Deliveries and Pick-up
All deliveries and outside vendors (rental companies, caterers, florists, DJs, bakeries, etc.) should enter at the loading dock door on the southeast side of the building as scheduled with the Events Center Coordinator on the date of the event unless other arrangements have been made. There is no storage at the Events Center. All rental furniture and equipment must be placed in the designated space you have reserved. Events Center staff will not be responsible for receiving event-related materials and will not assist in loading, unloading, or otherwise moving rented furniture and equipment.
Food and Drink
Food and drink may be served and consumed only in the Events Center, Foyer and Linder Reading Room areas. Food may be permitted elsewhere in the building (University groups only) with the approval of the Campus Events Center Coordinator.
Physical Arrangements
The Events Center furnishings may not be moved or removed without consulting Events Center staff. The Rental Fee includes use of tables, chairs; room set up and tear down. A $100 late set up fee will be charged each time a room must be rearranged after the initial set up has been done.
Clean-Up, Maintenance and Damage
It is the responsibility of the event sponsor and/or caterer to coordinate delivery and removal of all supplies, food, décor, tables, chairs, and equipment. The event sponsor and/or caterer is responsible for cleaning all areas used for an event, ballroom, foyer and kitchen.
All garbage must be removed to the dumpster by the loading dock located on the southeast corner of the Sorrell building following the event.
All linens, glassware, dishes and flatware should be removed from all tables and bars and placed in the kitchen for the rental company to pick up the following day. The event sponsor and/or caterer will arrange for removal of rental equipment. Friday and Saturday events will be scheduled for pickup Monday morning. All other supplies, food, décor’ must be removed from the facility immediately following the event. If not removed, the event sponsor will be charged $200. Unclaimed items may be discarded.
A final walk-through with Events Center Coordinator is mandatory at the conclusion of the event. If clean-up of any areas is found to be unsatisfactory, the problem must immediately be resolved to the satisfaction of the Events Center Coordinator. All trash or remains that cannot be vacuumed must be picked up from the floor and placed in the designated dumpster. The event sponsor is responsible for the removal of all debris and for repair of any damage that might occur to the facility or its contents.
If Events Center staff determine that routine cleaning and maintenance is inadequate to return the premises to its prior condition, special maintenance services will be contracted by the Campus Events Center Coordinator and billed to the event sponsor.
Parking Policies/Liability
Please discuss your parking needs at least 30 days prior to the date of the event with the Campus Events Center Coordinator. Temporary parking assignments for special events are coordinated by the Campus Events Center Coordinator with UNMC Parking Services. Parking space for the event is not guaranteed.
Parking is free, however, if you require valet parking it is to be arranged through our preferred vendor, Paramount Parking (formerly River City Valet), phone (402) 339-8998.
UNMC assumes no liability or responsibility for damage to any vehicles parked in or on UNMC parking facilities, nor for injury to any persons using the parking facilities. No liability or responsibility is assumed for any vehicle and/or owner when it becomes necessary to tow or immobilize any vehicle which is in violation of these parking regulations.
Facility Logistics
Approval process. The caterer or event planner will provide a list of vendors and suppliers and a floor plan at least 10 days prior to the event. The plan should indicate locations of all décor, tables, bars, musicians, floral arrangements, lighting, A/V equipment, displays and/or other equipment. The Campus Events Center Coordinator has final authority on all logistical proposals.
The Events Center staff reserves the right to reject plans that it deems to be hazardous or otherwise problematic to the safe and proper management of the premises or that affect the presentation of the building.
Site visits. Subject to facility and staff availability, scheduled site visits may be conducted while accompanied by designated Events Center staff. The event sponsor is encouraged to have all subcontractors join in one site visit.
Subcontracted vendors and suppliers. The Events Center must approve all vendors contracted for an event.
The event sponsor is responsible for ensuring that all vendors review and comply with the Events Center policies and Facility Guidelines.
Media and event photography. If media coverage or photography of the event (either prior to, during, or after) is desired, the event sponsor must indicate this requirement on the Scheduling Request form. Photography by non-press must be for personal, non-commercial use only and must be approved in advance by the Events Center Coordinator. Photography is limited to designated event spaces only.
Monitoring attendance. Events Center staff is not responsible for monitoring attendance.
Elevator access. A freight elevator, located by the loading dock, is to be used to move equipment and to transport food in and out of the Events Center.
