Reservation Procedures
Reservations are taken from 8:00 a.m. to 4:30 p.m., Monday through Friday.
To make a reservation E-mail Barbara Barto, call us at (620) 235-4791 or
stop by the Overman Student Center Administrative Offices. If your reservation
is a major event, please schedule an appointment with the Scheduling Coordinator
and the Catering Manager to discuss your needs.
For all non-PSU affiliated groups or individuals the following reservation
policy applies:
Reservations may be made only 4 months in advance for space in the Overman
Student for dates between August 15 through October 31st and April 1 through
April 30th. All other dates that do not fall within the prior time frame
can be reserved a maximum of one year in advance.
Your reservation remains tentative until you provide us with all set-up
information and obtain necessary approvals. All reservations are subject
to Overman Student Center operating and rental policies as described in
this guide.
To ensure first choices and equipment needs, make your reservations early.
Reservations are subject to space, room, and equipment availability. Whenever
possible, observe the following guidelines:
| Minor room set-up |
2 working days |
| Food Service requirements |
10 working days |
| Guarantees |
2 working days |
| Ballroom(s) or Major portions of the building |
10 working days |
| Beyond Stated Operating Times |
2 weeks |
If you must cancel, please let us know as soon as possible so your space
will be available for another group’s use. Cancellations within
48 hours of the event may result in a fee to the user, as result of expense
to date.
Catering Services
The Overman Student Center’s Food Service is capable of providing
a wide variety of catering service, from simple refreshments to large
banquets. Arrangements for catering can be made through the Sodexho office
in person or by calling (620) 235-4995. Be sure to indicate your catering
needs when reserving your room(s) and ask about the Catering Guide.
The contracted Food Service (Sodexho) is the exclusive vendor of all
beverages and food items served in the building. No Group may bring in
outside food or drink into the building. Individuals may bring food in
the building for their own consumption. (Pizza may not be brought in and
no food may be delivered to the Student Center.)
Refreshments and menus should be arranged at least 10 working days in
advance. The person making the arrangements will be responsible for payment.
Food Service invoices for their services separately from those of the
Student Center.
Ethnic Food
The Overman Student Center and Sodexho Food Service are committed
in assisting our student organizations and departments in having the most
successful events possible. Realizing the diversity of the groups that
exist at PSU, we will strive to assist in the specialization of each event
taking place in the building.
For student organizations (and departments) who due to the nature of
the group, e.g., international groups, ethnic groups, etc., may have special
culinary needs, Sodexho will attempt to provide unique meals relevant
to those needs.
Any organization requiring a special menu not normally used in day-to-day
catering should meet with the catering manager a minimum of three weeks
prior to the event to discuss options for the event. At that time, groups
should be prepared to discuss and request numerous specific dishes and
or recipes. A mutual agreement between the student organization and Sodexho
will be reached on the number of foods to be prepared and the cost involved
as well as any unique and/or difficult items needed for preparation. In
addition, the students may request to have someone present during the
preparation of the food with Sodexho, a “student consultant”
of their choosing to offer guidance with the authenticity of the cuisine.
In addition, the OSC and Sodexho may approve in advance, that the sponsoring
organization may bring in an off the shelf, prepackaged item(s), e.g.,
candy, etc., for use at the function.
In order to help the organization save on costs, Sodexho will also allow
the group to provide its own servers at the event.
Audio Visual and Other Special Equipment
Conference rooms at the Overman Student Center come equipped with a 27’’
TV and VCR, as well as a white board and pull down screen. The Crimson
and Gold Ballroom and Governor's Room come equipped with a video projector
for computer and internet presentations as well as VHS video. Two portable
video projector are available for all other meeting rooms. Laptop computers
with either Windows or Macintosh are available for use as well. All equipment
is available on a first reserve basis.
Other Equipment
The OSC has available for use: Overhead Projector, 35 mm Carousel Slide
Projector and a large White Board. Arrangements for delivery of opaque
projectors and screens for 35 mm slides, over-head transparencies, film-strips,
opaque materials, and 16 mm films can be made through the Office of Instructional
Media?(332 Hartman Hall, ext. 4839). Equipment arrangements must be made
24 hours in advance. Please indicate to the Scheduling Coordinator when
needing additional equipment. When making reservation arrangements please
indicate whether your organization will need to make use of this equipment.
Closed-circuit Television - Twelve channels of color video distribution
are available in the Student Center rooms. Playback requests for TV programs
may be made to the CCTV Coordinator’s Office (332 Hartman Hall,
ext. 4840). Request for viewing must be made 24 hours before use.
Table Coverings
Table clothes may be rented from Sodexho. Please call 235-4995 for specifics
on size, color?, and price.
General Policies Governing the use of Student Center Facilities
The facilities and services of the Overman Student Center are open
to the University and community public subject to University and Student
Center policies and procedures.
The Overman Student Center reserves the right to cancel a reservation
that conflicts with general policy.
The organization and/or its officer(s) shall be held financially
responsible for any damages resulting from their event.
A reservation should be canceled at least 48 hours before the event
or a fee may result to the user for expenses to date.
Decorations in the Student Center must have approval by the Scheduling
Office. Nothing is to be affixed to the drapes, vinyl wall covering,
ceilings, wood surfaces or painted walls. All decorations must be fire
retardant and safe. The organization is responsible for the removal
of all decorations and props immediately following the event.
No candles, open flame, or the burning of any substance is allowed.
This includes smoking or tobacco products of any kind. Candles in globes
may be approved. Please check with the scheduling coordinator for prior
approval.
No fog machines, dry ice or smoke machines are allowed.
The organization agrees to abide by and to enforce the University
policies on the consumption of alcoholic beverages and gambling of any
kind.
All reservation for meeting rooms in the Student Center should be
made at least 48 hours in advance. All other campus facilities should
be reserved 72 hours in advance.
The Student Center cannot guarantee specific rooms; however, room
preferences will be taken. Meetings are posted daily at all entrances,
the Information Desk and at the specific meeting room.
There is a management overtime fee per hour charged to University
departments and off campus groups desiring use of the building at times
other than regular hours of operations. Off campus groups are also charged
room rental fees. (Verify rates with the Scheduling Office in the Student
Center.)
The Student Center invoices after an event. All bills must be paid within
30 days or groups will be denied the right to schedule additional meeting
or activity space.
When the Administrative staff are not present at events in the building,
the Student Manager is responsible for the supervision of the Overman
Student Center. In matters of scheduling conflicts and similar problems,
their decision is final.
The group sponsoring an activity or event is responsible for the
actions of their guests or participants and/or their proper use of the
facilities, furnishings, and equipment.
The Overman Student Center does not assume responsibility for damages
to or loss of any materials or equipment left by groups.
Groups who abuse their usage of the facilities may be denied future
use.
All applicable federal, state and municipal laws and ordinances,
along with all rules, regulations, and policies of the University will
be observed and enforced in the facilities
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