How to Reserve the Facility
Inquiries and reservations for use of the Events Center must be made through the Events Center Coordinator.
To schedule an event, fill out the Scheduling Request form. When completed, it will be e-mailed to the Events Center Coordinator with details about the event. This is a request for information and availability; it does not guarantee the room reservation.
On the Scheduling Request form, the event sponsor designates the responsible contact person. This person’s signature on the form indicates that he/she has read the Facility Guidelines and assures that they will be followed.
Approval of Facilities Request
The Campus Events Center Coordinator reviews applications on a case-by-case basis, and reserves the right to deny any request for use of the facilities. For public events, the reservation is confirmed only when a signed copy of the Facility License Agreement is returned by the event sponsor’s designated contact person. The form also shows the anticipated fees, the required deposit, and the deadlines for payment.
The Vice Chancellor for Business and Finance at UNMC will not approve your request unless all required sections are fully completed or it is determined that the requestor is not financially responsible or unable to comply with the Facility Guidelines.
Deposit, Billing and Payment
A reservation will only be considered confirmed when UNMC receives the indicated facility rental deposit and a signed copy of the 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.
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 these Facility Guidelines. Such cancellation shall result in the forfeiture of all fees paid and the event will not be rescheduled.
Liability and Insurance
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. Individuals may purchase special event coverage online. (Use code 30884804).