Changes, including adding equipment or services, may be made to your reservation through the online reservation system up to five (5) business days prior to the reservation start time. Any changes made after this time may not be accommodated.

Within five (5) business days prior to your reservation, should significant changes be made which require new diagrams to be created, additional personnel, or additional equipment to be added an administrative fee of $50 may be assessed.

The Hill Student Center reserves the right to change/alter reservations in an effort to maximize usage of space and accommodate as many reservation requests as possible. Reservations may be altered or canceled due to unexpected circumstances including, but not limited to, the following: utility interruptions, construction/renovation, emergency events, severe weather, and threats of imminent danger. Should a reservation be altered/canceled due to an unexpected circumstance every effort will be made to reschedule or accommodate whenever possible.

The reserving party will be granted access to the space NO SOONER than 15 minutes prior to the reservation start time. It is the responsibility of the reserving party to ensure the room has been reserved for the full duration in which access to the space is needed. Often additional time is necessary for decorating, event preparation, placing supplies/equipment inside the space, etc. Items are only allowed to be placed in the space during the time in which the room is reserved.

Hill Student Center reserves the right to add additional time (paid at the hourly rate) to any reservation. Time may be added to accommodate client requests for early access to the space, if the event exceeds the reservation time or if the reserving party has not completely vacated the space by the end of the originally requested time.

University departments and student organizations that are in good standing may invite speakers to an event but shall not use privileges to utilize space, resources and services for a non-university group or to mis-represent their group type to avoid charges (known as fronting). All instances of fronting on behalf of a non-university group will result in an adjustment of all related fees to the appropriate hourly rate. The reserving group responsible for fronting may be subject to loss of reservation privileges.

Space reservations require considerable resources including personnel for diagram creation, room set-up, audio/visual set-up, facility management and maintenance, and associated administrative tasks. To operate efficiently and accommodate as many reservations as possible it is imperative that any cancellations or event changes be made in a timely manner.

Cancellations MUST be submitted online via the HSC Reservation Cancellation Form. Cancellation requests will NOT be accepted via phone, email, walk-in or other means. Cancellation fees or additional charges may apply.

Completion of HSC Event Cancellation Form relates only to physical space, staff or equipment reserved through HSC Operations. Any reservations/requests/rentals made with other campus entities (Blazer Catering Co, Student Media, contracted vendors, etc.) must be cancelled separately with those entities.

Cancellations

a. Reservations for all HSC managed spaces should be cancelled no later than five (5) business days prior to the beginning of the scheduled reservation. Events cancelled prior to five (5) business days will incur no charges associated with the reservation.

b. Reservations cancelled less than five (5) business days, but more than 48hrs prior to the start time of the scheduled event will be assessed 50% of the total cost of the reservation amount listed on the completed Reservation Agreement.

Reservations cancelled less than 48hrs prior to the start of the scheduled event will be assessed 100% (full amount) of the cost of the reservation listed on the completed Reservation Agreement.

No Shows/Failure to Cancel

Late Arrivals

Any event taking place within Hill Student Center which requires access to the facility before or after standard building hours should be discussed with the Scheduling & Events Coordinator at least two (2) weeks prior to the reservation. Late requests will not be accommodated. All requests for early opening or late closing must be approved by the Director of Hill Student Center. Depending on the nature of the event and requested time, additional staff and/or security may be required at the expense of the reserving group. Any approved early opening/late closing will be assessed an administrative fee of $125 per hour.

The group reserving Hill Student Center space will be held financially responsible for any charges related to the reservation or scheduled event, including any additional fees for clean-up, maintenance, or repair, resulting from the reservation.

Payment of rental fees are due no later than thirty (30) days after the event. For your convenience, we accept payment by University account number, check or debit/credit card. Any group with past due invoices will not be allowed to reserve facilities or equipment until all delinquent amounts are paid in full. Failure to pay in a timely manner may also result in the cancellation of existing reservations.

