Christ Chapel Event Guidelines

Christ Chapel, built in 1866, is recognized on both National and City of Boise Registries of Historic Places. Preserved and restored by the Christ Chapel Historical Society, it features beautiful stained glass windows and architectural features from the 1860s and 1870s. With its rich history and ideal location on Boise State campus, the chapel offers an intimate setting for your wedding, religious ceremony, or lecture.

Student Union Events coordinates all requests for event spaces and event services within the Christ Chapel. University Event Services exercises facility, equipment, and personnel maximization when scheduling and confirming event spaces and services, seeking to accommodate the greatest number of reservation requests and needs.

Charges associated with space, equipment, or services; how much to charge; or whether to discount any charges, are based only on the reserving party type (i.e. recognized University departments, affiliates, student organizations, education/not-for-profit organizations, government agencies or organizations, or outside parties). Some services are charged consistently across parties and are not applicable for discount. All costs and charges are itemized, explained in writing, and can be appealed.

Use of the Christ Chapel meeting and event facilities does not imply endorsement or sponsorship by Boise State University.

Both internal parties and external parties to Boise State University are eligible to request reservations in the Christ Chapel. Internal reserving parties shall consist of University-recognized departments, active student organizations, or affiliates of Boise State University. External Reserving parties shall consist of education/not for profit organizations, for-profit organizations, government agencies or organizations, community members, or other outside parties to the University.

Student Union Events accepts reservation requests throughout the calendar year and will generally confirm reservations up to 12 calendar months prior to the event date.

Contact Student Union Events at (208) 426-1677 or studentunionevents@boisestate.edu, browse available spaces online or submit a reservation request online to begin your event planning process today. Online reservation requests are available only to internal reserving parties. Online requests shall be answered within one (1) business day or 24 hours of the originating request. Student Union Events invites reserving parties to schedule phone and in-person appointments with an event coordinator to discuss recommended services and options to best meet your event needs. Student Union Events will also accept walk-in appointments upon availability.

Reservation requests shall be approved in writing by an event coordinator. The reserving party is responsible to review the banquet event order document and communicate any requests for changes to the event coordinator. Request for changes to the banquet event order such as reservation details, times, equipment, and/or service orders must be communicated to the event coordinator no less than seven (7) business days prior to the event. Requests for personnel services must be confirmed 14 business days prior to the event.

Reserving parties may plan events with the potential for elevated amounts of risk. Student Union Events defers to the judgment of the Boise State University Office of Risk Management and Insurance for the assessment of risk and associated recommendations for events occurring within the Christ Chapel. The Office of Risk Management is available to consult with reserving parties about the potential for risk and recommendations for risk minimization. Recommendations and decisions made by the Office of Risk Management are based on the risk of property damage and assessing the health and safety factors of events, not on the viewpoint or content of the expression of the reserving party. Health and safety factors are listed on the Office of Risk Management’s website. Boise State reserves the right to deny event reservation requests which exceed the University’s risk tolerance. The Office of Risk Management’s determinations in that regard will be in writing and can be appealed.

Boise State University requires proof of insurance from companies, organizations, or other groups for use of campus fac

ilities for events and activities. Boise State also requires proof of insurance from contractors, vendors, or performers providing products or services for your event. A Certificate of Insurance serves as proof of insurance for maximum coverage and limitations of an organization’s insurance policy. Certificates of Liability Insurance provided to Boise State must meet requirements set forth by the Office of Risk Management and Insurance and the State of Idaho. Certificates of Insurance shall be provided by the reserving party’s insurance agency to the Office of Risk Management.

If the reserving party does not carry insurance or the reserving party’s insurance does not meet the State of Idaho’s minimum insurance requirements, the University offers reserving parties with the option to purchase event insurance through the Tenant User Liability Insurance Program (TULIP). Fees are determined and collected by the contracted entity, not by Boise State University. If the reserving party does not meet the underwriting criteria to be eligible for TULIP coverage, the Office of Risk Management will determine whether to waive the insurance requirements based on the health, safety, and risk hazards of the event. The Office of Risk Management’s determination will be in writing and can be appealed.

