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Health Science Center

Facilities Rental Policy and Procedure

Policy:

Facilities within the Health Science Center are provided primarily for instructional services offered by the five partner institutions (Franciscan Skemp Healthcare, Gundersen-Lutheran Medical Center, University of Wisconsin-La Crosse, Viterbo University, and Western Wisconsin Technical College).  Additional priorities for usage include:  student organizations, student-sponsored activities, and instructional support activities related to the mission of the Health Science Center (HSC).  After these needs have been met, HSC facilities may be used by outside organizations on a fee basis*.

 

Procedure:

            The following steps will guide the process of reserving a room in the Health Science Center (HSC):

1. Ann Peterson,  HSC Room Scheduler, is the first point of contact in reserving a room in the HSC and may be reached at HSCSchedule@wwtc.edu or 789-6172.  At the time of the request, all pertinent information will be recorded on the Room Request Form.  This information includes, type of room needed, set-up requirements, time and date needed, parking issues, and AV equipment requirements.
2. The HSC Room Scheduler will search the room schedules to determine if the type of room needed is available at the time requested.  Room assignments will be made after instructional needs are met.
3. If a distance education room is required (Rm. 2002, 2006, or 2058), all pertinent information will be e-mailed to Terry Smith (smith.ter2@uwlax.edu) to check availability.  Any telephone/line charges/support charges will be determined at this time.
4. Requests for large groups will be reviewed by the Chair of HSC, Inc. (Denise Vujnovich, 785-9155 or VujnovichD@wwtc.edu) to determine if the requester must provide evidence of liability insurance. 
5. The HSC Room Scheduler contacts the requester and confirms the room reservation.
6. Catering requests are the responsibility of the renter.
7. If a determination is needed for permission to serve alcohol, or for evidence of liability insurance, the HSC Room Scheduler will contact the Chair of HSC, Inc. for approval.. 
8. Audio-visual equipment requests are referred to Terry Smith at 785-5145 or smith.ter2@uwlax.edu.
9. A confirmation letter, outlining the arrangements, is sent to the requester along with applicable floor plans, parking permits, and two copies of the room rental contract.  The requester signs and returns one copy. 
10. A work order is issued to Housekeeping staff regarding set-up requirements.
11. The event is kept on the classroom/lab lecture schedule, with special event updates are available on the website at http://learn.wwtc.edu/VEMSlite/Today.asp
12.  As soon as confirmed the HSC Room Scheduler emails Janet Itnyre (Itnyrej@wwtc.edu) at the WWTC Business Office, in memo format, to issue an invoice to the requester for applicable charges.  Partners may be billed quarterly.
13. The WWTC Business Office follows up on payment accordingly. 

General Information – Room Rental Agreement

 

Food

Patrons have the option of ordering food through Chartwells Service located in the Cartwright Center of the University of Wisconsin-La Crosse (785-6841), at least 14 days prior to the event.

 

Beverage

The consumption of alcoholic beverages of any kind in the HSC must receive prior approval from the Chair of HSC, Inc., Denise Vujnovich at 785-9155 or VujnovichD@wwtc.edu.

 

Rooms and Rental

Rooms are assigned according to the anticipated number of guests.  If there are fluctuations in the number of guests, HSC, Inc. reserves the right to reassign the room.

 

Lost and Found

The HSC has a lost and found at the first floor information desk.     HSC, Inc. is not responsible for damage or loss of any articles or merchandise left in the HSC.

 

Engineering and Audio-Visual

Special engineering requirements must be specified to the Audio-Visual Technicians on site at the HSC at least 10 working days prior to the event.  AV accommodations are available and rates will be based on the extent of the AV needs.  Installation of software on HSC computers is prohibited.

 

Liability

HSC Inc. reserves the right to inspect and control all private functions.  Liability for damage to the premises will be charged accordingly.  HSC Inc. cannot assume responsibility for personal property and equipment brought on the premises.

