Kirkhof Center Meeting and Event Use
Policy
Event Services
110 Kirkhof Center
(616) 331- 2350 (Office)
(616) 331- 2355 (Fax)
A. Rental Regulations and Restrictions
1. All scheduling of available meeting spaces in the Kirkhof Center, Cook DeWitt Center and outdoor
spaces takes place at Event Services located at 110 Kirkhof Center inside the Office of Student
Life and Event Services.
2. The Kirkhof Center serves as a non-academic facility. Reservations for classes are not permitted
except for classes that take place in Room 94 the Communications Studio.
3. The use of University facilities, property, or service by students is reserved for registered student
organizations.
4. Registered GVSU student organizations will not be charged a room rental fee when the event is
approved by Event Services.
5. University sponsored events will not be charged a room rental fee.
6. A function which is reserved by a University department for non-university group is not considered
a university sponsored event unless it meets the following three criteria:
a. All bills must be paid to the GVSU Accounting Office by the sponsoring university
department through an institutional account number.
b. The campus department reserving a meeting room must be a university faculty or staff
member with account signature authority.
c. The event must be accessible and open to the entire campus community.
7. Off campus groups not sponsored by Grand Valley State University requesting space in the
Kirkhof Center will be required to pay room rent. Current room rental rates are available at Event
Services. Additional costs will be charged for special lighting, food service, technical and media
services, campus police, and excessive clean up.
8. Non university groups may be required to pay all or a portion of estimated costs of their reserved
event in advance.
9. University facilities are not public in the sense that the utilization of facilities by off-campus groups
must be on a rental basis and approved in conjunction with appropriate University policies.
10. In the event of foul weather which results in the closing of campus, all events scheduled will be
cancelled in accordance with other university policies.
11. All requests for media services (microphones, data projectors, overhead projector, etc.) must be
made through Event Services.
12. Customers will be billed for any damages to or custodial charges for excessive clean up of Kirkhof
Center. Reservation privileges will be suspended until payment has been rendered.
13. The Event Services staff must approve only items put on the walls of the Kirkhof Center.
14. Only blue masking tape is approved for hanging materials on the walls of conference rooms.
15. All requests for food service must be made through Classic Fare Catering located at 55 Kirkhof
Center and at the phone number (616) 331-3342.
B. Priorities in the Use of the Kirkhof Center
1. Semester length classes are not allowed in the Cook – DeWitt Center and the Kirkhof Center
(except for the KC Media Studio).
2. When classes are in session, activities planned in public areas of the Kirkhof Center shall be
available and accessible to the public.
3. All space in the Kirkhof Center will be reserved on a first come, first serve basis with conflicts
being resolved through Event Services.
4. Event Services reserves the right to:
a. Make changes in the space assignments upon consultation with the requesting party.
b. Limit activities so that there is no duplication of events.
c. Cancel a non-university group sponsored activity which may conflict with major
university sponsored events.
C. Group Activity Regulations
1. GVSU adheres to Section 504 of the Federal Rehabilitation Act of 1973, which briefly state:
“No activity held in university facilities may discriminate against the handicapped.
2. GVSU adheres to Section 750-14611 of the Michigan Public Accommodations Act, which
briefly states: “Any such places shall not refuse accommodations or facilities from any person
on account of race, color, religion, national origin, age or handicap.”
3. GVSU adheres to Title II of the Americans with Disabilities Act of 1990, which requires that
publicity held programs must be made accessible to persons with disabilities.
NOTE: If your department or organization sponsors an event, it is your responsibility to
provide reasonable accommodations for persons with disabilities. It would be in your best interest
to offer those accommodations in advance with a publicized deadline for requests. (For example,
if your organization is sponsoring an event and deaf person has requested accommodation by the
published deadline, then it is the responsibility of the organization to provide an interpreter for this
individual.)
Contact Event Services at (616) 331-2350 if assistance is needed.
4. Fundraising activities by on campus organizations must abide by regulations as stated in the
Fundraising Policy. This policy and application is available at Event Services. Special Note:
A food waiver approval form must be completed prior to any food product sale.