Student Organizations

Student organizations, in good standing, may reserve Hill Student Center spaces for typical events at no cost. If however the event includes ticket sales, admission fees, or the group is charging money of any kind, the student organizations will pay standard hourly rental rates for the space.

Standard reservations within Hill Student Center are all-inclusive with furnishings and basic A/V provided. Furnishings included with reservations at no additional cost include: tables, chairs, staging, easels, podium, coat rack and whiteboard (where already provided in the room). Standard A/V included with reservations at no additional cost include: built-in projector/screen or monitor, built-in audio, VGA/HDMI hook-ups, laptop, wireless clicker, podium or wireless microphone, Wi-Fi and all associated cabling. Any damages to provided items or if any of the provided items are missing the total replacement cost will be billed to reserving group.

All previously requested furnishings and A/V are setup and tested prior to each standard reservation however, a staff member is not present throughout the duration of the event. For added peace of mind and assistance, Hill Student Center offers Event Assistants or A/V Techs for an additional fee of $25/hr.

In an effort to provide a more convenient, cost-effective and “one stop shop” experience, Hill Student Center offers clients additional equipment and services for a nominal fee. These items would be in addition to the standard furnishings and A/V included with all reservations.

If any equipment has to be disassembled and reset for any group, the original charge will be reassessed. Customers requesting audio/visual equipment will be responsible for any damage or missing equipment incurred during that groups reservation.

No tape, nails, glue, glitter/confetti, open flame, pyrotechnics, sand or water pools are to be used in any room at any time including any lobby space. All decorations must be removed at the close of the event. If the decorations are not removed, the group responsible will be charged a cleanup fee of $50 per reserved space. Customers hereby assume full responsibility for the acts of all persons associated with reservation and hereby agree to reimburse Hill Student Center for any and all damages done to the Hill Student Center property during the time covered by this agreement. Customers are responsible for any damaged or missing equipment/furnishings.

The Hill Student Center does not provide or validate parking for any events taking place within the facility. It is the sole responsibility of the reserving party to notify attendees of parking options and accommodations. Vehicles of any kind parked outside of designated parking areas may be ticketed and/or towed at the owner’s expense. Complete information concerning parking on campus may be found by visiting the UAB Parking & Transportation website at https://www.uab.edu/transportation/.

Any drop off/pickup of equipment, supplies, etc. before/after an event taking place at Hill Student Center must be requested and approved by the HSC Operations office. If approved, drop off/pickup of items may only be conducted from the loading dock or the street. Vehicles may not be left unattended at any time and should be relocated to an approved parking area immediately following drop off/pickup of items. All vehicles not approved for temporary access to loading dock will be ticketed and/or towed at the owner’s expense. No vehicles (cars, trucks, motorcycles, etc.) may be driven on sidewalks surrounding Hill Student Center. The reserving group will be responsible for the full cost of repairs for any damages caused during loading/unloading.

UAB Campus Dining is the EXCLUSIVE caterer for the Hill Student Center. All food/beverages must be provided through UAB Campus Dining or the Blazer Catering Co. This includes events, luncheons, meetings, etc. taking place within specific HSC office spaces. The HSC prohibits bringing any food or beverage from outside sources into the building for any events.

It is the responsibility of the reserving party to ensure reservations include adequate time for additional setup/take down for any reservation which includes catering. Hill Student Center reserves the right to add additional time to reservations as necessary to accommodate catering requirements. Any additional time would be charged at the group’s assigned hourly rate for the event space.

Violations to Policy

1. First offense: groups will be sent a warning email restating the HSC Catering Policy.
2. Second offense: meeting with group representative to have them sign our policy, acknowledging they will be charged on the next offense.
3. Third offense: $100 fee and no new reservations will be allowed until the fee is paid in full.

Blazer Catering Co. is the exclusive provider for all catering and alcohol service within the Hill Student Center. All procedures for service of alcoholic beverages will be strictly enforced by the Hill Student Center and Blazer Catering Co.

