Milo Bail Student Center Mission & Policies

The Student Center is the “living room” of the campus, a gathering place for the campus community, and an integral part of UNO’s educational environment which complements the educational experience.

The Student Center is more than just a facility; it is made up of operations, services, and programs that enhance the quality of college life and help to retain students at the university; it is also a laboratory for experimental and developmental learning – providing opportunities for students to learn and practice leadership and striving to foster an appreciation for diversity, harmony, and school spirit.

Event Types:

Student Organization Events & University Business

• Recognized Student Organizations (RSOs), University Departments, and Affiliate Organizations
• These groups may reserve space at no charge in the Milo Bail Student Center, Pep Bowl, Bell Tower, and Henningson Plaza for meetings, programs, educational events, and activities that directly support the University's mission, operations, instruction, research, or student engagement.
• Recognized Student Organizations (RSOs) must also complete the required reservation process through the Office of Student Leadership & Involvement before space can be confirmed.

Campus Community Social & Personal Events

• UNO Students, Faculty, Staff and Affiliated On-Campus Partners
• This event type is intended for social, personal, and celebratory gatherings hosted by members of the UNO campus community that are not sponsored by a university department or directly related to the University's academic, research, or administrative mission.
• Examples include birthday parties, graduation celebrations, student socials, retirement parties, baby or wedding showers, family gatherings, receptions, and other private social events.
• Reservations are subject to availability, Milo Bail Student Center policies, and applicable rental fees and service charges as determined by the Milo Bail Student Center.

External Organizations & Community Events

• External Individuals and Organizations
• This category includes individuals, businesses, organizations, or groups that are not affiliated with the University of Nebraska at Omaha, or University-affiliated groups hosting events that are not directly connected to the University's mission.
• These individuals and organizations may reserve space in accordance with Milo Bail Student Center policies. Rental fees and applicable service charges will be assessed based on the event type, space requested, and support services provided by the Milo Bail Student Center.

Sponsorship:

A University-sponsored event is an event that is initiated, planned, organized, and primarily managed by a Recognized Student Organization (RSO), University department, or affiliate organization in support of the University of Nebraska at Omaha's mission.

To be considered the event sponsor, the Recognized Student Organization (RSO), University department, or affiliate organization must:

• Have primary responsibility for planning, organizing, and managing the event.
• Maintain decision-making authority over the event.
• Assume responsibility for complying with all University policies and applicable event-related costs.
• Serve as the primary point of contact throughout the reservation and event process.

The Milo Bail Student Center reserves the right to determine whether an event qualifies as university-sponsored based on the level of university involvement.

Misrepresentation of Sponsorship (Fronting):

Recognized Student Organizations (RSOs), University departments, and affiliate organizations may not reserve space or represent themselves as the sponsor of an event for an external individual or organization to obtain University privileges, reduced rental rates, or to circumvent Student Center policies.

If the Milo Bail Student Center determines that an event has been misrepresented, it may:

• Reclassify the event under the appropriate event type.
• Assess applicable rental fees and service charges.
• Require modifications to the reservation.
• Deny or cancel the reservation.
• Restrict future reservation privileges for repeated violations. Booking

Booking Periods:

There are no restrictions for Recognized Student Organizations (RSOs), University Departments, and Affiliate Organizations on how far in advance they may book space.

Meetings/Events that fall under the Campus Community Social, Personal, or External Organizations & Community event types are not allowed to book space more than 6 months in advance for dates that are during fall and spring semester.

Insurance Requirements:

A certificate of insurance is required for all reservations that fall under the Campus Community Social, Personal, or External Organizations & Community event types.

Affiliate Organizations and Recognized Student Organizations that have a separate governance structure other than the University of Nebraska at Omaha will be required to provide a certificate of insurance.

Contracted 3^rd party services may be required to provide a certificate of insurance depending on the service they are providing.

The Certificate of Insurance requirements are as follows:  

• The certificate of insurance must be received prior to the date of the event and must be approved.
• The certificate must provide general liability coverage in the amount of $1,000,000 per occurrence and $3,000,000 aggregate that names the “Board of Regents of the University of Nebraska” as additional insured.  

Failure to provide a valid certificate of insurance that meets these requirements by the specified deadline will result in cancellation of the reservation.

Reservation Fee:

Reservations that exceed $500.00 in rental related charges will be required to pay a 50% deposit of the total charge to confirm the reservation. The deposit will be applied as a credit toward the final charges of the reservation. All remaining charges will be invoiced following the event.

