Host Event Terms

Terms of Service

Space Reservation Request Terms and Conditions

The Henry M. Thomas III Center at Springfield meeting rooms are available for use on a rental basis. Academic activities will take priority over all other reservations. The organization renting the space is responsible for general clean-up once the event has been completed.

Renter’s Responsibility

The renter/requestor shall:

  1. Pay the full cost of the rental on the rental date or within seven (7) days following the event. Please note that payments may only be made by check.
  2. Pay additional charges applied to events that run over the approved time of the original reservation: A flat overage fee of $50.
  3. Pay the Henry M. Thomas III Center, on-demand, the total cost of any damage to the premises or extra charges resulting from the use of the premises by the renter or any person permitted by the renter to enter the meeting room.
  4. Not construct, erect, or attach any fixture to the floor, ceiling, or walls of the premises or alter the premises in any way whatsoever without first obtaining the written consent of the Henry M. Thomas III Center's Director of Operations and, if such consent is obtained, then the work shall be done only in strict accordance with such consent.
  5. Maintain the meeting room in a neat and tidy condition.
  6. Remove all items that were brought in by the renter.
  7. During the period of occupancy, ensure that all persons using the meeting room do so in an orderly manner and do not breach any law, regulation, bylaw, rule, or Henry M. Thomas III Center policy.
  8. Release the Henry M. Thomas III Center from any responsibility or liability whatsoever that might arise out of the Henry M. Thomas III Center failing to provide the premises or any services to the premises under the terms of this agreement.
  9. Comply with all applicable regulations respecting fire safety and other matters, and be responsible for the conduct of all persons on the premises during the period covered by the facility contract.
  10. If a fire alarm occurs during the event, by state law, the renter/requestor should ensure immediate evacuation of the facility.
  11. Should not have have open flame devices (chaffing trays heated by gel fuels no greater than 13 oz are acceptable).
  12. If chaffing dishes or hot plates are used, Henry M. Thomas III Center operations staff must be notified and a fire extinguisher must be brought on-site by the organization holding the event. In some instances, a review by the Tower Square building management, CBRE, will need to be performed.
  13. Be responsible for obtaining a temporary liquor license that complies with both state and local guidelines for any event that includes alcoholic beverages of any kind.
  14. Be responsible for any applicable licensing or royalties when playing music, videos, or other licensed media.
  15. Be responsible for any software used or installed on Henry M. Thomas III Center computers as well as the licensing of such software.
  16. Should not install software without prior written consent from the Henry M. Thomas III Center operations staff.
  17. Confine any sales activities to the reserved room/space and not solicit other Henry M. Thomas III Center patrons.
  18. Political fundraising of any kind is not allowed in state facilities; therefore, no political fundraising activities shall take place within the Henry M. Thomas III Center.
  19. Agree to notify the Henry M. Thomas III Center of any condition that may render the premises or equipment unsafe for use, and if the Henry M. Thomas III Center is unable to correct the condition, then the Henry M. Thomas III Center has the right to cancel the use of the premises until the condition is corrected.
  20. Henry M. Thomas III Center does not provide the use of kitchen appliances such as refrigerators, microwaves, etc.

Parking

  1. A parking garage is conveniently located adjacent to Henry M. Thomas III Center as a part of Tower Square.
  2. Parking costs for events held at the Henry M. Thomas III Center are the responsibility of the event requestor and attendees.
  3. Henry M. Thomas III Center does not validate parking, but reduced-cost "chaser" tickets can be made available for events. Please discuss with the Henry M. Thomas III Center event scheduler at the time of reservation request.
  4. Reduced cost chaser tickets are only available for use of the Tower Square Parking garage and not any adjoining parking garages.

Room Setup

  1. Event requestors may not have access to event rooms more than 1 hour before the start of their planned event unless requested and pre-approved.
  2. If given advance notice, Henry M. Thomas III Center staff can assist in moving tables for the setup of events. Advance notice must be at least 3 business days prior to the event.
  3. Tables and chairs within each room at Henry M. Thomas III Center may be moved as needed by the event owner, but furniture must not be moved out of any room without pre-approval from Henry M. Thomas III Center operations staff.

Cleanup

  1. Rooms are often scheduled with minimum periods between the next event or class. Attendees and requestors must vacate the room as specified by the time that they have been approved.
  2. Anyone remaining after the event is welcome to move to the Student Lounge in the Henry M. Thomas III Center to finish discussions with requestors/participants or request a breakout room, as available.
  3. Tables and chairs may not be used as dollies to move items in or out of the Henry M. Thomas III Center. Henry M. Thomas III Center will not be able to provide such equipment to move items so please plan ahead for the day of your event.
  4. All tables and chairs must be cleaned of food, drinking containers, and visible liquids.
  5. All items that the event requestor or attendees brought in must be removed from the meeting room.
  6. Henry M. Thomas III Center will provide trash containers and full bag removal once the event has concluded.

