Gateway Center

House Guidelines

Table of Contents

SECTION ONE – General Information
SECTION TWO – Americans With Disabilities Act
SECTION THREE – Smoking Policy
SECTION FOUR – Hours of Operation
SECTION FIVE – Banner and Wall hanging Policies
SECTION SIX – Catering
SECTION SEVEN – Reservations and Reservable Spaces
SECTION EIGHT – Use of Information/Vendor Tables
SECTION NINE – Alcohol Guidelines
SECTION TEN – Decorations
SECTION ELEVEN – Space and Equipment
SECTION TWELVE – Procedures for Loading and Unloading Equipment
SECTION THIRTEEN – Pricing
SECTION FOURTEEN – Appeals Process

Information as of May 2002
This information is subject to change without prior notice.

SECTION ONE – General Information

The Gateway Banquet and Conference Center is a 28,000 square foot, multi-level facility located on the entrance to campus. Our mission is to provide a comprehensive program that enriches the educational process and meets the needs of the North Texas Community through the environment and opportunities provided. Gateway services include meeting rooms, outdoor spaces, and an extensive banquet facility. The Gateway Center is coupled with the Coliseum and reports to the Assistant Vice President for Business Services.

1. Gateway facilities are available for use by the University community including UNT students, faculty, staff, and members of the University administration, alumni, and guests.
   
   
2. Guests under the age of 18 must be a part of a chaperoned group or accompanied by a parent or other adult.
   
4. Individuals or groups using Gateway facilities are responsible for the behavior of their guests/members and shall be held responsible for any damage to property due to negligence or vandalism by their guests/members. Damage costs will be charged to the individual or group using the facilities.
   
   
5. Gambling in the facility is prohibited.
   
   
6. Attendance at programs cannot exceed the capacity of the room. Gateway staff is required to enforce all fire codes.
7. Guide animals are the only animals welcome in the Gateway.
   
   
8. Equipment and furnishings of the Gateway may not be removed from the premises, excluding rental items.
   
   
9. The Gateway is not responsible for the belongings of patrons using the facility. Items found in the facility will be turned in to “lost and found” located at the Gateway Office, Room 110, and will be held for ninety days. At that time, items will be disposed of as follows: keys will be destroyed, textbooks will be sold to the bookstore, and textbooks that cannot be sold will be donated. Clothing and eyeglasses will be donated to local charitable organizations. Other items will be disposed of in an appropriate manner.

SECTION TWO – Americans With Disabilities Act

It is the policy of the University of North Texas not to discriminate on the basis of sex, race, color, religion, national origin, age, disabled veteran status, veteran of the Vietnam era, or qualifying disability under the Americans with Disabilities Act (ADA) in its programs, activities, admissions, or employment policies.

Individuals qualifying under the Americans with Disabilities Act (ADA) who need special assistance to participate in a program, service or activity in the Gateway Center are asked to contact the Gateway Center at 940-369-8334, a minimum of three business days in advance of when they will need the requested assistance to allow time for the request to be handled in an appropriate manner.

Suggestions, problems, complaints or grievances concerning the services, programs or activities of the Gateway Center should be brought to the attention of the Director (PO Box 310857, Denton, TX 76203), 940-369-8334, 940-369-8335, or TDD access through Relay Texas 1-800-735-2989.

SECTION THREE – Smoking Policy

The Gateway Center is a smoke free facility. Smoking is allowed outside at appropriate locations indicated by ashtrays at these locations.

SECTION FOUR – Hours of Operation

The Gateway Center is open to the public from 8:00 a.m. until 5:00 p.m., Monday – Friday.

SECTION FIVE – Banner and Wall Hanging Policies

All wall hangings must be accomplished by the Gateway staff and approved by the Director of the Gateway and Coliseum. Fees for such work will be applied at a rate of twenty ($20) per hour or any part thereof.

SECTION SIX – Catering

1. All foods and beverages for events scheduled in the Gateway must be provided by University Food Services or approved in advance by the Director of University Food Services. The intention of this policy is to ensure that only safe and properly prepared food products are provided to members of the University community, their guests, or visitors to the campus. Provision of food shall be arranged through Verde.
   
   
2. In order to ensure that we give each event the appropriate level of attention, Verde Scheduling must have your final menu selections no later than ten business days before each catered event. Final counts must be received by Verde Scheduling three business days prior to the event.
   