Contracts:

Campus Community Social, Personal, or External Organizations & Community event types are required to sign a rental agreement with the University of Nebraska at Omaha prior to the date of the event. Failure to provide signature on the agreement by the specified deadline will result in cancellation of the reservation.

Room Assignments & Reservation Status:

• The Milo Bail Student Center reserves the right to assign or reassign reservations based on the size of the group, type of program, and space available to assure the maximum and most appropriate use of space.
• Due to the nature of our facilities, events in which there may be the use of sound amplifications, acoustical instruments, singing, loud talking or any other form of audible sounds may infringe upon other events and/or activities taking place within the building or on campus. This is especially true in adjoining rooms that are only separated by doors and/or temporary walls. The Milo Bail Student Center reserves the right to control the volume levels of an event and limit or discontinue any activity that interferes with the normal and reasonable activity of an authorized event or normal activity on campus. If it is anticipated that noise levels from your event will be heard outside your reserved event spaces, please discuss this with the Milo Bail Student Center.
• Tentative Hold – a preliminary request to hold a date or room pending more information. A group requesting a Tentative Hold must make a determination if the event is going to move forward or not within 30 days of the hold request. Once the 30 days expires a Tentative Hold may be cancelled by the Milo Bail Student Center with little or no notice.
• Confirmed – a confirmation that your space has been officially reserved.
• Confirmed Internal & Confirmed Locked– identical to “Confirmed” but is used strategically by the Milo Bail Student Center to manage system functions such as door unlocking, directional signage, etc.

Denials:

The Milo Bail Student Center reserves the right to deny space usage to a group or event if the event scope is beyond the physical or technical abilities of our staff, facilities, or if security concerns cannot be addressed with reasonable staff coverage. 

Reservation requests may also be denied if the organization or event conflicts with the University, State, or Federal policies or regulations.

Extended Building Hours:

Events wishing to occur outside of normal business hours will be evaluated on a case-by-case basis. Requests for extended business hours need to be made a minimum of 30 business days prior to the event date. Additional charges will apply for extended building hours per hour in one-hour increments.

• $25.00 per hour for Recognized Student Organizations
• $50.00 per hour for all other organizations

Facility and/or staffing availability may lead to a denial in extending building hours.

Any group remaining after the building’s normal closing time or pre-arranged extended building hours will be assessed an additional fee for violating policy of $100.00 per hour. Campus Community Social, Personal, or External Organizations & Community groups will also be assessed additional room rental charge on top of this violation fee. All groups are expected to promptly leave the building at the conclusion of their reserved time.

Weather Procedures:

• In the case of inclement weather, space inside the Milo Bail Student Center may be reserved as a weather back-up for outdoor events.  Space availability and if specific activity is permitted indoors will be determining factors if event can be moved inside.  A decision needs to be made by 12:00 m. one business day prior to the event date, which location is going to be used for the event.
• Lightning Procedure – Any lightning detected within 10 miles of campus will result in a pause in any outdoor events. It is recommended that all attendees vacate outdoor spaces and seek shelter in any nearby building. Once 30 minutes pass without a lightning strike within the 10 miles radius then the event may resume.
• If the University of Nebraska at Omaha is closed due to inclement weather, all events scheduled in the Milo Bail Student Center facilities will be cancelled. Please refer to the University of Nebraska at Omaha home page for re-opening information.
• The Milo Bail Student Center reserves the right to cancel, interrupt, or terminate any event in the interest of weather-related emergency, public safety, and/or noncompliance with University of Nebraska at Omaha policies.

Cancellation and No Show:

Milo Bail Student Center event spaces are in high demand and space is limited. Late cancellations or no shows prevent others from making use of space. An event will be considered a “late cancellation” if it is cancelled on the same day as the event date – cancellations must happen one business day prior to the event. An event will be considered a “no show” when event participants fail to show up for their event. Late cancellation and no shows may result in suspension of space reservation privileges.

Event Space Setup:

All room setups must be communicated directly with the Milo Bail Student Center Reservations office.

Linen needs and food/beverage specific needs must be communicated directly with the UNO Dining Services & Catering Office.

The Milo Bail Student Center will attempt to accommodate all room layout and setup requests. The Milo Bail Student Center reserves the right to evaluate, change, or deny a requested or confirmed setup for any reason it deems necessary.