Boise State University has insurance coverage through the State of Idaho’s self-insured program. The program provides limited coverage for recognized Boise State University groups including University-recognized departments, student organizations, and faculty and staff members who are acting within the course and scope of their duties. All sanctioned University events on campus are covered by the State of Idaho’s self-insured policy provided that they are sponsored by an aforementioned University group, funded through a departmental or student organization account, and supervised by a faculty, staff member, or student organization advisor during the event.

Food and beverage is only permitted outside the Christ Chapel grounds.

Please see Catering Guidelines.

Food and beverage is only permitted outside the Christ Chapel grounds.

Please see Outside Food and Beverage Guidelines.

Food and beverage is only permitted outside the Christ Chapel grounds.

Please see Outside Food and Beverage Guidelines.

Upon request, Student Union Events shall arrange event parking needs through the Department of Public Safety for your event in the Christ Chapel. Your event coordinator is available to discuss with you, prior to your confirmed event, the range of event parking options. The event coordinator shall submit the request for event parking on your behalf and include arrangements in your banquet event order. Rates are based on the reserving party type and on the services requested. All event parking costs and charges are itemized, explained in writing, and can be appealed.

Please see Event Parking Guidelines.

Reserving parties may elect to decorate their event space with signs, banners, and other decorative items within limitations established to preserve University property.  All other decorations and signage shall be provided or arranged by the reserving party. Your event coordinator is available to discuss with you, prior to your event, your plan for decorations and signage, including specialty decorations.

• Signage and decorations are allowed in your reserved spaces and their immediate entrances only.
• Should easels be used, they must not be placed in building entrances or in hallways that might impede access to or through the Christ Chapel.
• Signage and decorations may not restrict or prevent safe navigation of hallways, entrances, and stairways of the Christ Chapel.
• Signage and decorations may not restrict view or utilization of exit signs, fire extinguishers, sprinkler heads, or permanent directional signage in the Christ Chapel.
• Signage and decorations may only be attached to easels, finished wood, metal, glass, or painted surfaces using removable, residue-free, non-marking, non-marring methods (e.g. clients may use easels reserved through Student Union Events for signage, or may self-supply easels, twine, fishing line, removable mounting squares, or art putty). Use of scotch tape, duct tape, and glue-based products is prohibited.
• Signage and decorations must be made of flame retardant materials.
• Fog machines, incense, smudging, open flame, lit candles, and pyrotechnics are not permitted anywhere in the Christ Chapel.
• Glitter, confetti, sequins, and other fine or particulate decorative materials are not permitted in your event space due to the difficulty of cleanup. Additional cleaning costs will be charged if these are used.
• Helium balloons must be properly tethered at all times to avoid release within the facility. Additional labor costs will be charged for retrieval by Christ Chapel personnel.
• Signage and decoration provided by the reserving party must be removed from your event space and from the Christ Chapel following the conclusion of your event.

All cleaning costs and charges are itemized, explained in writing and can be appealed.

Student Union Events must approve special requests for signage and decorations. In making this determination, University Event Services shall consider the ability of the facility to support the request and the staff’s ability to accommodate the request, not the viewpoint or content of expression of the reserving party.

The Christ Chapel is designated as non-smoking, therefore reserving parties and their guests shall abide by Boise State University Policy #9110: Smoke-Free Campus. Use of e-cigarettes, e-cigars, and e-pipes shall be permitted in outdoor spaces only.

Weapons are prohibited in the Christ Chapel, including all event spaces and attached facilities with direct access such as the Special Events Center (SpEC), per Boise State University Policy #12080: Possession of Firearms/Weapons on University Owned or Controlled Premises. The Boise State Office of the General Counsel is the only University entity that will give official explanations of this policy. The University is not bound by the statements of any employee outside of the Office of the General Counsel regarding weapons policy.

Use of the Christ Chapel meeting and event facilities does not imply endorsement or sponsorship by Boise State University.

Boise State Brand Standards are available to internal reserving parties to support the consistent representation of Boise State in all formal and informal communications, web, advertising and marketing, and other promotional materials related to your event reservation.

External reserving parties who wish to use the Boise State name, trademarks or any indicia, goods and merchandise, whether for promotional or for resale purposes, or in association with third-party services must be communicated to your Event Coordinator for review and approval by the Director of Trademark Licensing and Enforcement.

