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KU Edwards Conference and Event Space

Policy
Purpose: 

To define the policies for scheduling conference and event space at the KU Edwards Campus.

Applies to: 

All faculty, staff, students, and campus visitors.

Campus: 
Edwards
Policy Statement: 

Priority Scheduling

Priority goes to KU departments and registered organizations. Non-KU groups and individuals have access to the facilities after campus needs are met.

KU Departments and Organizations

There are a number of activities that are coordinated by KU departments and registered student organizations that involve non-KU participants, but no third party sponsorship is involved. If any of the following are true, KU departments and organizations will be assessed room and equipment rental at the University rate:

  • Attendees are charged an admission/registration fee
  • Less than 50% of the people attending the event are KU students, faculty and staff

Events held by KU staff will not be charged a fee if the event is held for recruitment of prospective students.

For Edwards Campus information and specific costs, please contact the Conference and Events Manager.

Room Rental Cancellations and No Shows

External clients may cancel their meeting room reservation without charge or penalty up to the end of the business day five business days prior to their event by contacting the KU Edwards Events Team at 913-897-8526 or kueceevents@ku.edu. Please note that business hours are 8 a.m. – 5 p.m. (CT), Monday-Friday, excluding holidays.

When a group or individual does not utilize their room reservation and does not communicate to the KU Edwards Events Team in the timely manner described above, the group or individual is subject to a 30% cancellation/no-show fee.

Contact: 

Laurie Brown
Conference Events Manager
913-897-8410
lauriebrown@ku.edu

Approved by: 
Vice Chancellor of the KU Edwards Campus
Approved on: 
Wednesday, June 10, 2015
Effective on: 
Thursday, July 1, 2004
Review Cycle: 
Annual (As Needed)
Keywords: 
facilities, priority, scheduling, room, rental, fees, rate, event, cancellation, cancel, penalty
Change History: 

03/22/2019: Combined the following three policies into one new policy: KU Edwards Room Rental Fees; KU Edwards Facilities Scheduling Priority; KU Edwards Room Rental Cancellations and No Shows. Updated the title of the new policy to KU Edwards Conference and Event Space and updated the purpose of the policy to make it more generic. Removed information about events held by Student Services.

09/06/2018: KU Edwards Room Rental Cancellations and No Shows-The KUEC Policy & Procedures Committee updated the no-show fee from 15% to 30% and simplified the verbiage. The Committee updated the cancellation contact information and the policy contact information. Also updated the related policies to make them hyperlinks: KU Edwards Facilities Scheduling Priority; KU Edwards Room Rental Fees.

10/04/2017: KU Edwards Room Rental Fees-KUEC Policy & Procedures Committee reviewed. No changes made.

08/29/2017: KU Edwards Facilities Scheduling Priority-Policy was reviewed by the KUEC Policy & Procedures Committee. The policy was made more descriptive by prefacing it with the words “For KU Edwards facilities scheduling.” The word “student” was added to clarify the type of registered organizations.

05/24/2016: KU Edwards Room Rental Cancellations and No Shows-Corrected typo.

11/03/2015: KU Edwards Room Rental Fees-Technical edits. Added URL for Administrative and Conference Events Office.

07/15/2015: KU Edwards Facilities Scheduling Priority and KU Edwards Room Rental Cancellations and No Shows-These policies were originally created on 07-01-2004. The KUEC Policy & Procedures Committee changed the titles to make them uniform and more descriptive, updated the purpose to make it more accurate, updated the contact information, added related policies, and updated the $50 cancellation/no-show fee to 15%. During a comprehensive review of all Edwards Campus policies, the Edwards Campus Vice Chancellor reviewed and reapproved these policies.

06/11/2014: KU Edwards Room Rental Fees-Formatting/technical edits.

03/31/2014: KU Edwards Room Rental Fees-Updated contact and corrected address for Policy Owner.

Operational Categories: 
Facilities
Student Life Categories: 
Facilities Use & Scheduling

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