Policies and Procedures for use of Conference Services Facilities

The facilities utilized by the Conference Services Office exist for both the purpose of education as well as for hosting both internal and external events, including seminars, banquets, meetings, and celebratory occasions. Priority for the use of facilities is based on the date of request. The decision to permit or restrict the use of facilities by University groups will be based on the prior commitment of that facility.

Due to the unique pricing structure afforded to University groups, the following guidelines must be adhered to:

1. The group hosting the event must consist almost entirely of students, faculty, administrators, or staff of the University.
2. The primary activity being hosted is directly related to the University.
3. A valid University index must be given at the time the reservation is made; all charges for the event must be charged directly to the University index.

Groups sponsoring activities judged to be unrelated to the University but permissible under the policy governing the use of University facilities would be charged appropriate fees. It is the responsibility of the Manager of Conference Services to determine whether the activities for which University space is requested are University related. Factors to be considered in making this decision include: (1) the relationship to the University of the sponsor and others who are expected to participate, (2) the purpose for which space is requested, (3) whether the activity will promote the objectives of the institution, (4) whether the person(s) organizing and conducting the specific activity is (are) affiliated with the University, and (5) whether the proposed activity will be conducted primarily for the benefit of a group not under the auspices of the University.

The person, whether or not a member of the University community, who requests the use of a University facility shall be responsible for maintaining the requested facility in good condition.

The University reserves the right to reject any request for use of its facilities and to terminate use at any time upon failure of a University group or a non-University organization to comply fully with University policy and safety procedures.
 

AUDIO VISUAL EQUIPMENT RENTAL FEES

If you require any other Audio Visual Services not listed above, please contact our office and we can assist in coordinating services with an outside vendor.

General Information Pertaining to Reserving Space in Iacocca Hall

AUDIO-VISUAL REQUESTS

You will need to contact our office with any audiovisual equipment needs at least three working days prior to your event. After this we will be unable to guarantee the availability of equipment. We do not provide a technician to run the equipment. If you require additional A/V support, please contact Distance Education at indeprod@lehigh.edu or 610-758-6210 for pricing and availability. You can also contact https://distance.lehigh.edu/special-events-productions for more information.

EVENT SUPERVISOR

Please note that an event supervisor is scheduled for coverage of each event one-half hour prior to event's start and ends one-half hour after the event concludes. There is a $20.00 charge per supervisor per hour with a minimum of three hours . For events hosting groups of 200 or more, two event supervisors will be assigned to the event. 

DECORATIONS

Please note the following guidelines for decorating when planning your event.

1. No glitter/confetti
2. In an effort to preserve the Wood Dining Room please refrain from adhering any objects (e.g., post-it paper, tapes of any kind, etc.) to the windows and walls. There will be a fee assessed if this policy violated.
3. Hanging materials from ceiling is not permitted
4. Decorations may not block any exits/stairwells.

DINING SERVICES

You will need to contact Lehigh Dining Services 8-4512 with your food service needs thirty days prior to your event. After you have placed your order with Food Services, you will receive a Food Service confirmation. You will need to sign this confirmation and return to the Lehigh Dining Services 10 business days prior to the event. Any food service requests received within seven business days of the event will be considered based on availability of food product and staffing. Cancellations of food requirements must be received and acknowledged at least three working days prior to the event.

You will need to contact Lehigh Dining Services with your guaranteed number of participants at least three business days prior to your event. Your guaranteed number will determine both the amount of food prepared and staffing requirements. The guaranteed number will be used as the final count and cannot be changed within three business days of the event. If fewer participants than the guaranteed count attend, the guaranteed count will be charged. If unexpected participants attend the event, Dining Services cannot guarantee the additional participants will be served the same menu as was ordered. The charge for the additional participants will be the quoted meal price plus 15% per participant.

PARKING

For events hosted at Iacocca Hall, please be sure you have completed the parking survey https://lehigh.co1.qualtrics.com/jfe/form/SV_73c256fM2HUXsHz.

STORAGE OF EQUIPMENT

During your event, you are required to observe all EXIT signs and keep them clear of any personal equipment or set-up materials that may block these exits. This policy is in place to ensure the safety of you and your guests in the event of an emergency