   
3. Reservations for Gateway catering must be arranged through the Verde Scheduling Office (940-565-3804), located in the Union, level 2. Office hours are 8 a.m. – 5 p.m. Monday – Friday and after hours appointments are available upon request.
   
   
4. All catered events remain tentative pending receipt of monetary deposit or UNT account number. Tentative catered events must be confirmed or released within ten business days of the original request. No more than 2 tentative dates may be scheduled for the same event.
   
   
5. Balance of the estimated total for a catered event is due three business days prior to the event. Final balance is due 10 business days after receipt of the bill. When a catered event is confirmed with a deposit, final estimated payment for food service is due 3 business days in advance of the scheduled event.
   
   
6. A departmental catered event is confirmed upon receipt of an Inter Department Order (IDO). Final billing to the department will be sent within 10 business days of the event.
   
   
7. When registered student organizations are co-sponsored by departments, the departmental contact must be listed on the catered event form and must provide a signed IDO. All charges for co-sponsored catered events will be billed to the sponsoring department’s account number.
   
   
8. Catered meals are two hour maximum. For events lasting more than two hours additional service fees will be added. See Section Ten for room reservation information. Due to Health Department Guidelines, leftover food items remain the property of Verde Catering and may not be taken out of the reserved area.
   
   
9. Food Deliveries and Pickups
   
   
1. All arrangements for on campus food/beverage deliveries must be made through the Verde Scheduling Office. We require a minimum 10 business days notice for meals and a minimum three business days notice for snack items (soft drink, cookies, coffee, and etc.).
   
   
2. Normal delivery and pickup charges will apply.

SECTION SEVEN – Reservations and Reservable Spaces

1. All reservations for Gateway facilities including outside areas must be arranged through the Verde Scheduling Office located in the Union, level 2. Office hours are 8 a.m. – 5 p.m. Monday – Friday and after hours appointments are available upon request.
   
   
2. Reservations for space available in the Gateway are on a first-come, first-served basis.
   
   
3. The Gateway Center is a multi-use facility. Not all space is available for commercial use. Some rooms are reserved a year or more in advance for academic purposes and not wholly available for rental.
   
   
4. Reservations remain tentative pending receipt of deposit or receipt of a University account number. Tentative reservations must be confirmed or released within ten business days of the original request. No more than 2 tentative dates may be scheduled for the same event.
   
   
5. Balance of the estimated total for reservation is due three business days prior to the event. Final balance is due 10 business days after receipt of the bill. When a reservation is confirmed with a deposit, final estimated payment for room and equipment rentals is due 3 business days in advance of the scheduled event.
   
   
6. A departmental reservation is confirmed upon receipt of and Inter Department Order (IDO). Final billing to the department will be sent within 10 business days of the event.
   
   
7. A non-refundable deposit is required for reservations involving the Banquet Center. If the reservation is cancelled less than 20 business days in advance, full room rental charges will be assessed to the individual, group, or department making the reservation. Due to the high demand of our facility between the second week of November and December 31 and the entire months of April and May, the Gateway must require 60 business days cancellation for events scheduled during these times.
   
   
8. The Gateway reserves the right to adjust space assignments to accommodate as many users as possible according to numbers of guests expected and the type of event. Users of room space will be notified at least one business day in advance of room adjustment, or upon mutual consent of the group’s contact person.
   
   
9. Users are responsible for the room, furnishings, and associated equipment during their use. The user will be charged for costs associated with damage, theft, or conditions requiring additional cleaning of the area.

Gateway Center Room Inventory

SECTION EIGHT – Use of Information/Vendor Tables

Gateway recognizes three types of table uses in the facility.

• Information tables – literature available for passers-by to pick up from table.
• Vendor tables – sales by outside groups and sponsored by a University organization or department that receives payment for sponsoring.
• Conference vendor tables – Vendors attached to conferences that target specific audiences.

Gateway assesses a standard fee based on table usage. Refer to fee schedule.

1. Student organizations and University departments may request the use of a table in the Gateway. All requests must be submitted to Verde Scheduling for approval. Table reservations can be turned in to Verde Scheduling beginning 10 business days prior to the first day of use. A maximum of two chairs per table is allowed. Persons manning the table are to remain behind it. In accordance with the University’s solicitation policy, literature may be available for passers-by to pick up from the table but cannot be handed to visitors as they walk by. All materials belonging to the organization or persons manning the table must be placed on or under the table. Tables are not available to student organizations during dead week and finals week. All requests for student sales at a table must include a completed solicitation form available from Student Activities & Organizations. Others should consult with Verde. For safety reasons, Gateway restricts the number of tables in public areas and hallways.
   