For any private event, alcohol may be served only in accordance with this policy and the applicable state, municipal, federal laws and regulations, and University policies.

Best practices are recommended, but not mandatory.

Definitions

a) Alcohol- any alcoholic beverage, including beer, wine, liquor and hard cider.
b) Event- any conference, fundraising event, meal, meeting or other gathering (formal or informal) taking place within Hill Student Center.
c) Private Event- an event where alcohol is served that is not open to the general public and has not been advertised as a public event.
d) Lessee- any department, division, school, college, unit, faculty, staff, student or external entity reserving space within the Hill Student Center.

Alcohol Policy

1. All state and local laws are in effect and will be enforced for service of alcoholic beverages at the Hill Student Center.
2. Alcoholic beverages may be served during approved private events only and must remain within the space(s) rented- NO ALCOHOL PERMITTED OUTSIDE OF EVENT. Facility staff, lessee and alcohol provider shall be jointly responsible for enforcement.
3. Hill Student Center and Blazer Catering Co. reserve the right to deem it necessary for the lessee to pay for an off-duty UAB PD to officer to monitor an event.
4. Alcoholic beverages may only be served at events where food of substance is provided.
5. Self-service of alcohol is prohibited. Persons attending the event may not pour their own alcohol or be given direct access to coolers, kegs, bottles or containers containing alcohol.
6. The Hill Student Center reserves the right to terminate the serving of alcohol at any time during the event.

Best Practices

a) For events lasting more than three (3) hours, alcohol should not be served during the final hour of the event. For events lasting less than three (3) hours, alcohol service should end at least 30 minutes before the scheduled end of the event.
b. Wristbands, stamps or other means of identification should be used to distinguish persons whose age has been verified and are of legal age to consume alcohol.
c. Tickets or other means to limit/monitor the number of alcoholic beverages consumed should be utilized by lessee.
d. Information for alternative, safe means of travel should be provided to guests following the event.

Under AL HB498, Hill Student Center supports free association and will not deny a student organization space within the Hill Student Center based on expression of the organization. Hill Student Center will not charge security fees for events based on the content of the protected expressive activity of an event or based on the anticipated reaction or opposition to an event.

Due to the close proximity of the meeting spaces and the need for many events to coexist at the same time, it is necessary in some cases to limit the use of amplified sound. We ask that ALL groups be sensitive to the noise levels during your event. It is expected that you and your group be respectful to others and handle noise situations with kindness and respect. Hill Student Center reserves the right to alter or deny usage of amplified sound within any reservable space to ensure a respectable level of noise is maintained.

The Federal Copyright Act (Title 17, United States code, Public Law 94-553, 90 Stat. 2541) governs how copyrighted materials, such as movies, may be utilized publicly. This law restricts the use of films for private showings and prohibits their public performance without prior written consent of the holder of the copyright. A public performance includes, but is not limited to, showing a motion picture in a location open to the public, showing a motion picture to a selected group of people gathered in a location not open to the public (i.e. meeting rooms, lounges or theater), or showing a motion picture by broadcast or transmission.

It is the sole responsibility of the reserving group to ensure all appropriate permissions have been granted concerning any/all copyrighted materials. Hill Student Center is not liable for copyright violations committed by any group or individual reserving space within the facility. Failure to comply with University, federal, state or local laws may result in cancellation of reservation. For additional information regarding copyrighted material visit www.uab.edu/copyright.

Wireless Internet access is available throughout all of the Hill Student Center. The Hill Student Center does not provide active analog or digital phone lines or Ethernet connections inside the facility. If your program requires the use of these items, you will need to contact UAB Telecommunications directly at least ten (10) days prior to the event. The individual or group will be responsible for all costs associated with the activation of such services.

Hill Student Center is not responsible for any lost, stolen or damaged property belonging to guests of the facility. Every effort will be made to return lost/misplaced items whenever possible. Hill Student Center Lost & Found is located at the Information Desk on the 2nd floor. Items will be held a minimum of 30 days. After this time items will be discarded or donated. It is the responsibility of the reserving group to ensure all items are removed from the space following reservation. Access to the space may not be granted following the reservation end time.

