Beller Conference Center
Usage Policy

Updated July, 2007

I.                   The Beller Conference Centerwill be used at all times in accordance with the existing KU Medical Center Facilities Use policies available at http://www.kumc.edu/service/acadsupt/facility/titlepg.html

II.                Reservations for the Beller Conference Center will be made by contacting Instructional Services at (913) 588-7326 or by e-mail at instrspt@kumc.edu.

a.       Reservations are taken on a “first come, first served” basis.

b.      Reservations may be made up to one year in advance.

c.       Final decision on reservation acceptance rests solely with the Executive Vice Chancellor.

d.      Reservations for use of the Beller Conference Center will only be accepted if there is adequate set up and tear down time.

e.   Please contact Instructional Services if the event is to be cancelled so that the space can be released in the scheduling system. Cancellations must be received at least 24 hours in advance so a charge is not incurred for technician time.

II.                Beller Conference Center furniture and equipment cannot be used in any other part of the campus.  Only Facilities Management employees will be allowed to set up and tear down furniture. Please visit http://www2.kumc.edu/instruction/academicsupport/ITSRooms/Beller.htm for information regarding furniture setup and capacity information.

All departments will be charged by Facilities Management for labor costs of set up and tear down.  Per University Policy, if your event charges a fee then you will be charged a building usage fee.  Instructional Services and Facilities Management does not provide: table linens, table skirts, dishes, glassware, flatware or serving pieces.

III.             Any group reserving the Beller Conference Center will be responsible for the following:

a. Arrange for set up and tear down of tables and chairs through Facilities Management – please also advise FM of specific event times.

b. Check after the event to see that all banquet equipment has been returned to storage.

c. Contact University Housekeeping for additional trashcans during the event. Any cleaning charges over and above the standard service provided will be billed to the reserving department.  There are a small number of trashcans in the Beller Conference Center – additional or larger trashcans must be arranged with housekeeping in advance of the event date.

d. Contact KUMC Police Dispatch for access to the building after 6pm in the evening or on weekends.

e. Meet caterers to give them access to the rooms for setup before and take down after the event. This will require checking out keys through Instructional Services.

f. Checking out keys from Instructional Services. The party that checked out the keys is responsible for making sure the rooms are locked after the event.

g. If alcohol is to be served the KUMC Alcoholic Beverage Request form must be filed with the Office of the EVC prior to the event. Visit http://www.kumc.edu/Pulse/policy/alcoholicbeverageserviceregulation.html for more information.

h. Arrange with Facilities Management for HVAC service for weekend events.  Typically the AC is turned off on weekends and the heat in winter months is set at a “maintenance” level only.

i. Nothing may be taped to any doors or painted surfaces.

IV.       Groups using the Beller Conference Center may also have use of the galley kitchen area. This is not a full kitchen but is an area that can be used for servicing groups in the Beller Conference Center . This area contains a prep table, refrigerator, and ice machine.  Any group using the galley will be responsible for insuring that it is clean at the close of their event and University Housekeeping has been notified to remove any trash left in the area. The Instructional Services will not be responsible for food left in the refrigerator. All left over food and beverage must be removed at the close of the event and may not be stored in the Beller galley. The galley may not be used as a “prep” area for events other than in the Beller Conference Center.