Student Organization Handbook

Services Available to Student Organizations

Audio-Visual Services
Audio-Visual Services is located on level one of the Gault Library. As an organization or individual planning a program on campus, various production services and equipment are available. The following are just a few of the services:

* Videotape events for organizations (fee required for service)
* Graphics Room ­ laminating and material production (fee required for service)
* Overhead projectors, slide projectors, and cassette recorders (no charge)
* Video equipment, monitors, and VCRs (no camcorders, 24 hour notice & approval)

All equipment requests must be received 24 hours in advance, Monday through Friday, 8am to 4pm only. Please call x2204 for assistance. For more information about these services call (x2204) or visit Audio-Visual Services on the web at http://www.woster.edu/av/

FOR ORGANIZATIONS WHO SHOW FILMS:

Be aware of the Federal laws regarding public performances. Neither rental nor purchase of a videotape carries with it the right to show the tape outside your home or dorm room. Therefore, if an organization is planning to advertise a film showing to all of campus, it must obtain a public performance license. These restrictions also apply to the showing of videos in Residence Halls. A video CANNOT be shown in a lounge of a Residence Hall without first obtaining legal permission. In other words, it is illegal to go to the video store, rent a video, and watch it in any other location other than your home or residence hall room.

Where to Acquire Public Performance
License for Film or Video Showing

* Contact Facilities Scheduling (x2570) or stop by Lowry Center to check on the availability of a room. NOTE: before completing step 2, please have at least two film or video titles in mind.

* Contact Jennifer Schreer (x2062), Assistant Director of Student Activities (x2062) or stop by the Lowry Center Director's Office for film or video availability, price and public performance license.

* To make arrangements for a film projectionist in Mateer Auditorium, contact Jennifer Schreer (x2062) or stop by the Lowry Director's Office.

Florence O. Wilson Bookstore

The bookstore is located on the first level of Lowry Center. It provides several services to student organizations. The services are listed below are not inclusive.

• Group Purchase ­ Recognized campus groups may receive special discounts on large quantity purchases.
• Western Union Telegraph Services
• Xerox Copying
• Fax Service (# - 330-263-2427)

Hospitality Services

Hospitality Services is available to assist with events by offering special dining facilities and catering services. Organizations may reserve private dining rooms or the Faculty Lounge and carry trays from the main dining hall. A faculty or staff member must be in attendance for the use of the Faculty Lounge. When a private room is not necessary, groups may reserve a table in the Kittredge Dining Room. Reservations for dining spaces can be made in the Scheduling Office (x2570). Groups may also schedule a private dining room at the Wooster Inn (x2237).

The Hospitality Services Department attempts to provide the catering services requested, but some requests may be denied based on the workload that is currently scheduled for the Department. Events are catered on a first-come first-serve basis. All requests must be made at least seven days in advance by contacting the Catering Office (x2358, x2156), located on the lower level of Lowry Center.

The following items are usually available within seven days notice:

• Rental of tablecloths or napkins
• Purchase of paper goods
• Purchase of bakery items that are on the production schedule
• Carryout dairy items (ice cream, etc.)
• Carryout trays of prepared cold items: snack/dip trays, cold meat and cheese trays, relish trays, etc.

PLEASE NOTE:
The College must cater food or refreshments in designated College food service areas (Kittredge, Lowry Center Dining Rooms and Taeusch Faculty Lounge). Off-campus caterers or College Hospitality Service may be used for other areas on campus where refreshments are permitted. The Hospitality Services Department does not coordinate off-campus catering.

Specific Guidelines and Ordering procedures are available in the Hospitality Services Office for the following:

• Ordering sack meals
• Ordering refreshments, coffee breaks, bulk-packed or raw foods
• Special meal requests for athletic teams
• Arranging to eat in the Snack Bar because of class/work conflict

Transportation

The College of Wooster has cars and seven fifteen-passenger vans available for rental by chartered student organizations for use on official College business or in College-sponsored activities. For insurance reasons, personal use of College vehicles is not permitted. Only students who are 21 years old, have a valid driver's (licenses are considered invalid one day after the expiration date) licenses and have participated in the Van Safety course offered through the Transportation Office will be permitted to drive vans. Contact the Transportation/Trucking Supervisor (x2143) regarding the Van Safety Course.

Rental Fees for College Vehicles:

• Sedan $.40 per mile OR $15 per day minimum
• Mini vans/station wagons $.45 per mile OR $ 20 per day minimum
• The College bus is available on a limited basis and costs $.75 per mile plus driver fees and expenses ($40 per day minimum).

PLEASE NOTE:
-There is a $10 or $15 daily minimum charge if an organization no longer needs to use a vehicle and does not contact the Transportation Department 48 hours in advance.
-The interior of ALL vehicles should be cleaned before their return. Failure to do so will require a cleaning charge to the organization.
-There is to be NO alcohol consumed or transported in College vehicles.

If there are no College vehicles available on the day(s) requested, the Transportation Department can rent vehicles from an outside rental company. The fees charged to the organization would be those set by that rental company.

HOW TO SCHEDULE:

• Stop by or call the Facilities Scheduling Office (x2570) in Lowry Center for a reservation form.
• Complete and return the form to the Facilities Scheduling Office.
• BE SURE TO MAKE RESERVATIONS AT LEAST ONE WEEK IN ADVANCE!

INFORMATION NEEDED TO RESERVE A VEHICLE:

• Description of the type of event
• Location of the event
• Number of persons being transported
• Date and time of departure and return
• Name (s) of the driver (s)
• Organization's account number for billing purposes
• Approval signature of the organization's advisor

A confirmation slip will be sent in the mail to confirm the reservation. On the date of pick-up, the driver should go to the Service Center between 8:00am and 3:00pm to pick up the keys. Drivers MUST have their driver's license with them to pick-up keys. Vehicles and keys should be returned to the Service Center immediately upon return to campus.