July 1- June 30), warrants a written warning from the Joe Crowley Student Union Event Management Office, a $50.00 processing fee, relevant facility usage fees, relevant set-up/teardown fees, and staffing costs. Possible suspension of Student Union privileges for the rest of the current semester may be levied.
      3. The third no-show within a fiscal year warrants a written warning from the Joe Crowley Student Union Event Management Office, a $100.00 processing fee, relevant facility usage fees, relevant set-up/teardown fees, and staffing costs. Suspension of Student Union privileges for the rest of the current semester and immediately following semester will be levied.
    2. Events
      1. The first no-show will warrant written notification of suspension of Student Union privileges for the current semester and immediately following semester, $100.00 processing fee, relevant facility usage fees, relevant set-up/teardown fees, and staffing costs.
  • R. Rain site/ inclement weather site

    The Student Union does not provide rain site locations except in specific circumstances such as major university events or if the event is in a Student Union outdoor space. Final decisions lie with the Student Union Director or designee.

  • S. Building codes

    The Joe Crowley Student Union follows all university, city, and state building codes.

    Open flames

    Candles shall be permitted, within the Joe Crowley Student Union (JCSU), to be used in the following situations, provided that precautions satisfactory to Environmental Health and Safety and the Nevada State Fire Marshall (through express written consent) are taken to prevent ignition of any combustible material or injury to occupants:

    1. For ceremonial or religious purposes
    2. On stages and platforms where part of a performance
    3. Where candles on tables are securely supported on substantial noncombustible bases and candle flame is protected.

    To ensure compliance with safety regulations, any event hosted within the Joe Crowley Student Union intending to utilize candles, incense or other open flames, must notify and communicate a plan to the JCSU Event Management Office, in writing, no later than (4) four business weeks in advance of the event date.  The event planner must also agree to conform to the following requirements:

    1. Flames should be enclosed, by a non-combustible material, capturing all wax or ash.
    2. A plan must be submitted to address how flames, candles and/or incense will be extinguished
    3. Flames shall be constantly attended until the fire is extinguished

    Fog machines

    Fog machines should be approved at least 10 business days in advance by the Student Union Associate Director of Operations or designee.

    Maximum capacities

    Groups are responsible for adhering to maximum capacities of their events/meetings. Groups must keep track of attendance and discontinue entry once maximum capacity is met unless Special Event Staff is assigned. See attached Joe Crowley Student Union Room Information Sheet. The Joe Crowley Student Union staff reserves the right to discontinue entry or close an event down due to overcrowding, security concerns, or unsafe conditions.

  • T. Damages/excess clean-up

    All groups using the Joe Crowley Student Union are responsible for the proper use of the facility, furnishings, and equipment. Damages may be assessed for any misuse and may be billed to the sponsoring organization. The group may incur charges.

  • U. Custodial service charges

    Student Union custodians may be assigned to assist with setup/teardowns, excessive cleaning and events.  Custodial Staff are assigned at the discretion of the Joe Crowley Student Union Assistant Director or designee by needs/request of reserving groups. The following criteria are used in the decision to assign staff:

    1. To setup/teardown Arduous Equipment;
    2. To assist with Arduous Turnovers;
    3. When a meeting or event has excessive cleanup required;
    4. When a meeting or event occurs outside of scheduled operating hours; and/or
    5. When a group or event has a problematic history.
  • V. Promotion of events/services

    The Joe Crowley Student Union has many services to assist with promotion of events and services within the Joe Crowley Student Union. 

    1. There are several public-view bulletin boards within the Joe Crowley Student Union, available to all groups.
    2. The Public-View bulletin board are available for posting information with approval from the Associate Vice President of Planning Budget & Analysis or his/her designee, except that the Associate Vice President of Student Services or his or her designee also can approve University Public Announcements from recognized student groups. Please see UAM 5,305.
    3. Publication Racks for all publications are available on the first floor behind the Information Center and at the third-floor . Bins for all public flyers and publications are available on the first floor behind the Information Center and at the third floor entrance.
    4. The Joe Crowley Student Union has several internal digital display monitors available for events held in the Student Union or has JCSU Co-Sponsorship. Please complete our online request form for monitor usage.
    5. Additional digital display monitors are managed by ASUN. These monitors are available to ASUN-recognized student groups only. For inclusion in these displays, contact ASUN (784-6589) or visit the ASUN Club Services Website.
    6. The Virginia Street Marquee is available for all university events. Please complete the Virginia Street marquee request form.
    7. Any University Group as that term is defined in UAM 5,302 may chalk on sidewalks for the limited purpose of advertising the time, date, location and sponsor of University Events as that term is defined in UAM 5,302 or University approved Events or Major Events sponsored by ASUN, recognized ASUN clubs, GSA and recognized GSA clubs. Chalking is not allowed for general messages or programming. Permission to chalk must be received from the Associate Vice President for Student Services or his or her designee for chalking in front of the Joe Crowley Student Union, the E.L. Wiegand Fitness Center and residence halls and from the Associate Vice President of Planning, Budget & Analysis or his or her designee for chalking in all other areas. All chalking shall comply with the chalking guidelines ( Scheduling Services). Please refer to UAM 5,305.
    8. In promotional materials citing the Joe Crowley Student Union, please utilize the official name of the building and event space.
      All JCSU Co-Sponsored Events are required to include the Joe Crowley Student Union, and logo, for all promotional materials.
    9. Promotional materials for ASUN-recognized student groups must follow ASUN Guidelines. For questions on these Guidelines, contact the ASUN at 784-6589.
  • W. Marketing specifications