 

Patron may be required to provide a one million dollar ($1,000,000) insurance policy naming the HSC, Inc. as the insured.  The policy should minimally include coverage for bodily injury and property loss. The renter will provide the HSC, Inc. with documented proof of insurance within ten (10) days of the signed contract date.  HSC, Inc. will not provide insurance coverage for the renter or the renter’s delegates, staff, or guests. 

 

Hold Harmless Agreement

The Patron agrees that all participants are under the direct and complete supervision and control of the Patron.  As such, Patron is liable for all damages resulting from participant utilization of the facilities and services provided by the HSC, Inc..  Patron shall also reimburse the HSC, Inc. for all damages to facilities and services of the HSC, Inc. resulting from the use of those facilities and services by Patron and/or its participants.  In addition, the terms and conditions of the agreement do not require the HSC, Inc. to relinquish its control of its facilities and services to the Patron.  The HSC, Inc. assumes no responsibility for loss or theft of personal property, or damages to personal property of Patron or any of its participants.  Patron shall indemnify and hold harmless HSC, Inc., buildings, properties, or facilities.  The University of Wisconsin-La Crosse assumes no liability whatsoever for any property placed by Patron in University buildings, properties, or facilities.

 

The Patron does hereby indemnify, defend, and save harmless the HSC, Inc. and their officers, employees, and agents from and against all loss or expense (including costs and attorney’s fees) by reason of liability imposed by law upon them for damages because of bodily injury including death at any time resulting there from, sustained by any person or persons or on account of damages to property, including loss of use thereof, whether caused by or contributed by the HSC, Inc. or their agents.

 

Labor Charges and Packages

HSC Inc. has the right to apply labor charges for unloading vehicles, setting up displays, and moving materials to and from storage areas. 

 

Cancellations

The Patron agrees to notify HSC, Inc in writing to cancel this contract.  Patron assumes responsibility for, and will make payment for 50% of, total revenue estimated if contract is cancelled within fourteen (14) days prior to the scheduled event.

 

Security

Groups requiring security arrangements should coordinate with UW-L Police, 785-8000.  Security costs will be charged to the groups accordingly.

 

Political Parties or Candidates for Public Office

Leaders of political parties and candidates for public offices may hold public meetings on the premises, if facilities are available, subject to necessary routine procedures administered by the Executive Director or designee.  During any election campaign, HSC facilities may be made available for one public meeting on behalf of each recognized candidate for public office.  In a general election year, each political party may use HSC facilities for one public meeting on behalf of its candidates for national office, and for one public meeting on behalf of its candidates for stateside office.  State conventions of recognized political parties may also use the HSC.  However, the use of the HSC for the purpose of making or receiving political contribution is prohibited.

 

Use of Shops and Laboratories

No patron will be allowed to work in any shop or laboratory without supervision.  No employee shall use the shops or laboratories and the supplies therein as a means of making an income outside of his/her regular assigned duties.  No employee or student shall use HSC equipment, institutional materials, or shop facilities for purposes other than those related to school-supported student activities or instruction.

 

Candles

Due to fire regulations, use of open flame is not allowed. 

 

Room Assignment

We reserve the right to reassign/change room assignments with the consent of the patron, if a scheduling conflict arises.

 

Miscellaneous

Patron agrees to begin its function promptly on the scheduled time and agrees to have its guests, invitees, and other persons vacate the designated function space at the closing hour indicated.  The Patron further agrees to reimburse the HSC for any overtime wage payments or other expenses incurred by the HSC because of Patron’s failure to comply with these regulations. 

 

Patron assumes responsibility for any and all damages caused by it or any or its guests, invitees, or other persons attending the function, whether in rooms reserved or in any other part of the HSC.

 

In the event of breach of this agreement by the Patron, the HSC, Inc reserves the right to cancel same without notice, and without liability to the HSC. 

 

Billing

All requests for direct billing must be submitted to the WWTC Business Office, (608) 785-9273, ten (10) days prior to the function.  The undersigned agrees to make immediate payment upon receipt of invoice.

Health Science Center
P.O. Box 2736
La Crosse, WI  54602-2736
(608) 789-6172