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Conference Center at SVSU Policies

 

Please refer to the following policies and guidelines for The Conference Center at SVSU:

 

EVENT POLICIES FOR EXTERNAL AND INTERNAL CLIENTS 

To ensure that your event will meet your expectations and goals, we have established the following policies.  Please be advised that you (“the client”) are responsible for knowing, understanding, and abiding by these policies. For further details please refer to our website at www.svsu.edu/events. The Conference Center ("TCC") is responsible for the administration and oversight of events on campus.  This coordination and scheduling of institutional facilities and other resources ensures services are provided in accordance with SVSU’s quality standards, limits overhead expenses, facilitates the efficient scheduling of designated space, and seeks to safeguard the health and well-being of the participants.  

 

GENERAL SVSU POLICIES 

  1. Please use the SVSU Safe App by downloading it on Apple Store or Google Play. The app features emergency contacts, crisis alerts, location services feature, in-app tip reporting and much more! 
  2. SVSU is a smoke-free environment 
  3. SVSU is compliant with the Americans with Disabilities Act. 
  4. SVSU offers guests parking in designated parking lots. 
  5. Parking or driving on the campus sidewalks is strictly prohibited. 
  6. Drones or other flying devices are not permitted on campus. See Uncrewed Aircraft (Drone) Policy 5.2-8 
  7. SVSU (TCC) is not responsible for lost, stolen or damaged personal property or personal injuries sustained on the premises. Recovered lost items will be given to University Police and Parking Services, located at South Campus Complex A. 
  8. SVSU (TCC) reserves the right to reschedule or cancel any function at its discretion. Examples include:  
    • Any lightning within 10 miles will result in an immediate delay of outdoor activities. 
      • SVSU staff will inform you when it is safe for outdoor activity to resume. 
    • If the campus is closed or delayed due to inclement weather, all internal events are cancelled. External events will be evaluated individually. 
  9. Clients are responsible to accurately communicate the nature and intended audience of your event. 
    • TCC reserves the right to recategorize your event if the information is inaccurate or changes.  Reclassification may affect your rates. 

 

 RESERVATION PROCEDURES  

INTERNAL CLIENTS 

  1. Required to utilize 25Live for all reservation requests. If training is required, please contact TCC at 989.964.4348.
  2. Events that include unaccompanied minors need to review and follow the Minors on Campus 9.1-1 Policy
  3. TCC reserves the right to accept and/or deny any event if it does not align with the Mission, Vision, Values and Strategic Goals set forth by SVSU. 
  4. TCC has the right to deny or postpone any event based on resource availability. For more information, please visit the Facilities Use Policy 3.1-1
  5. SVSU facility rentals and reservable spaces may have service charges and/or additional fees based on your event requirements, purpose, or audience. 
  6. All rooms and spaces are assigned according to the estimated number of guests.  If the number of expected guests changes or an immediate need arises, it may be necessary for your room or space to be reassigned.  Costs for the room/space changes will be adjusted accordingly per communication with your coordinator.
  7. For more information and room details visit TCC at SVSU Meeting & Conferences. 

EXTERNAL CLIENTS 

  1. May inquire on dates available for booking events by using the Request an Event Reservation Today Form, sending an email to events@svsu.edu, or by calling the TCC office at 989.964.4348.
  2. Events that include unaccompanied minors need to review and follow the Minors on Campus 9.1-1 Policy
  3. TCC reserves the right to accept and/or deny any event if it does not align with the Mission, Vision, Values and Strategic Goals set forth by SVSU. 
  4. TCC has the right to deny or postpone any event based on resource availability. For more information, please visit the Facilities Use Policy 3.1-1
  5. External clients will be provided with a contract that must be reviewed, signed by the named organizational signature authority, and returned to TCC by the date listed on the contract.
  6. Your organization must provide a certificate of insurance as listed in the contract with covered dates, listing SVSU as a certificate holder and additional insured, with appropriate limits as noted in the contract.  
    • We encourage our guests to contact their insurance agent to purchase a one-day event certificate with the above requirements.   If this is not an option, you may visit TULIP at https://tulip.ajgrms.com/.  TULIP is a Tenants' and Users' Liability Insurance Policy that provides special event liability coverage. It is used by institutions that permit "third parties" to use their facilities for specific events.  
  7. External event timelines and requirements will vary based on the type of event being held at SVSU.
  8. SVSU facility rentals and reservable spaces may have service charges and/or additional fees based on your event requirements. 
  9. All rooms and spaces are assigned according to the estimated number of guests.  If the number of expected guests changes or an immediate SVSU internal need arises, it may be necessary for your room or space to be reassigned.  Costs for the room/space changes may be adjusted accordingly per communication with your coordinator.
  10. For more information and room details visit TCC at SVSU Meeting & Conferences. 

 

DEPOSITS & PAYMENTS (Externals only) 

  1. Deposit requirements are noted in your event contract. The deposit amount(s) must be remitted by the date(s) specified therein.  
  2. Checks are made payable to Saginaw Valley State University.
  3. We accept Master Card, Visa, Discover and American Express.  
  4. TCC is cashless - we do not accept deposits made in cash.
  5. Please refer to your invoice for final payment due date. 