   
2. Tables may be used to promote any event and/or project sponsored by a University department or by a registered campus organization. Individuals or off-campus groups cannot reserve tables for use unless they have an event scheduled in Gateway. The sponsoring organization or department is responsible for completing the necessary approval process. Each table must display a permit obtained in the Verde Scheduling Office, except for tables related to conference use.
   
   
3. Each customer is responsible for damage or theft to Gateway equipment and furniture under their care. The user will be charged repair or replacement costs.
   
   
4. Any signs or banners used at the table may be hung from the front of the table only. No signs or banners may be affixed to walls or other surfaces, without the approval of the Gateway management. All signs or banners must be affixed by Gateway staff.
   
   
5. All material written in a foreign language must provide a translation into English.
   
   
6. Tables can only be reserved concurrent with a scheduled event, unless there is an overriding university benefit.
   
   
7. Free dispensing or sale of food or beverages (prepared or prepackaged) must be approved by the Director of the Gateway and Coliseum.
   
   
8. Tables for political candidates are not allowed unless sponsored by a campus organization or department.
   
10. The use of audio equipment or amplified sound must be approved by the Director of Gateway and Coliseum prior to use. Designated areas with electrical outlets are available.
    
    
11. The sale of merchandise must be directly related to a concurrent event or to raise funds for a student organization or the university.
    
    
12. All sales and/or solicitations must be in compliance with the University solicitation policy.
    
    
13. Student organizations or departments desiring to reserve a table must provide a completed solicitation form.
    
    
14. University policy provides that no item can be sold that is offered for sale by any University agency or contractual agency unless approval is given by that agency.

DEPARTMENTAL RESERVATIONS

1. Departmental use of Gateway space for credit classes is confined to those areas designated by the Registrar as classrooms. There is no fee for such use. Should a department want to schedule conference rooms for credit classes, it will be with the approval of the Assistant Vice President for Business Affairs in consultation with the Associate Provost.
   
   
2. Departmental use of Gateway space for uses other than for credit will incur the fees periodically published in the Gateway fee schedule, including fees for all ancillary services and equipment.
   
   
3. Overhead projectors, screens, table podiums and computer jacks are available free of charge in all meeting rooms. Other requirements must be made two business days in advance of the event and are subject to availability and appropriate fees.

SECTION NINE – Alcohol Guidelines
The University of North Texas has a beer & wine retailer’s license. All alcohol service in Gateway and on campus must be in compliance with the University alcohol policy. See UNT policy manual number 10.14.

General Guidelines:

1. Groups, individuals, departments, private functions or organizations desiring to sell, serve, or consume any type of alcoholic beverage on campus must obtain permission in advance by means of the alcohol use request form (obtained through the Verde Scheduling Office). Forms must be completed, accompanied by a map of the facility, and filed at least ten business days in advance of the proposed alcoholic beverage use to allow time for processing. TABC processing fees will be added to the fees assessed for the service of alcohol.
   
   
2. All Texas Alcoholic Beverage Commission, Federal, County, City, and University of North Texas policies, procedures, laws, rules and regulations governing the sale of alcoholic beverages will be enforced.
   
   
3. This section does not agree with University policy 10.14. University policy prohibits the use or consumption of alcoholic beverages before 5:00 p.m., Monday – Friday, 9:00 a.m. Saturday or 12:00 noon on Sunday without special permission from the Chancellor. Alcohol may be served after these times and up to legal hours indicated under TABC guidelines. All sales and consumption of alcohol will terminate as indicated by TABC: Sunday through Friday by 12 midnight, Saturday by 1:00 a.m. (Sunday morning) – unless otherwise indicated by law. TABC law prohibits the sale of alcohol before 12:00 noon on Sunday.
   
   
4. The possession of all alcoholic beverages must end by the times indicated above regardless of event ending time. All sales of alcoholic beverages will terminate 15 minutes PRIOR TO the hour indicated in #3 above and all alcoholic beverages will be cleared at the hour indicated in #3 above.
   
   
5. Food must be available in reasonable quantities at the event.
   
   
6. Non-alcoholic beverages must be available in reasonable quantities at the event.
   
   
7. No one under the legal drinking age (21) will be served alcoholic beverages at the activity.
   
   
8. If an individual is intoxicated and refused service by the bartender, the host or other guests may not acquire alcoholic beverages and serve the guest. This will result in closing the bar.
   