Filming and photography on campus for internal and external reserving parties is regulated by Boise State University Policy # 10030: Commercial Filming and Photography.

The Boise State University Bookstore has the exclusive right to sell books and other merchandise on the Boise State campus. Reserving parties who wish to sell or arrange for third-party sale of merchandise or books during their event must submit a Retail Sales Exemption Request to the Bookstore Director (approval required). By selling the goods purchased for resale, the seller must not compete in any way with other established University businesses. Should the University Bookstore not be able to accommodate the sale of the requester’s merchandise, the Boise State Bookstore reserves the right to charge commission on all sales. External parties (non-university parties) must also file a copy of the State of Idaho Seller’s Permit Number or a Temporary Seller’s Permit Number with the Student Union Events office. Permits are available through the Idaho Tax Commission at (208) 334-7660. For more information, contact the Bookstore Director at (208) 426-4362.

Student Union Events will attempt to accommodate changes to confirmed reservations in order to meet the needs of the reserving party. Requests for changes to the banquet event order such as reservation details, times, equipment, and/or service orders must be communicated to the event coordinator no less than seven (7) business days prior to the event. Requests for personnel services must be confirmed 14 business days prior to the event. In making this determination, Student Union Events shall consider the ability of the facility to support the request and the staff’s ability to accommodate the request, not the viewpoint or content of expression of the reserving party. Certain changes will result in additional charges beyond those listed on the original banquet event order. See the Other Costs and Charges section of these event guidelines for information. Such costs and charges are itemized, explained in writing, and can be appealed.

Reserving parties may cancel their event confirmation by a written notice submitted to studentunionevents@boisestate.edu.

Cancellations by University-recognized departments, affiliates, and student organizations should be made according to the following courtesy timeline:

• Cancellation of ballroom events: 3 months
• Cancellation of meeting room events: 1 week
• Cancellation of audiovisual services: 1 week
• Cancellation of catering services: see University Catering policies

Recognized University departments, affiliates, and student organizations who fail to cancel their event at least twenty-four (24) hours before the event, or fail to utilize their confirmed event reservation, will lose reservation privileges with the Christ Chapel for up to four (4) calendar months or one academic semester after multiple offenses. Offending parties will receive a verbal warning on the first and second offenses, with notification of loss of privileges on the third offense. Such notifications and decisions will be communicated in writing and can be appealed. Offending parties will be responsible for costs and charges for any services rendered prior to cancellation. Such costs and charges are itemized, explained in writing, and can be appealed. Offending parties shall be eligible for reinstatement of reservation privileges prior to four (4) calendar months by meeting with an event coordinator to review event guidelines, timelines, and procedures.

Cancellations by external reserving parties shall require fulfillment of payments for costs and charges set forth in the approved reservation confirmation according to the conditions listed herein:

• If cancellation occurs more than six (6) months prior to the event, the reserving party may cancel without responsibility for costs and charges set forth in the approved confirmation.
• If cancellation occurs more than three (3) months but less than six (6) months prior to the event, the reserving party must fulfill twenty-five percent (25%) of the space rental fees set forth in the approved confirmation
• If cancellation occurs more than seventy-two (72) hours but less than three (3) months before the event, the reserving party shall pay fifty percent (50%) of the space rental fees set forth in the approved confirmation.
• If cancellation occurs seventy-two (72) hours or less before the event, then the reserving party shall pay seventy-five percent (75%) of the space rental fees set forth in the approved confirmation, plus any disbursements or expenses incurred by the Christ Chapel in connection with the reserving party’s event(s) up the time of cancellation.

If an emergency occurs and the University must cancel the event, Student Union Events will contact the reserving party as soon as possible, offering the opportunity to reschedule or move the event to a comparable event space if applicable. In such cases, reserving parties will not be assessed costs and charges associated with the canceled reservation and the University’s liability will be limited to the amount of the deposit.  If the University must cancel the event for business purposes of the University, Student Union Events will contact the reserving party as soon as possible, offering the opportunity to reschedule or move the event to a comparable event space if applicable. In such cases, reserving parties will not be assessed costs and charges associated with the canceled reservation and the University’s liability will be limited as follows:

If an emergency occurs and the University must cancel the event, Student Union Events will contact the reserving party as soon as possible, offering the opportunity to reschedule or move the event to a comparable event space if applicable. In such cases, reserving parties will not be assessed costs and charges associated with the canceled reservation.

