Facility and Service Policies

1. Mission
   The Armstrong Center is dedicated to extending the resources of the University to promote lifelong learning and to provide facilities and services for State of Georgia departments and agencies, educational, business, and non-profit groups, other USG institutions and the community.


2. Eligibility for Use
   The Center consists of specialized learning environments for conferences, workshops, symposia, meetings, professional development, training and public and private events.
   
   Other individuals or groups (not previously identified) may reserve space and services of the Center if they meet ALL of the following conditions (1-4):
   
   1. The function needs at least one of these unique features offered by the Center:
      • Staff expertise in program design, development and coordination;
      • Specialized classrooms or other meeting venues;
      • Special event space for banquets or other social events; or
      • Facilities and learning environments designed specifically for adult education.
   2. The function complements and does not directly compete with AASU programming either in content or target audience.
   3. The primary sponsor is responsible for appropriate service and facility charges and agrees to the conditions outlined in the reservation confirmation.
   4. The primary purpose of the function should not be to sell, directly or indirectly, a service or product, or solicit prospective business, which will financially benefit any individual or entity.
   
   For all events, the authorized representative must be present for the duration of the event and available for consultation about the details of each function.
   
   Other Usage Issues
   
   • The use of the Center for political meetings/events shall be subject to the rules and regulations found in the University System of Georgia Board of Regents Policy Manual (Section 900 Facilities, sub-section 914.01).
   • Student organization meetings may be held in the Center as referred through the Office of Student Activities.
   • Activities that do not fit within the mission and objectives of the Center will not be scheduled. Decisions will be made on the basis of the merits of the event in relation to the University's educational and public service mission/objectives and shall be subject to the rules and regulations found in the University System of Georgia Board of Regents Policy Manual (Section 900 Facilities, sub-section 914.03).
   • Space scheduled in the Center may not be accessed prior to the agreed upon starting time and must be vacated by the agreed upon ending time.
   • Items may not be taped, pinned, nailed, bolted, or otherwise affixed to walls, doors, ceilings or curtains within the Center.
   • Any damage to carpets, floors, walls, doors, lights, other furnishings, or equipment by the sponsor, its agents, employees, or attendees, must be immediately reported to the Armstrong Center. The program sponsor will be charged for the cost of cleaning, repair, or replacement. Likewise, furnishings may not be removed from the Center without prior approval. Failure to return all such items in the same condition as when they were removed will result in the client being billed for their replacement.
   • The Armstrong Center will store materials for scheduled events on a temporary basis only. All such items should arrive no sooner than 3 days prior to the start of the program and be removed immediately following its conclusion unless prior arrangements have been made with The Armstrong Center. Items left more than 1 week following a program will be disposed of by the Armstrong Center. The Center will not assume any liability for such materials.


3. Scheduled Meeting Space
   The staff works with the authorized representative to schedule appropriate meeting rooms, equipment and other services to meet each program’s unique needs and provide the most effective learning environment possible for the event. The Center reserves the right to re-assign reserved space to comparable space in order to meet regular business or daily operational requirements.


4. Public Areas and Corridors
   The Center features some flexible and informal gathering spaces that can be ideal for exhibits, receptions, and other social functions. The Armstrong Center will work with clients to meet program needs, while ensuring adequate traffic flow and minimizing noise disruptions for all users.


5. Food Service
   Food and beverage service is available only through an Armstrong Center approved list of caterers.
   
   Individuals or groups using the Center must arrange catering directly with one of the approved caterers. Clients may not bring outside food and/or beverages on the premises.


6. Alcohol
   A City of Savannah Temporary Special Event Permit to Dispense Alcoholic Beverages is required for all events where alcohol is served. A copy of the permit is required on site at least 3 days prior to the event.
   
   Alcohol will not be served at student events.
   
   Alcoholic beverages are allowed only
   
   • With prior written authorization;
   • In accordance with all University rules and regulations consistent with local ordinances and state laws; and
   • When an Armstrong Center approved provider provides beverage service.
   At least one police officer on duty at the Center is required for all events with alcohol. Armstrong Center staff will determine the number of officers that are required and will make the necessary arrangements with the University Police Department. The client shall be responsible for the fees.


7. Instructional Audio-Visual Equipment
   The Center is equipped with a variety of A-V technology including LCD and overhead projectors, VCR/DVD/CD players, projection screens and sound systems. Charges may be assessed for unusual/additional service requests.
   
   The Center cannot accept responsibility for any outside equipment a customer uses in the facility. In particular, users agree to
   
   • Be responsible for all set-up of equipment brought into the Center;
   • Ensure that their equipment does not interfere with any of the Center’s equipment or systems;
   • Check all voltages and connections prior to installing or using any equipment; and
   • Repair any damages to the facility caused by such equipment.
   The Center staff will assist with troubleshooting to verify that the facility’s A-V technology is functioning, but will NOT operate computers or other hardware belonging to a client.
   
   The Center shall not be responsible for any damage to or loss of a client’s equipment.


8. Financial Arrangements
   All financial arrangements must be made in advance. Appropriate purchase orders, requisitions, invoice approvals, or letters of credit authorization must be on file before the event occurs. Detailed invoices of actual expenses incurred will be provided. A deposit is required for room rentals, the amount will be equal to 50% of the projected revenue. The deposits will be payable upon contract agreement and will be applied to the final invoice.
   
   Additional rental fee information for the Center:
   
   1. There is no rental fee, only a facility setup fee for AASU student organizations holding a non-revenue generating events.
   2. Facility rental fees will be discounted by 20% for non-profit/government entities.
   3. Facility rental fee will be discounted by 25% for full-time AASU employees when the employee is the lessee.


9. Reservation/Cancellation Policy
   See Individual Contract for terms and conditions.


10. Parking
    Parking in the Armstrong Center lot for those attending programs within the Center is free of charge. The Armstrong Center assumes no liability for any damage, loss, or injury.


11. Smoking
    The Center is a smoke-free facility. Smoking outside the Center is not permitted within 12 feet of the building entrance or exits.


12. ADA
    The Center conforms to the 1990 Americans with Disabilities code specifications. All room configurations must comply with ADA.


13. Revisions
    These policies are regularly reviewed and revisions are made as appropriate.


14. Violations
    Violations of these policies will result in denial of future use of The Armstrong Center.