5. Organizations and individuals wishing to conduct sales, solicit information, circulated petitions,
or distribute literature must abide by the Sales, Solicitation, Petition Circulation, and Literature
Distribution Policy. (Office of Student Life and Event Services- See GVSU Student Code
Section 233.00)
6. Permission for consumption of alcoholic beverages at an on campus event must be obtained
through the Dean of Students. Regulations governing consumptions of alcoholic beverages
are outlined in the GVSU Drug and Alcohol Policy. Copies of the Drug and Alcohol Policy and
the Alcohol Beverage Service Policy are available at Event Services.
7. Tickets for on campus events may be sold on campus only when prior approval and
arrangements have been made by the GVSU Box Office located at Event Services.
8. The Kirkhof Center adheres to the posting policy that is set forth in the GVSU Student Code
Manual, Section 227.00.
9. Groups may not obstruct exits, hallways, or stairwells, or hinder movement of traffic in a public
area, due to safety regulations and fire codes.
10. When the university is officially closed during scheduled breaks, all facilities and services will
not be available.
11. GVSU adheres to fire regulations governing places of public assemblage. Briefly, the
regulation states: “It is unlawful to use materials that will produce a quick or fast burning fire for
decorative purposes.”
D. Conduct Regulations in Facility Use
1. The sponsor of an event on campus is responsible for providing adequate supervision for the
activity and will be held responsible for any damages to the loss of university property by
participants at the event.
2. The University is not responsible for damages to personal property, stolen property, or injury
sustained on university grounds.
3. The use of illegal substances and disorderly conduct on university property is prohibited, and
may result in immediate termination of the event.
4. Tampering or misuse of fire alarms or fire fighting equipment is prohibited by Michigan State
Law.
5. Unauthorized possession and/or use of firearms or firecrackers are not permitted.
6. No pets will be allowed on campus except on a leash by a human being. No pets will be
allowed in any building. These regulations do not apply to those animals specifically trained to
aid the blind or the deaf.
7. No person shall set a fire upon university property unless permission is obtained through
Public Safety.
E. Cook-Dewitt Center Policies
1. The CDC is reserved through Event Services at 331-2350.
2. Music performances that include band with loud sound will not be allowed.
3. Please be respectful of the Campus Ministry Offices that are located in the CDC.
F. Scheduling Facilities for Events and Meetings
Contact the Event Services Office as soon as possible in advance of the event with the following
information:
 Date and time of the event
 Sponsoring group’s name
 Type of event
 Estimated attendance
 Special requirements (AV equipment, etc)
 Admission charge or registration fee information
 Food Service catering needs
 Miscellaneous needs
Once a conference room or facility is scheduled, a confirmation will be sent by email. It is the
applicant’s responsibility to notify Event Services to confirm dates or cancel. If the desired
conference room or facility is not available, an alternative will be suggested.
G. Food Waivers
No outside food service may cater an event in the Kirkhof Center without the consent of Classic Fare
Catering. Food waivers are available through Event Services.
H. Work Orders
For major events, a meeting must take place with the appropriate professional staff member from the
Office of Student Life and Event Services to discuss all the needs for the particular event and to
prepare a work order that communicates those needs to the areas in which service would be needed.
After completion of this process, Event Services will send out a confirmation of the scheduled event to
all the major parties involved with the event for its success.
I. Events Held At Outside Areas
Events held at designated outside areas can be reserved through Event Services. Outside areas
scheduled are Robinson Field, the Carillon Tower, and the Transformation Link.
Applications for Bonfire, Sales and Solicitation, Petition Circulation, and Literature Distribution can be
picked up at Event Services.
J. Other Scheduling Venues
Requests for facilities at the Alumni House, Field house, the Arena, and the Louis Armstrong
Performing Arts Theater, and classrooms can be made at their main offices at the following phone
numbers:
Academic Building Reservations: (616) 331-3327
Alumni House: (616) 331-3591
Fieldhouse and the Arena Management: (616) 331-3313
Louis Armstrong Performing Arts Theater Management: (616) 331-3484
The Meadows: (616) 895-1010