Venue Policies

Public spaces in UNMC facilities offer a positive, safe environment for patients and visitors. All activities, displays and people associated with them will maintain a professional environment consistent with the education, research and mission of UNMC. Displays and activities that are deemed inappropriate by the Events Center Coordinator, the Vice Chancellor for Business and Finance, or their designee(s) may be removed.

All sales or activities for profit, including UNMC-sponsored vendor fairs, must have received approval by the Vice Chancellor for Business and Finance prior to scheduling space. Fundraising/Membership Request Form

Activities or displays will not exceed the space allocated in each location.

UNMC does not permit the use of its space, including office and departmental space, or any UNMC resources for:

• The conduct of profitable or charitable gambling in any form including, but not limited to: raffles, casino events, or any other games of chance.
• The solicitation, sale or distribution of any product(s) that provides personal financial gain to any individual, except when the gain is incidental and associated with a charitable not-for-profit organization and which derive benefit from sale or distribution of products.

Rental of the Events Center facility does not imply endorsement or co-sponsorship of events by the Events Center or UNMC.

The following type of print and/or audio/visual materials may not be used for any activity:

• Materials that may be objectionable to another employee and/or the public because of race, color, religion, sex or national origins
• Obscene or pornographic materials

A reservation will only be considered confirmed when UNMC receives the indicated facility rental deposit and a signed copy of the Facility Rental Agreement and Facility Guidelines, which is due within thirty (30) days of receiving it. The rental fee is due as follows: 75% non-refundable deposit; the remaining 25% seven (7) days prior to the event. 

An invoice for the outstanding balance will be sent the week before the scheduled event date. Payment is due prior to the event.

UNMC accepts cash, check, Visa or MasterCard. A 2.75% surcharge will be applied to all credit card transactions. 

All checks are made payable to the University of Nebraska Medical Center and mailed directly to:

Campus Events Center Coordinator
985230 Nebraska Medical Center
Omaha, NE  68198-5230

For university-sponsored groups, a cost center number must be provided and will be charged following the event.

The rental fee for the Events Center is not taxable; however; sales tax is applied to the total amount for which the audio/ visual equipment is rented.  Labor associated with setting up and tearing down the audio visual equipment also is taxed.

Tax Exempt Status:  If the client/organization is tax exempt, a Form 13, Exempt Sale Certificate, must be submitted to the Campus Events Center Coordinator prior to the event.  If the appropriate form has not been received before the close of the event, sales tax will be applied and client will be responsible for payment in full. UNMC accepts cash, check, Visa or MasterCard.

Cancellation by the event sponsor after confirmation of the event will result in forfeiture of the rental fee deposit which is 75% of the total rental fee. The Events Center retains the right to cancel any scheduled event 30 days prior to the event date. In such instances, as much notification as possible will be provided and the full amount of the rental fee will be refunded.

The Events Center also reserves the right to cancel any event at any time if the facilities are, in the sole judgment of an authorized representative of the Events Center, rendered unsuitable for the presentation of the event due to fire or other calamity; labor dispute; notice of violations by an city, county or other government agency; or any other occurrences beyond the control of the Events Center for which no one can be held responsible. In the event of such cancellation, the event sponsor will not be liable for the rental or direct expense fees, nor will the Events Center have any further liability or obligations with regard to said canceled event. Should such action become necessary, the Events Center Coordinator will provide the event sponsor an opportunity to reschedule the event.

The Events Center also retains the right to cancel an event at any point if the event sponsor fails to comply with the Event Center’s policies referenced in the Facility Guidelines document. Such cancellation shall result in the forfeiture of all fees paid and the event will not be rescheduled.

UNMC is not responsible for damage to or loss of any merchandise, equipment or articles left in the Events Center prior to, during or following an event. UNMC is not responsible for any action or inaction by representatives of the catering firms, florists, bands, musicians, rental agencies, or other outside contractors hired by the event sponsor which results in injury or loss to any participant at an event.

UNMC is not responsible for the cancellation or disruption of an event due to circumstances beyond its control such as fire, electrical or mechanical failure, water disruption or any events outside of human control, such natural disasters, for which no one can be held responsible.

For public events, the event sponsor may be required to provide a certificate of liability insurance with limits of $1M and $3M aggregated naming the Board of Regents of the University of Nebraska as an additional insured.

Prohibited items include, but are not limited to, the following list:

• Latex balloons, silly-string, bubbles, glitter, confetti, rice, birdseed.
• Fireworks (including sparklers) or weapons of any kind.
• Live animals (except for those assisting individuals with disabilities).
• Open-flamed candles. Votive and enclosed candles are permitted on tables only.
• Decorative materials may not be placed on fire doors, smoke doors, vision panels in any door, light fixtures, electrical equipment, electrical outlets, circuit breaker panels, etc.
• Cut trees, tree branches, pinecones, wreaths, mistletoe, and live potted plants. Artificial trees, wreaths, and other seasonal decorations must be fire/flame-retardant. It is the Client’s responsibility to save packaging material as proof to the fire marshal that decorative materials have received flame-retardant treatment.
•  Only electric holiday lights that have been installed under the direction and supervision of facilities management will be allowed. The lighting string must be double insulated or grounded and have an approval rating from either UL or Factory Mutual. 
• Banners, awnings, promotional/commercial signage, and lighting may not be placed or projected on the building.
• All decor and/or displays must be limited to the designated event space. Nails, tacks, staples, and tape may not be used on walls, windows or floors.

 All decorations and materials should be removed immediately following the event. UNMC is not responsible for loss or damage to property left on site. Any costs associated with damage caused by installation or removal of decorative materials will be the responsibility of the Client.

The Events Center must approve all vendors contracted for an event.  The Client is responsible for ensuring that all vendors review and comply with the Events Center policies and facility guidelines.

Vendors must bring their own equipment such as ladders, dollies, hand trucks, and the like.  

All deliveries, pick-ups, and decorations/props must be scheduled in advance by the Events Center Coordinator. Vendors should enter through the loading dock on the southeast side of the building, unless other arrangements have been made.  Items must be picked up the next business day following the event.

Set-up times for an event must be coordinated with the Events Center Coordinator.  If the schedule permits, time will be given the day prior to the event to set-up/decorate. The final layout for the event is required seven (7) days prior to the event. 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.
 
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 at the conclusion of the event.  All garbage must be removed to the dumpster by the loading dock following the event. 

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. 

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 Events Center Coordinator and billed to the Client.

Announcements and advertisements for event promotional purposes are not permitted prior to the signed Facility Rental Agreement and deposit are received.  Once received, the Client 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.

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.

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.

Any illegal drug activity will be reported to UNMC Campus Security and the Omaha Police Department.