The use of university facilities by both internal and external clients should reflect or be compatible with DePaul's values as a Catholic and Vincentian University. The university reserves the right to reject rental inquiries from groups whose stated purpose is contrary to the mission of the university.
It is important to familiarize yourself with the policies of the Student Centers. For a more detailed description of these policies, see the Student Center Policies.
Nonsmoking
All DePaul facilities are nonsmoking. Open-flame candles are not to be used in any facility. Well-enclosed tea light candles or votives must be approved by the coordinator.
Approval
All corporations organizations, associations, departments, individuals or other entities (sponsors) seeking to contract for the use of university facilities must complete an External Clients: Space Reservation Form or an Internal Client: Space Reservation Form, as appropriate. This form must then be approved by the Conference Services office.
Reservations
When reserving a room, Conference Services will hold requested space for five business days without a space reservation form. Thereafter, the space is released.
Confirmations
Upon receiving a completed External Clients: Space Reservation Form or an Internal Client: Space Reservation Form, and a Certificate of Insurance, Conference Services will confirm your request.
Payment
Immediately Scheduled Events
Total fees for events booked and held within two weeks are due in the Conference Services office no later than the day of the event.
Future Scheduled Events
A nonrefundable deposit of fifty percent (50%) of total fees is required at the time of reservation. The balance is due in the Conference Services by the first date of the booking.
Please Note: Visa, MasterCard, American Express or check will be accepted as forms of payment.
Cancellation
When canceling a reservation, the Conference Services office must receive a written notice from the sponsor. While deposits will not be refunded, events that have been paid in full will have 50% of total amount of the payment returned to them if canceling within five business days of the program. It is the sponsor's responsibility to notify Chartwells Catering Services of a change or cancellation in a scheduled event.
Insurance
DePaul University requires that all external clients provide a Certificate of Insurance which names DePaul University as an additional insured for the date(s) of the event. This certificate shall be in the amounts of no less than $1 million per occurrence and $3 million aggregate for bodily injury and property damage and cover claims by DePaul students, faculty and employees, and the general public. The coordinator must receive this certificate no less than two weeks prior to the event. The university reserves the right to terminate the agreement and cancel the reservation if these requirements are not met.
Emergency Policy
At the start of all functions, sponsors must inform the audience/participants of the evacuation procedures to be followed in the case of an emergency evacuation. The evacuation procedures are posted outside most classrooms/auditoriums or near stairwells.
Maximum Capacities
The City of Chicago fire code capacities of each room is based on the set-up of that space. These can be found in the Locations section and will be strictly enforced. This limit is in place to protect the safety of you and your guests. Under no circumstance can the DePaul University Student Centers accommodate more than those maximums stated above.
Promotional Materials
DePaul University's name (i.e. "DePaul University ®" ) may not be used on promotional materials without explicit written approval from DePaul University's Office of the General Counsel, (312) 362-8865, except for the sole purpose of specifying the location of the event. Under no circumstances may a sponsor or their agents, invitees, employees or independent contractors use or display the university's trademarks without the express written approval of DePaul.