    Internal digital signage

    If your event in the Joe or if it is co-sponsored, you can promote using the various TV screens throughout the Joe. For your graphic to be put up, you must follow the standards below. You can submit your graphic through the JCSU Internal Digital Signage form.

    1. Requirements
      1. Graphic Size: 1920 x 1080 pixels
      2. File Type: .jpg
      3. Event/Service must be in the Joe Crowley Student Union
      4. No spelling errors
      5. No copyright images
      6. Must have all event information (date, time, location, contact information)
    2. Design tips
      1. Font Size: no smaller than 50
      2. Use no more than 1 image
      3. Keep it simple, it will only be up for 8 seconds at a time

    Your graphic must be submitted a minimum of three (3) business days before you want it up to ensure it goes up in your desired time frame. Each graphic can be up no more than two (2) weeks.

    Virginia Street Marquee

    Any university event has the opportunity to post a graphic on the marquee. For your graphic to be put up, you must follow the standards below. You can submit your graphic through the Virginia St. Marquee Signage Form.

    1. Requirements
      1. Graphic Size: 1280 x 720 pixels
      2. File Type: .jpg
      3. Font Size: no smaller than 50
      4. Word Count: no more than 25
      5. Event must be affiliated with the University of Nevada, Reno
      6. No spelling errors
      7. No copyright images
      8. Must have all event information (date, time, location, contact information)
    2. Design tips
      1. Keep it simple, be direct and be concise. The graphic will only be up for 8 seconds and several people are looking at the sign as they are driving past.
      2. Use font size to establish priority of information.
      3. Use no more than 1 image.

    Print signage

    If your event is in the building or if your event is co-sponsored you are able to utilize print promotions in the building. 

    Posters in the Joe

    1. Requirements
      1. Size: 21.75 x 27.5 inches
      2. Must have all event information (date, time, location, contact information)

    Event in the Joe: You can provide the Joe with 1-2 posters to put up in the building, based on availability. For questions on availability contact JCSU Programming and Marketing.

    Co-Sponsored: the JCSU Programming and Marketing Team will print and post 1-2 posters for you in the building based on availability.

    Outside 3-tiered sign holders

    1. Requirements
      1. Size: 26.75 x 21.75 inches
      2. Must have all event information (date, time, location, contact information)

    Event in the Joe: You can provide the Joe with 1-2 posters to put up in the building, based on availability. For questions on availability, contact JCSU Programming and Marketing.

    Co-Sponsored: the JCSU Programming and Marketing Team will print and post 1-2 posters for you in the building based on availability.

    Stairwell banners

    1. Requirements
      1. Size
        1. 2nd Floor West:  80”W x 42”H maximum
        2. 2nd Floor East: 84”W x 40”H maximum
        3. 3rd Floor Mezzanine: 72”W x 40”H maximum
        4. 4th Floor Mezzanine: 72”W x 40”H maximum
        5. 4th Floor West: 84”W x 40”H maximum

    To reserve a stairwell banner space or learn about the banner space guideline, you can contact our Event Management office at (775) 784-6505.

    JCSU co-sponsored events

    You have the opportunity for the Joe to promote your event by posting graphics on bulletin boards around campus, sending flyers to the residence halls, and table tents in the 15th Street Food Court.

    Social media

    The Joe Crowley Student Union utilizes several social media outlets including Facebook, Twitter, Instagram, and Snapchat. Please discuss opportunities with the Joe Crowley Student Union Programming & Marketing Department for posting on these platforms.

  • X. Joe Crowley Student Union programming

    The Joe Crowley Student Union presents and co-sponsors events. These events include, but are not limited to, social, cultural, and educational programming. For more information, contact the Student Union Program and Marketing Coordinator (784-6505) or via the JCSU Co-Sponsorship Website.

  • Y. Parking

    The Joe Crowley Student Union is located in close proximity to two (2) parking garages and several surface parking lots. Plans for event parking should be made as far in advance as possible and may require payment. For more information on parking on campus, contact Parking Services at 784-4654. There is no event parking allowed directly in front of the Student Union.

  • Z. Copyright

    All videos and audio showings must follow copyright laws

  • AA. Public forum

    The University of Nevada, Reno encourages free speech on campus and individuals may reserve Student Union outdoor spaces for the public forum purposes. For more information, visit the University Administrative Manual Section 5,303.