Special Events Center Event Guidelines

The Special Events Center is a performance and event facility serving the community, performance, and business needs of Boise State University and the general public. The Special Events Center includes a proscenium theater performance and event space, in addition to dressing room facilities, lobby, and box office which may be requested and reserved by groups or individuals for use. Special Events Center Advisory Board member organizations receive priority access to reserving performance and event space within the Special Events Center, followed by University-recognized student organizations and departments.

Regularly scheduled academic class use of Special Events Center facilities is not supported. Academic classes (regularly scheduled, special, or seminar) include all classes coordinated through the Registrar’s Office or the Division of Extended Studies. Reservation of the event spaces for academic field trips may be requested through Student Union Events. Classes that require the unique facilities of the Special Events Center (such as those in theatrical lighting design and costume design) may use the facility if scheduled in advance with Student Union Events, so long as such use does not present major conflicts with other uses of the facility.

Student Union Events coordinates all requests for event spaces and event services within the Special Events Center. Student Union Events 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 Special Events Center 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 Special Events Center. 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.

Internal reserving parties who wish to sponsor third party use of university space for the purpose of events must submit a University-Sponsored Event Proposal to Student Union Events (approval required). Pending approval of the University-Sponsored Event Proposal, the internal reserving party shall be responsible for all aspects of the university-sponsored event including planning, communication, onsite organization, contracting, and payment of any unpaid invoices resulting from the university-sponsored event.

University-Sponsored Event Proposals shall require dean or executive director level approval when the majority of intended guests or participants (51% or more) are not clearly affiliated to the university. Clearly affiliated to the University represents Boise State students, faculty, staff, alumni, prospective students and their families/guests, invited contractors, and affiliates of Boise State as defined by Policy #7035.  Sponsoring VP approval shall additionally be required when the majority of intended guests do not have a clear affiliation to the university and when significant university resources shall be encumbered as a result of the university-sponsored event. Examples of such encumbrances include multi-day events, recurring events, and events that shall occupy 20,000 square feet or more of interior university space. The decision of the sponsoring VP shall be based upon whether the university-sponsored event shall be conducted in a manner or at a place or time that disrupts the educational, research, service, housing, and other legitimate functions of the university. The decision of the sponsoring VP shall be final and shall be communicated in writing.

Prior to confirming a reservation for university space and services for a university-sponsored event, all parties shall sign a facility use agreement.  Signatures shall be required from the dean or executive director from each sponsoring university party and by a representative from each participating third party. All service and equipment charges resulting from the university-sponsored event shall be assessed at the university rate.  Room rental charges will be assessed at 33% of the community rate creating a break-even model for services rendered. All charges are subject to current state and local taxes, including local tourism and convention tax, where applicable.

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. Parties requesting a reservation more than twelve calendar months in advance or annual reservations up to five years in advance must seek approval by Student Union Administration. When making the determination to confirm reservations more than twelve calendar months in advance, the Student Union Administration shall consider the size of the event (anticipated attendance), the amount of space needed, the logistical history of the event, and whether an organization has to make an earlier commitment to a speaker, artist, or vendor.

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. 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 three (3) business days prior to the event. Requests for personnel services must be confirmed 10 business days prior to the event.

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

Your event coordinator, and/or Special Events Center audiovisual personnel, are available to discuss with you, prior to your event taking place, ways to maximize your event through technology and audiovisual production services. Reserving parties may request audiovisual production equipment and services to support their event technology and production needs in the Special Events Center. In making the determination to meet this request, Student Union Events shall consider the ability of the facility to support the request and ability of the staff to accommodate the request with available personnel and equipment, not the viewpoint or content of expression of the reserving party. Audiovisual production equipment, personnel needs, and goals should be communicated to your event coordinator at the time of the reservation request, and no later than twelve (12) business days prior to your event. Requested audiovisual services and personnel shall be confirmed ten (10) or more business days prior to the event. Requests outside of this window will be accommodated only when possible.