Reserving parties may request a waiver or exemption during the planning process from any requirement, charge, or cost associated with their reservation. Waivers and exemptions may be requested for the following reasons only:

• Reserving party desires exemption from exclusivity contract with university catering services provider
• Reserving party desires to provide own security services; see Security section
• Reserving party cannot obtain insurance; see Risk Management and Insurance section
• Reserving party desires to provide third-party audiovisual services; see Audiovisual Services section
• Internal reserving party desires to cosponsor an event with one or more parties
• Reserving party requests in-kind donations and/or trade of services from the Christ Chapel
• Reserving party desires to hold events or access the event space outside of established Christ Chapel operating hours
• Reserving party desires special requests for signage and decorations.

To request a waiver, the reserving party shall follow prescribed processes within these guidelines or file a written email correspondence to studentunionevents@boisestate.edu. It is recommended to make the request 12 or more business days prior to the event date because the University’s decision may take up to 3 business days and if the waiver decision is appealed, the University’s decision on appeal may additionally take up to 3 business days. In making this determination, the Christ Chapel Administration shall consider the ability of the facility to support the request, the staff’s ability to accommodate the request, the ability of the Christ Chapel to maintain necessary business operations, the ability of the outside vendor to meet third party insurance requirements (see Risk Management and Insurance section) and the ability of the Christ Chapel to uphold exclusive contracts and agreements for services. The determination shall be made on these factors only, not the viewpoint or content of expression of the reserving party. In the event the Christ Chapel Administration denies the waiver request, a written decision shall be provided with 3 business days of the request setting forth reasons for the denial.

The reserving party shall have the right to appeal any denial of the reservation request, any equipment requirement, security requirement, personnel requirement, and associated costs or charges, and any denial of waiver request.

To appeal, the reserving party shall file a written email correspondence to studentunionevents@boisestate.edu.

The Associate Vice President of Campus Services shall consider the appeal based upon factors provided in these guidelines and whether the original determination was accurately based on those factors. The determination of the Associate Vice President of Campus Services is final and will be communicated within three (3) business days of the appeal via written communication to the reserving party.

If the Associate Vice President of Campus Services participated in the initial decision regarding a reservation request, equipment requirement, security requirement, staff requirement, or associated costs or charges, or waiver request, then a different designee of the Vice President of Campus Operations, who did not participate in the initial decision, will consider the appeal. The determination of the Vice President’s designee is final and will be communicated within three (3) business days of the appeal via written communication to the reserving party.

Student Union Events will ensure mailed delivery of a written, itemized invoice to the reserving party within 10 business days following the conclusion of the reservation. An electronic preview invoice will be delivered to the reserving party by Student Union Events no less than two (2) business days following the event. The itemized invoice will include all event-related costs and charges actually incurred from services rendered. Internal reserving parties will have five business days to review the invoice before payment is automatically administered using the University’s interdepartmental charge (IDC) process. External reserving parties will have 30 days to review and pay the final invoice via check to Boise State University or electronic payment through a secure online payment portal link shared by your event coordinator. All charges are based on the business operations of the Christ Chapel and event service partners. Such charges are itemized, explained in writing, and can be appealed.

• Before the reservation can be confirmed, the requesting party must provide a valid University department identification number (internal reserving parties) to your event coordinator. The event coordinator will also confirm desired account codes for associated charges. Outstanding invoices must also be paid in full before a new reservation can be confirmed.
• External requesting parties must additionally provide full payment on the day of booking for facility rental costs according to their established rate in order to secure their confirmed reservation. Deposits must be paid via check made out to “Christ Chapel Historical Society”. Checks may be mailed to Student Union Events
• All charges are subject to current state and local taxes, including local tourism and convention tax, where applicable.
• All charges, costs, and any discounts for services arranged through Student Union Events are provided to the reserving party via an itemized invoice. Upon review of applicable charges, the reserving party has the ability to dispute charges via the process for appeals if they deem them as incorrect.
• Student Union Events strives to provide one bill for all services rendered; however, event-related services coordinated and confirmed by providers other than University Event Services shall be invoiced or assessed by the service provider and shall be paid separately by the reserving party.