Decorations:

• Adhesive, glitter, confetti, confetti cannons, feather boas, excessive feathers, artificial snow, rice, bird seed, sand weights, dance wax, powder, or other similar materials are not allowed.
• The use of incense, candles, fog and fire machines, sparklers, special effects equipment, the burning of any material, or anything producing an open flame, haze, or mist is strictly prohibited unless pre-approved by University Fire Safety.
• All decorations, displays, and/or signs must be freestanding.
• Nothing can be nailed, tacked, stapled, glued, taped, or otherwise fastened to ceilings, walls, windows, columns, woodwork, painted surfaces, draperies, shades, and doorways. This includes lighting, projectors, microphones, cameras, or projection screens in the rooms. Special permission may be given to use command strips, string, and masking tape to hang decorations from the ceiling and/or to walls.
• If a group would like to hang a banner(s) on the back of the stage or elsewhere, prior permission must be obtained by the Milo Bail Student Center. Banner(s) must be hung and removed with the assistance of building staff. Arrangements must be made no later than 10 business days prior to the event date.
  • Material must be placed under any decoration, display or sign that could damage floors. 
  • Any decorations beyond the entrance of the group’s reserved room must be pre-approved by the Milo Bail Student Center.
• Any painting and/or construction of decorations/displays in the facility must be approved in advance by the Milo Bail Student Center.
• Groups are to consult with the Milo Bail Student Center before using fountains, pools, ice sculptures, dunk tanks, or similar decorations.
• Groups are responsible for ensuring that no fluids of any type contact the flooring, including wood floors and carpets.
• Balloon bouquets must be taped, tied down, or secured with something that will not cause damage.
• All exit doors, exit lights, fire sprinkler heads, fire alarm pulls, fire extinguishers, and other emergency or safety equipment must be kept free of obstacles and decorative material.
• Clear and easy evacuation of the event must always be permitted in the event of an emergency. All halls and stairs must remain unobstructed.
• All decorations must be removed immediately after the event, unless prior arrangements are made with the Milo Bail Student Center. Trash containers will be provided to assist the group in cleaning up. Excessive decorations left after an event may incur an excessive cleaning charge.
• If damage or loss occurs to the facility, its furnishing and/or equipment, the group responsible for the reservation will be liable for an excessive cleaning or repair charge.
• The reservation staff reserves the right to disallow any decorations any time prior to or during an event that may cause damage to the area, be of questionable safety, be sexually explicit, be ethnically/culturally offensive, or conflict with appropriate use of the room. 
• Whenever there is a question on the use of something not listed above, it is the sponsoring organization’s responsibility to review with the Milo Bail Student Center.

Catering:

All food and beverage needs for meetings/events must be furnished through campus Dining Services & Catering.

Arrangements for catering may be made directly with the Catering Office.

Refer to the Food and Beverage Service Policy.

Parking:

The University of Nebraska at Omaha has a Parking and Transit Services Office that handles all event parking needs.

Arrangements for parking may be made directly with UNO Parking and Transit Services.

Security:

The University of Nebraska at Omaha has a public safety office that handles all event security needs. Events that the Milo Bail Student Center requires security to be present at will be communicated in advance and also have a fee applied to cover the cost of the security personnel.

Youth Safety:

All events that involve persons under the age of 19 must ensure they comply with the University Youth Activity Safety Policy.

Signage:

Refer to Milo Bail Student Center Marketing Opportunities and Posting Guidelines.

Chalking:

Refer to Milo Bail Student Center Marketing Opportunities and Posting Guidelines.

Solicitation:

Active solicitation of goods and services is prohibited except for groups with confirmed reservations. Groups with confirmed reservations may solicit goods and services but the solicitation must remain in the event space or directly behind booths or tables in confirmed spaces. 

Animals:

Service animals are the only animals allowed to be in any campus space without prior approval.

All events that would like to bring animals to the event must receive approval from the Milo Bail Student Center.

Animals at Events Requirements:

• Name and contact information of the organization furnishing the animals.
• Certificate of insurance from the organization furnishing the animals on file. Refer to the Certificate of Insurance section for details.

Academic Space:

Per Nebraska Board of Regent Policy (5.9.1), academic classes are not permitted to reserve or hold class sessions in student fee funded facilities. One-time special requests may be permitted with permission.