Personnel requirements and associated charges shall apply when Special Events Center audiovisual production services have been requested. Charges for requested Special Events Center audiovisual production services personnel are billed per hour (including hours for setup and strike, as well as hours of production time), per required staff member needed to meet the audiovisual request.

Certain audiovisual production services and needs shall require assistance only from Special Events Center audiovisual production services personnel. Audiovisual production services personnel shall be required when one or more of the following conditions apply:

• The event requires audiovisual services and attendance is projected at 100+ guests
• The event requires soundboard audio control (concerts, performances, etc.)
• The event requires multiple active microphones (panels, Q&A, performances, etc.)
• The event requires light board control or specialized lighting requests
• The event requires utilization of the theatrical rigging and drapery system
• The event requires utilization of the clear-com wireless communication system
• The event requires utilization of the stage monitor system
• The event requires loading dock access or support for load-in or load-out of equipment, theatrical sets, décor, costuming, and/or props.

The Audiovisual Production Services department reserves the right to make the determination as to the correct number of staff necessary for the success of the event.  The AVPS department will make their determination of the number of staff needed to the client prior to the event.  If prior to or during the event, more staff is deemed necessary, the AVPS department will add the necessary staff at cost to the client.

Reserving parties may elect to schedule audiovisual production services and equipment, provide their own audiovisual production services and equipment, or utilize a third-party vendor to meet their audiovisual production services and equipment needs, so long as these services and equipment do not interfere with necessary business operations of the Special Events Center. Third-party vendors must be approved by Student Union Events, and shall be confirmed in writing. In making this determination, Student Union Events will consider the ability of the third-party vendor to meet third party insurance requirements (see Risk Management and Insurance section), not the viewpoint or content of expression of the reserving party or the selected vendor.

All events or activities in the Special Events Center require at least one (1) member of the Audiovisual Production Services department to be onsite for the duration of the rental, plus one hour prior to the start of the event and one hour after the event ends.  This personnel will be charged at the current hourly rate to the client.

Clients, contractors and third-party vendors are not permitted to access production locations (booths) and audiovisual storage in the Special Events Center without the pre-approval of the Audiovisual

Production Services department. Third-party vendors and reserving parties may not operate Special Events Center audiovisual production services equipment in such locations (e.g. soundboards, lighting boards, portable sound systems, recording equipment, specialty lighting, stage rigging, etc.) without the pre-approval of the Audiovisual Production Services department. Special Events Center pianos may only be moved by audiovisual personnel and are not available for use or loan outside of the facility.

If the reserving party and/or the third-party vendor fails to meet the audiovisual production service needs of the event and Special Events Center audiovisual production services personnel are required to support the event by request of the reserving party in response to such failure, costs and charges for the resulting services will be assessed to the reserving party.

Appropriate fees for Special Events Center audiovisual production services, personnel, and equipment will be assessed based on the business operations of the Special Events Center. All such fees are itemized, explained in writing, and can be appealed.

If your groups plans to consume food and/or beverages within the proscenium theatre space, please let your event coordinator know.

Please see Catering Guidelines.

Please see Outside Food and Beverage Guidelines.

Food and beverages may be served in the lobby of the Special Events Center or in Blue, Green, and Red Rooms. Alcoholic beverages may also be served in the lobby of the Special Events Center with the proper approval. If your groups plans to consume food and/or beverages within the proscenium theatre space, please let your event coordinator know.

Please see Catering Guidelines.

Upon request, Student Union Events shall arrange event parking needs through the Department of Public Safety for your event in the Special Events Center. 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 Parking Guidelines.

Reserving parties may elect to utilize theatrical sects and props and may decorate their event space with signs, banners, and other decorative items within limitations established to preserve University property. Student Union Events shall provide standard directional signage upon request. All other theatrical sets, props, decoration and signage shall be provided or arranged by the reserving party.