 

EVENT CANCELLATION  

  1. For internal 25live event cancellations, contact TCC directly at 989.964.4348. Fees may be assessed for events cancelled within ten (10) business days of original event date.
  2. For external cancellations, refer to lines 11 and 12 of your contract.  
  3. If your event plans to use outside rentals, those vendors may have other cancellation deadlines and fees. Contact your coordinator for more information. 

 

OUTDOOR EVENTS 

  1. Resources and/or services such as tables, chairs, garbage cans, signage, shuttle service and proper staffing must be discussed with your coordinator prior to your event.  This communication will help ensure you have a successful event.
  2. If an event involves any outdoor resources or other structure that requires breaking any ground, the client must contact MISSDIG  Lead time is required for this process.  Proof of your MISSDIG order completion is required to be provided to your TCC coordinator.
  3. If an event requires an outdoor tent over 400 square feet, the client must contact Kochville Fire Department for a tent permit and fees. Permitting information can be found on the Kochville Fire Department website.  Kochville Fire Department permits must be submitted to your TCC coordinator prior to erecting your structures. 

 

FOOD & BEVERAGE  

  1. Everyday Catering Menu (5,067KB)
  2. All food and beverage services and arrangements must be coordinated through TCC at SVSU.
  3. Food and beverage served on campus and provided by SVSU catering services cannot be removed from the event location due to county and state health department rules and regulations.   
  4. All food and beverage requests must be selected no less than ten (10) business days prior to the event. Limited options may be available on shorter notice.
  5. Cancellation of any food and beverage service less than ten (10) business days prior may be billed for the total food and beverage charges.
  6. A final “guaranteed count” is required 5 business days prior to the event. For the final billing, the client will be charged the final count or the actual count, whichever is greater.  
    • If a group exceeds the guaranteed count, we will do our best to accommodate the additional guests, but a menu substitution may be necessary.  Any meals prepared in addition to the guaranteed count will be charged a 50% rush fee.  
  7. All food and beverage are subject to the customary six percent (6%) Michigan State Sales Tax.  Tax is not applied to internal clients or an external client with a tax-exempt status and who submits appropriate documentation.  Published food and beverage rates are subject to change.
  8. Food from outside vendors is permitted in limited areas on campus. For more information on areas allowed and requirements, see the Outside Food Catering Policy 3.1-4.
  9. Please contact your TCC coordinator for the complete Bar and Catering Policy. 

 

FOOD TRUCKS 

  1. Any food trucks considered for on-campus events must be vetted through the Dining Services/Local Restaurant Row program. All Food Trucks must be properly licensed, insured, bonded, and inspected by the local health department along with the fire department of Kochville Township. This is a yearly process.
  2. Only pre-approved food trucks may be utilized on campus. A list of approved food trucks will be maintained by Dining Services.
  3. All food truck booking requests should be referred to Dining Services and TCC through 25Live.  Your request should include the requested truck, date, hours of operation, and method of payment (department charge, vouchers, etc.).  

 

AUDIO, VISUAL & TECHNOLOGY

  1. AV requests should be submitted ten (10) business days from your event. Some examples of AV needs include:
    • Microphone(s)
    • Projector(s)
    • Streaming or recording of event
    • Assistance with visual presentation(s)
  2. Based on your location and needs, charges will be assessed. Late notice of needs may incur additional charges.
  3. AV availability may be limited based on room location and resources available. Requests for supplemental equipment may require outside rental and additional charges.  

 

DECORATIONS & DISPLAYS 

  1. Affixing decorations, displays or promotional materials to walls, floors, windows, elevators, ceilings, or plants is strictly prohibited.  
  2. Glitter, confetti, candles or other flames, thumb tacks and latex/helium balloons are not permitted.  
  3. Chalk on sidewalks by individuals or businesses external to SVSU is not permitted. 
  4. Decorations and displays including water features require special consideration.
  5. All client-provided decorations, displays, or rentals must be reviewed in detail and approved by TCC prior to your event.
  6. TCC follows SVSU’s purchasing policy in regard to purchases and rentals.
  7. All decorations or signage placed for your event must be removed at the conclusion of your event. 

 

SHIPPING & RECEIVING 

  1. All shipments must be granted prior approval.
  2. All shipments must arrive at least seven (7) business days before your event date.
  3. All shipments must be clearly labeled as below. If possible, also include the name of your event and your name/organization.
    • Attn: “SVSU Coordinator Name”  

      Saginaw Valley State University  

      7400 Bay Road, Curtiss Hall 142 or Ryder Center  

      University Center, MI 48710 

  4. All shipments must be scheduled to arrive between 8am-4pm EST, Monday through Friday.
  5. If a pallet delivery is required, additional planning arrangements will be needed.  

 

 

The Conference Center at SVSU 

Saginaw Valley State University 

Curtiss Hall 142 & Ryder Center 1st floor 

7400 Bay Road 

University Center, MI  48710 

Office: 989.964.4348 

Email: events@svsu.edu 

 

 

 

 

 

 

 

CONTACT US.






The Conference Center at SVSU
Curtiss Hall 142
events@svsu.edu
(989) 964-4348