Security

  1. Henry M. Thomas III Center operations staff consider the safety and security of all Henry M. Thomas III Center users as the highest priority.
  2. If any event user becomes disruptive or considered a threat in any way to any other Henry M. Thomas III Center user, that user will be asked to leave the Henry M. Thomas III Center immediately.
  3. If any event user feels threatened or that their personal use is disrupted by another Henry M. Thomas III Center user, Henry M. Thomas III Center operations staff will evaluate the situation and take appropriate action.
  4. Henry M. Thomas III Center operations staff relies on the 24-hour, 7-days-a-week, 365-days-a-year security of Tower Square/CBRE. Contact details for Tower Square are available at the Henry M. Thomas III Center front desk, or by visiting the following link: http://visittowersquare.com/home.

Technical/Audio/Visual Needs

The Henry M. Thomas III Center classrooms and executive board rooms are all equipped with wall-mounted monitors or ceiling-mounted projectors that have HDMI and VGA connections. All equipment at the time of the event is considered in good working order and unbroken. Any damage to equipment post-event will be reviewed by the Henry M. Thomas III Center Director of Operations or a member of the IT staff and charges for damages may be evaluated and presented to the event requestor as necessary.


If a laptop is required, a Henry M. Thomas III Center-owned loaner laptop will be tested, logged in, and connected to the monitor or projector prior to the event. This will guarantee a working laptop for your event. Loaner laptops are Lenovo T540p and run Windows 7. Laptops will be delivered in good working order and any missing equipment, or damage, post-event will be evaluated and presented to the event requestor as necessary.


If you choose not to use Henry M. Thomas III Center-provided loaner laptop, Henry M. Thomas III Center staff will not perform any type of troubleshooting beyond basic cable and adapter connections into the system for the monitor or projector.


Guest Wi-Fi access is granted on a per-event basis. Upon confirmation of your event, a unique Wi-Fi account and password will be created. The accounts will not become active until the day of your event and are active for the duration of your event. The account username and password will be emailed directly to the requestor of the event that is on the Spacing Request Reservation Form. It is the responsibility of the requestor of the event to distribute the wireless credentials to those attending the event.


Presentation remotes are available upon request. They are compatible with Windows and Mac OS computers and require 1 USB connection. Remotes will be delivered in good working order and any missing equipment, or damage, post-event will be evaluated and presented to the event requestor as necessary.


Any new guest to Henry M. Thomas III Center that will use a laptop loaner or workstation computer must sign and return the Henry M. Thomas III Center Acceptable Use of Computing and Information Technology Resources Agreement.


Unless otherwise specified, IT support originating from the Henry M. Thomas III Center will be limited to the above uses during any given event. If additional IT needs are expected, a flat per-hour rate will be established for time needed during your event. For time spent troubleshooting Henry M. Thomas III Center-owned equipment issues, there will be no additional charges. For time spent troubleshooting requestor-owned, or remote equipment, a charge will be established as needed. Please note that this can include costs incurred during the event and charged in addition to any pre-approved costs.


Conference Calling: All renters wishing to make long-distance and/or international calls from the Henry M. Thomas III Center shall sign off on the Long-Distance and International Calling Agreement prior to their event date. Separate billing charges will apply for all calls. If interested, please inquire about alternative options.


Printing: On-site printing services are available to event users in the Student Printing Center.

  • Prepaid printer cards must be purchased at Wonderland Gifts located on the Street Level of Tower Square. Please note that Wonderland gifts are open for limited hours, so arrangements must be made in advance. Additional charges will occur if the renter uses the faculty copier in the center.
  • Printing can be initiated at any of Henry M. Thomas III Center's computer workstations.
  • The printer will only make prints in black and white and 8.5 x 11 only.
  • The fees are 5 cents single-sided/8 cents double-sided.

Capacity

  1. The Occupancy Load for the Henry M. Thomas III Center facility is limited to 900 persons. At no time shall the total number of occupants of the facility exceed that number. Individual room capacities will vary by setup and should be discussed with the Henry M. Thomas III Center contact at the time the request is made.
  2. Base chairs per room will be made available in addition to up to 100 folding chairs for any given event. Any needs beyond this number must be pre-arranged and paid for by the event requestors.
  3. Any rented tables or chairs for events must not remain set up in any space after the close of the reserved event. Henry M. Thomas III Center staff will establish spaces for storage of rented equipment post-event. Event requestors must move any rented tables or chairs before departing the Henry M. Thomas III Center space, ahead of any rental pickup scheduled.


By signing this agreement, I understand and agree to the Terms and Conditions as set forth within.