• Theatrical sets, props, signage, and decorations are allowed in your reserved spaces and their immediate entrances only.
• Easels may be used to display informational signs at the entrance of a lobby or performance space only. Easels may not be placed in building entrances or in hallways of the Special Events Center.
• Theatrical sets, props, signage, and decorations may not restrict or prevent safe navigation of hallways, entrances, and stairways of the Special Events Center.
• Signage and decorations may not restrict view or utilization of exit signs, fire extinguishers, sprinkler heads, or permanent directional signage in the Special Events Center.
• 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 University Event Services 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.
• Portable/rolling theatrical sets must be secured with locking mechanisms to ensure the safety of the performers at all times.
• Ceiling-mounted or rigging-mounted theatrical sets, props, signage, and decorations must be hung by Special Events Center personnel.
• Theatrical sets, props, signage, and decorations must be made of flame retardant materials.
• Fog machines, incense, smudging, open flame, and pyrotechnics are not permitted anywhere in the Special Events Center.
• Lit candles are permitted with approval from Student Union Events and must be contained within a  fireproof covering or barrier. LED candles are recommended.
• 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 Special Events Center personnel.
• Theatrical sets, props, signage and decorations provided by the reserving party must be removed from your event space and from the Special Events Center following the conclusion of your event.
• Liquids are not permitted on the stage of the Special Events Center to ensure the safety of performers at all times.
• Prop weapons (e.g. prop guns, swords, knives, etc) are not permitted for use in performances or events unless approved in writing from Public Safety prior to your event taking place.

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

Student Union Events must approve special requests for theatrical sets, props, signage and decorations. 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.

The Special Events Center 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 Special Events Center (SpEC), per Boise State University Policy #12080: Possession of Firearms/Weapons on University Owned or Controlled Premises, as the Special Events Center is considered an attached facility to the Student Union. 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 Special Events Center 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.

This section of the Special Events Center Event Guidelines is created in accordance with Boise State University Policy 9200: Bookstore Operations and Boise State University Policy 6130: Purchasing.

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.

This section of the Special Events Center Event Guidelines is created in accordance with Boise State University Policy200: Bookstore Operations and Boise State University Policy 6130: Purchasing.

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.

When applicable, reserving parties shall be billed costs and charges beyond those detailed on the original reservation confirmation. Such costs shall be included on the final invoice. Examples include:

• Add-on space, storage, equipment, personnel, shipping, or services requested by the group or individual
• Reserving party requires access to event space before or after Student Union Building hours of operation
• Reserving party requires equipment or services due to insufficient support by the reserving party or other third party
• Labor for equipment delivery and event setup outside the Student Union
• Labor and materials for additional cleanup resulting from the event. Charges are billed per hour, per required staff member needed for completion.
• Damages incurred to the event space or equipment resulting from a meeting or event (costs will be charged directly to the damaging party only).
• Costs incurred by the University in responding to a violation of University policy or a law (costs will be charged directly to the violating party only).

All charges are based on the business operations of the Special Events Center, Student Union, and event services partners. Such charges are itemized, explained in writing, and can be appealed. Rates schedules, which are updated annually, are available upon request or through the Student Union Events website.

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 Student Union
• Reserving party desires to hold events or access the event space outside of established Student Union operating hours
• Reserving party desires special requests for theatrical sets, props, 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 Student Union Administration shall consider the ability of the facility to support the request, the staff’s ability to accommodate the request, the ability of the Student Union 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 Student Union 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 Student Union 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 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 delivery of a itemized invoice to the reserving party within 18 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) weeks 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 Special Events Center/Student Union 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 a 50% deposit and/or advance payment for facility rental costs according to their established rate in order to secure their confirmed reservation. Deposits may be paid electronically through a secure online payment portal link shared by your event coordinator or through a check to “Boise State University.”
• University departments choosing to charge fees for admission or participation with the intent to generate revenue beyond the cost of the event will be charged room rental fees at the education rate.
• 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 Student Union Events shall be invoiced or assessed by the service provider and shall be paid separately by the reserving party.