Electrical. All power may be turned on and off only by Events Center staff. The event sponsor must submit power requirements and electrical requirements for review as part of logistics planning. The Events Center does not provide extension cords or other electrical equipment. Extension cords must be 3-pronged, UL listed. Home extension cords are not permitted. All cords must be properly managed for safety. Tape may not be placed on the walls or floors.
Audio-visual equipment. Use of the Events Center audiovisual equipment may be arranged in advance for an additional fee. This does not include the services of an audiovisual technician.
Equipment. Vendors must bring their own equipment such as ladders, dollies, hand trucks, and the like. The Events Center will not loan this type of equipment to event sponsor or vendors.
ADA compliance. The Events Center is in compliance with the Americans with Disabilities Act. No animals are allowed inside the facility except for those assisting individuals with disabilities. No bicycles, skateboards, or roller blades are allowed inside the facility. No items may be sold at events without prior approval.
Capacity and Access
The number of guests must not exceed the stated capacity of the area designated for the event. The Events Center will refuse admittance to an event once capacity has been met. Event sponsors who violate capacity will be held liable for damage, injury, or loss of life sustained as a result of this violation. Without prior written approval, the event sponsor’s subcontractors and event attendees may not access
areas other than those specified on the Scheduling Request form.
Music and Entertainment
The sound level of music or entertainment must be appropriate for the venue. All musicians and entertainers connected with the event must enter and exit the facility through the loading dock area. The event sponsor must provide the musician’s name, affiliation, and expected arrival time. The event sponsor also is responsible for any applicable licenses for live or recorded music performed during the event, and further
agrees to indemnify the Events Center against any liability resulting from lack of compliance.
Publicity
Announcements and advertisements for event promotional purposes are not permitted prior to the Events Center Coordinator’s approval of the Scheduling Request form. Once the request is approved and the deposit is received, the event sponsor may use the facility name, Michael F. Sorrell Center for Health Science Education, or the name of the designated space, Dr. Stanley M. and Dorothy Truhlsen Campus Events
Center, to announce the location of the event, but may not make claims that UNMC or the Events Center is in any way sponsoring or hosting the event. The UNMC logo and secondary icon may not be used.
The content of all promotional materials relating to the event are subject to the Event Center Coordinator’s approval. Such materials must be submitted to the Events Center Coordinator for review and approval before printing.
Non-Discrimination
The event sponsor may not discriminate against or segregate attendees because of race, religion, color, sex, age, national origin, disability, marital status or sexual orientation. Failure to comply with this policy constitutes grounds for cancellation of the event and forfeiture of any deposit remitted.
Smoking
UNMC is a tobacco-free campus. This policy prohibits tobacco use in all indoor and outdoor properties owned and maintained by UNMC, including leased properties as well as parking lots.
Smoking is prohibited:
- In all indoor and outdoor properties maintained by UNMC, including leased and owned properties as well as parking lots.
- In all vehicles when parked on UNMC property.
This policy includes but is not limited to cigarettes, cigars, and pipes. The policy encompasses all individuals whether they are working, visiting, receiving medical care or whether they are contractors or vendors on UNMC property. The only exception to the policy will be University-approved research studies involving tobacco use.
Guest Services
As a courtesy, the Events Center will provide a coat check area with coat racks. The event sponsor is responsible for providing personnel to operate the area.
The Events Center is not responsible for lost or damaged items. The Events Center cannot provide storage for any items such as gifts, purses or briefcases other than the area designated for coat check.
Theft/Damage
The event sponsor is liable for any loss, theft, or damage to the collection, equipment, furnishings or building as a result of the scheduled event. In case of such loss, theft or damage, the cost of replacement of an item will be charged to the event sponsor.
Miscellaneous
The sponsoring group or individual is responsible for any and all damage excluding normal wear and tear.
Any illegal drug activity will be reported to UNMC Campus Security and the Omaha Police Department.
The host must remain on the premises during the event and is responsible for the conduct of guests, including
minors.
The Campus Events Center Coordinator will be present for the duration of the event. Should any last-minute requests or problems occur prior to the event, the event sponsor will contact the Events Center Coordinator immediately.
The customer, not UNMC, is responsible for damage or injury caused by florists, DJs, bands or other vendors contracted by the customer.
