Guidelines for Special Events
Planning an event at Saint Francis? Familiarize yourself with our space usage policies to ensure a successful and compliant gathering. From liability insurance requirements to security measures, we’ve got you covered.
No open-flame candles or devices (including votive candles/cups) are permitted to be used in Saint Francis facilities, with the exception of Sterno devices used by catering services only.
A licensee may be charged extra for cleaning or property damage caused by their negligence or misconduct during a scheduled event.
No adhesive tape of any kind is permitted in Saint Francis facilities for posting signs, flyers, advertisements, decorations, directional signs, or other materials without prior written consent.
No glitter or items containing glitter are permitted to be used in Saint Francis facilities.
Only approved caterers may provide food and non-alcoholic drinks. No outside food or non-alcoholic drinks are permitted without prior consent. An approved vendor with a proper license handles alcohol, and no outside alcohol is allowed without approval. Licensees are responsible for preventing alcohol, drugs, or dangerous items from entering or leaving the venue.
Prior to a scheduled event, the licensee must submit proof of liability insurance with a minimum coverage of $1,000,000, naming Saint Francis as additional insured.
For events scheduled on a weekend, a holiday, or ends after 5 p.m. on a weeknight (or 3:30 p.m. on Fridays in June and July), the licensee must contact the on-duty event attendant or call Saint Francis’ security at 260-399-7888 or to secure buildings before leaving the facility.
All external programs must secure appropriate institutional approval prior to utilizing university facilities for a program involving minors. External programs involving minors should have appropriate safeguards and procedures in place to ensure the safety of all minors within their care and must present a copy of their written safeguards and procedures to the university. In addition, external programs must provide the university with appropriate insurance coverage documentation prior to conducting any events that fall within the purview of this policy.
Photography at Brookside requires a signed photography agreement and payment in advance for venue access to take photos. All photography taken is for personal purposes only. Any commercial or public use of photography will require approval and a separate agreement with the university.
Under this agreement, both parties must get written consent from the other before recording, broadcasting, or using any media for programs under this agreement.
Monday – Friday:
8:30 a.m. – 4:30 p.m.