Under AL HB498, Hill Student Center supports free association and will not deny a student organization space within the Hill Student Center based on expression of the organization. Hill Student Center will not charge security fees for events based on the content of the protected expressive activity of an event or based on the anticipated reaction or opposition to an event. UAB facilities must be used in a safe, orderly manner consistent with UAB’s mission and applicable laws, regulations, and UAB policies. Any use of UAB facilities not authorized herein is prohibited.

Scheduling Priorities

Priority for UAB facilities use is primarily for scheduled functions. Scheduling of UAB facilities is based on the following priorities:

1. First Priority: Use by UAB departments for UAB activities consistent with the intended purpose and design of the specific space, such as use of classrooms for teaching and instructional programs for academic credit or laboratories and other facilities for research.
2. Second Priority: Use by UAB departments for UAB activities other than education and research, including but not limited to, administration, scholarship, fundraising, training, or departmental programming and outreach.
3. Third Priority: Use by internal organizations that are in good standing with UAB at the time of scheduling and also on the date(s) of the event.
4. Fourth Priority: Use by external organizations that have a current contractual relationship with UAB conducting UAB mission-related programs.
5. Fifth Priority: Other non-UAB uses, subject to availability and consistency with UAB’s mission and goals in education, research, and public service.

The President or designee may override scheduling in any UAB facility for response, protection, or management of criminal investigations; critical incidents; unplanned events that may have an impact on UAB operations; or scheduled events (including athletic events) that involve dedicated emergency resources.

Hill Student Center is committed to ensuring the facility and its events are accessible and inclusive for all guests. All events within Hill Student Center must be made accessible to all participants. Requests for assistance or additional accommodations may be made by contacting the Hill Student Center Operations office at 205-934-8100 or by email at hscevents@uab.edu.

Late Reservation Changes

Within five (5) business days prior to your reservation, should significant changes be made which require new diagrams to be created, additional personnel, or additional equipment to be added an administrative fee of $50 may be assessed.

Early Opening/Late Closing

Any event taking place within Hill Student Center which requires access to the facility before or after standard building hours should be discussed with the Scheduling & Events Coordinator at least two (2) weeks prior to the reservation. Late requests will not be accommodated. All requests for early opening or late closing must be approved by the Director of Hill Student Center. Depending on the nature of the event and requested time, additional staff and/or security may be required at the expense of the reserving group. Any approved early opening/late closing will be assessed an administrative fee of $125 per hour.

Event Specialist/AV Technician

All previously requested furnishings and A/V are setup and tested prior to each standard reservation however, a staff member is not present throughout the duration of the event. For added peace of mind and assistance, Hill Student Center offers Event Assistants or A/V Techs for an additional fee of $25/hr.

Event Specialist

Exceptional student staff who can assist in a variety of ways during your event. Responsibilities may include: assist with pre or post event setup/breakdown, minor adjustments of furnishings or A/V during event, assist with event execution (greeter, distribute programs/materials, etc.) and serve as direct point of contact to Hill Student Center support personnel.

Audio/Visual Technician

Exceptional student staff who have received in-depth training on all A/V systems within Hill Student Center. Responsibilities may include: Assistance with audio/visual needs (including PowerPoint presentations, A/V adjustments during event, etc.) and serve as direct point of contact to Hill Student Center support personnel.

Damage/Cleaning

No tape, nails, glue, glitter/confetti, open flame, pyrotechnics, sand or water pools are to be used in any room at any time including any lobby space. All decorations must be removed at the close of the event. If the decorations are not removed, the group responsible will be charged a cleanup fee of $50 per reserved space. Customers hereby assume full responsibility for the acts of all persons associated with reservation and hereby agree to reimburse Hill Student Center for any and all damages done to the Hill Student Center property during the time covered by this agreement. Customers are responsible for any damaged or missing equipment/furnishings.