Campus Involvement

Effective Date: January 10, 2020

Printer-Friendly Version: IdeaHub Space Use Policy for Student Organizations (PDF)

IdeaHub Space Use Policy for Student Organizations

The purpose of the IdeaHub is to ensure student organizations have access to vital resources they need to support and succeed in their endeavors. Services include reservable meeting rooms, storage space, workrooms, movement studios, and special marketing and peer consultant services. 

Although the IdeaHub will primarily serve student organizations, it is a place for students to learn about and be advised on involvement opportunities. Staff will be available to help guide and assist with organization registration and other resources. 

Reservation Hours

The IdeaHub will be available for reservations: 

  • Monday-Friday | 10:30 a.m. - 11:30 p.m.
  • Saturday-Sunday | 12:30 p.m. - 11:30 p.m.
  • MLK Day | Closed for reservations
  • Spring Break | Closed for reservations 

 

Space Use Policies 

IdeaHub spaces must be returned to the original condition and standard set up after the student organization is finished using it. The IdeaHub is a shared space. It is expected that all will treat each other with consideration and respect. 

Groups must adhere to posted room capacities: 

Meeting Rooms 

  • McCarty Bishop A/B* - Capacity 8 
    • McCarty Bishop A - Capacity 4 
    • McCarty Bishop B - Capacity 4 
  • Room IH 2310A/B* - Capacity 8 
    • Room IH 2310 A - Capacity 4 
    • Room IH 2310 B - Capacity 4 
  • Room IH 2426 - Capacity 12 
  • Room IH 2430 - Capacity 8 
  • Room IH 2434 - Capacity 12 

Movement Studios 

  • Movement Studio A - Capacity 49 
  • Movement Studio B - Capacity 49 

Creation Studio - Capacity 13 

*The McCarty-Bishop and Room IH 2310 meeting rooms can be reserved at full size or split into smaller rooms if desired. 

Any organization that shows disregard for university facilities and equipment or fails to abide by these policies may be denied further use of university space, and/or be referred to the Student Organization Advancement and Recognition or disciplinary action. Organizations will be held responsible for any damages. 

 

Reservable IdeaHub Spaces 

Meeting rooms include a conference table, chairs, and a digital monitor. 

Movement Studios are open rooms with a mirrored wall, barre and built-in sound system, including a keyboard.

Creation Studio contains a sink, drying area and work table which are available for banner creation, sign making, and other art projects. Spray paint or hazardous chemicals (i.e.mineral spirits) are prohibited in the Creation Studio. 

 

Reserving IdeaHub Spaces 

All reservable spaces in the IdeaHub will be managed through the EMS Web App. Reservations can be made through EMS or by working with IdeaHub staff in person. 

During the Fall/Winter semesters, only student organizations will be permitted to reserve IdeaHub spaces. 

Spaces can be reserved up to one hour prior to usage. Spaces must be returned to their original condition and setup at the conclusion of a reservation.

Meeting Rooms*: 

  • May be reserved a maximum of 31 days in advance 
  • Booking duration is limited to 2 hours 
  • Student orgs are limited to 8 reservations per 31 days.

*Note: meeting rooms are available to student organizations on a first-come, first-served basis when not reserved. All reservations will be honored as priority usage.

Creation Studio: 

  • May be reserved a maximum of 31 days in advance 
  • Booking duration is limited to 3 hours 
  • Student orgs are limited to 4 reservations per 31 days. 

Movement Studios:

  • May be reserved a maximum of one semester in advance 
  • Booking duration is limited to 3 hours 
  • Student orgs are limited to 15 reservations per semester. 

 

No-Show Policy

Student organizations that are 15 or more minutes late and/or do not show up for scheduled events without prior notice will be in violation of the No-Show Policy. After 15 minutes, the space will become available for another group to use. 

 

Cancellation Policy

Groups may cancel spaces up to 12 hours prior to the event time without penalty. Cancellations within 12 hours will be considered a no-show. 

 

Food Policy

No food will be permitted in the meeting rooms, Creation studio, or movement studios at any time. 

 

Materials Policy 

No use of candles, adhesives, glitter, dance wax, powder or similar materials is permitted in meeting rooms and movement studios. 

 

Policy Violation 

An organization who violates any Ideahub policy will result in the organization forfeiting the right to schedule events in IdeaHub Spaces for one month. A second violation will result in forfeiture of all existing and future reservations.