   
9. Security will be arranged on the basis of the type of function planned and at the discretion of the Director of Gateway and Coliseum and/or Special Event Planner. All security charges are the responsibility of the sponsoring organization or department. Security will be contracted directly with the UNT Police Department after arrangements have been made with Verde Scheduling.
   
   
10. All food and beverages must remain in the area(s) scheduled for said event.
    
    
11. The Verde Scheduling Office in accordance with University policy will alert UNT police for alcohol related events.

BAR OPTIONS:

1. Host Bar – service in which the host party/organization is responsible for all charges. TABC certified University bartenders must be hired by hosting party/organization in compliance with University guidelines.
   
   
2. Cash Bar – service in which each guest pays bartender for each drink as served. The University will provide TABC certified bartender(s).
   
   
3. Off Premise Functions – all off premise cash bars require an off-premise permit from TABC. Customer must provide a map showing the area in which alcohol service is requested. Confirmation of security is also necessary. Host party/organization is responsible for fees associated with such permit, which must be requested no less than ten business days prior to the event. The University will provide TABC certified bartender(s).

SECTION TEN – Decorations

1. All decorations must be approved in advance by the Verde Scheduling Office.
   
   
2. Customers are encouraged to remove any decorations they want to keep. Unless special arrangements are made for storage the Gateway will dispose of any left over items.
   
   
3. The University is not responsible for any injuries that might occur while an individual or group is decorating for an event.
   
   
4. Time allowed for decorating will be determined by the availability of the facility and must be arranged through Verde Scheduling. Space must be scheduled and charged for decorating time.
   
   
5. At the request of the customer, and when time permits, Gateway staff will assist with room decorations for a fee.

SECTION ELEVEN – Space and Equipment
The Gateway is available for rental purposes to students, faculty, staff, administration and alumni as well as the University community and their guests. For rates, contact Verde Scheduling.

Events extending beyond eight hours will be charged in half-day increments for additional time requested.

One and one-half (1-1/2) the room rental rates will be charged for space when equipment or supplies are left in room overnight.

The user must remove all sound equipment, decorations, and other equipment from the facility within the time reserved for the event. A charge will be assessed to the sponsoring organization for each hour, or any part of an hour, in excess of the reserved time.

Deposits: Deposits must be made within ten business days of the original reservation.

• A non-refundable deposit is required to confirm reservations in the Gateway.
• Deposits for wedding receptions are non-refundable
• Deposits are non-refundable if rooms are cancelled less than 20 business days in advance during non-peak times. During peak times, as defined in Section 12 number 6, 60 business days notice is required.

SECTION TWELVE – Procedures for Loading and Unloading Equipment

To avoid interference with the normal facility operations and provide for customer safety, the following procedures should be followed for transporting, loading and unloading equipment to or from the facility. Dock space at the Gateway Center is extremely limited, and the staff will assist in any way possible to maximize dock time for all concerned.

No vehicle may be left unattended at the Gateway loading dock.

1. Carts and dollies are available for customer use. Requests for this equipment should be made with the Gateway office. Customer must leave personal identification until equipment is returned.
   
   
2. A temporary parking permit is necessary for loading and unloading at the Gateway. Permits are good for an agreed upon time only. Failure to move vehicles after the end of the loading time may result in vehicle being ticketed or towed by the University police. Permits are available from Gateway office.

SECTION THIRTEEN – Pricing

1. Rooms and services will be priced according to a separately published price list, available from the Gateway staff or Verde Catering.
   
   
2. There are two tiers of pricing. The On-campus rate refers to those individuals and organizations that are affiliated with the University of North Texas, carrying out the mission and purpose of the University. Off-campus or non affiliated groups and individuals are those without connection to UNT.
   
   
3. Credit classes may use the second floor classrooms without charge for facilities or equipment. Additional services requested through Gateway or Verde may incur charges.
   
   
4. Community education classes have access to the second floor classrooms without charge. There may be charges for the use of equipment and services.
   
   
5. Conference and other use will incur charges for all rooms and space used in the Gateway.

SECTION FOURTEEN – Appeals Process

Appeal of this policy, or any decision made under this policy, shall first be made to the Assistant Vice President for Business Services (the Assistant Director of Business Services in the absence). Appeals of those decisions would be made to the Vice President for Finance and Business Affairs.

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