Scope

These guidelines apply to all individuals or groups seeking to temporarily post/display materials at the Milo Bail Student Center (MBSC).

Guidelines Statement

These guidelines are meant to provide consistent management of posting and display requests. All UNO Affiliated requests should ensure their content meets UNO Brand Guides. The Regulations on the Use of University Facilities and Grounds Policy must be followed in addition to the guidelines listed below.

Posters/Flyers:

• Allowed to promote an approved campus event or initiative.
• The designated location for hanging posters/flyers is the set of bulletin boards located in the atrium on the 1st floor.
• The MBSC MavIGATION Station will approve or/or deny all temporary poster requests. They will also get them hung up when space permits.
• Postings sponsored by recognized UNO student organizations or campus departments will receive first priority for available space. Community event/initiative postings may be approved as space allows.
• The maximum size of posters is 11” x 17”
• No posters shall be pasted, nailed, taped, stapled, or otherwise attached to any part of the interior or exterior(including windows or doors) of the Milo Bail Student Center or its fixtures.
• Postings inside suites or on interior office walls, bulletins, or glass must be approved by the department that oversees the suite.
• No posters may be placed on tables or furniture.

Digital Signs:

• Allowed to promote an approved campus event or initiative.
• Postings are only allowed for UNO Student Organizations, Student Government, Campus Departments, and UNO Announcements.
• Files that are acceptable are PNG or JPEG, the size must be 1920 pixels x 1080 pixels (recommended 72 pixels/inch)
• Files must be emailed to unoreservations@unomaha.edu
• Digital sign displays are updated once a week. (This excludes navigation screen content as that is managed separately)

Table Tents:

• Allowed to promote an approved campus event or initiative.
• Space must be reserved through the MBSC Reservations Office at unoreservations@unomaha.edu
• Maximum of two weeks is allowed per event/initiative.
• Only two events/groups can be booked at one time.
• Only allowed in the Food Court, Durango Grill, & MavDena.No table tents in MBSC public seating areas.
• Table tents must be free standing and not exceed 4in X 6in in size.
• The reserving group is responsible for placement and removal of all table tents

Chalking:

• Space must be reserved through the MBSC Reservations Office at unoreservations@unomaha.edu (UNO Student Organizations must put their reservation requests though MavSync).
• Maximum of one week per event per groupa.If rain washes away the chalk, groups can redo if it is within their scheduled week.
• Three groups can reserve chalking space at the same time.Groups are only allowed to chalk on one level per reservationb.First come, first serve on selection of levels.
• Allowable chalking area is on the Henningsen Plaza directly south of the Milo Bail Student Center.
• Chalking is not allowed on walls, steps, seating, statues, planters, rock beds, or staging areas

Plaza Sandwich Board:

• Allowed to promote an approved campus event.
• Board space must be reserved through the MBSC Reservations Office at unoreservations@unomaha.edu
• Maximum of two weeks is allowed per event.
• Maximum size is 24 in. wide by 34 in. tall
• The reserving group is responsible for placement and removal of all signs

MBSC Entrance Signs:

• Allowed to provide directions to an event located in the MBSC.
• Signs are only allowed on the day of the event.
• Three sign stands available, one by each entrance
• Maximum size is 22 in. wide by 28 in. tall
• The reserving group is responsible for placement and removal of all signs

Atrium Display:

• Allowed to promote an approved campus event.
• Space must be reserved through the MBSC Reservations Office at unoreservations@unomaha.edu
• Maximum of two weeks is allowed per event.
• Must use a professionally designed and printed banner. Maximum size of 8ft wide by 4ft tall.

Initiatives that don't have an "expiration" are allowed a maximum of two bookings per semester. This is to prevent continuous booking of any of the marketing options. The Milo Bail Student Center reserves the right to post signage in any manner that it deems necessary for building operations, safety, or awareness. The Milo Bail Student Center may provide exceptions to display criteria based on the following: University directive, approved campus event being marketed to the entire student body with attendance expected to exceed 2,000.


Applicable Resources:

Regulations on Facilities Use & Grounds Policy

https://www.unomaha.edu/campus-policies/regulations-on-the-use-of-university-facilities-and-grounds.php

UNO Brand Guide

https://www.unomaha.edu/office-of-strategic-marketing-and-communications/online-brand-guide/index.php

Animals on Campus Policy

https://www.unomaha.edu/campus-policies/animals-on-campus.php