LBC Policies

 

Access

The Lavin-Bernick Center is open 24 hours a day 7 days a week during the academic year with Tulane card access. The hours are abbreviated during the holidays and summer.

Alcohol

Those reserving space and planning to provide alcohol at their event are responsible for reading, understanding and following the University’s alcohol policy. A copy of the policy is available online or can be obtained from the Lavin-Bernick Center Administration/Reservations Office. All groups using the LBC are required to use the university based catering service for food and beverage needs.

Amplified Sound

Amplified Sound is allowed in Pocket Park Monday through Friday from 4pm to 7pm, on Saturday and Sunday from noon until 10pm, and on University holidays from 12noon-10pm. All outdoor events are subject to compliance with the city of New Orleans’s noise ordinance as well as any institutional specific policies. In regards to indoor sound, consideration should be given to other facility users. All indoor events should utilize sound in such a manner as to not disturb others. If the event will include amplified sound (i.e. drum circles, step practice, etc.) notification must be given in advance to the Administrative/Reservations Office. In the event you are asked to reduce the sound level, you must do so immediately. Failure to comply may result in the cancellation of any future reservations.

Animals

No animals are permitted in the Lavin-Bernick Center except for those assisting the visually or physically impaired.

Bicycles

No bicycles are permitted in the Lavin-Bernick Center. Unattended bicycles should be locked to bike racks located outside the LBC. Bicycles may not be chained to railings, columns, benches or other structures.

Conflict of Interest

Tulane University has established contractual agreements with retail and service providers located within the Lavin-Bernick Center. Due to the contractual terms of these agreements, university departments and/or student organizations representing Tulane University are prohibited from entering into similar agreements with any like providers. Potential conflicts of interest may include, but are not limited to, the following services:

• Banking
• Hair Styling
• Bookstore
• Catering or food/beverage service
• Cellular phone service
• Copy/Printing Center

If you have questions regarding this agreement please contact the Associate Vice President for University Services at (504) 862-8064.

Dances and Late-Night Events

In addition to the Lavin-Bernick Center room reservation policies, the following policies apply to late night events held within the facility:

• A minimum of three campus police officers will be required at this type of event. A minimum of five student members of the sponsoring organization(s) must work as additional security staff.
• For safety and security reasons, only one ballroom may be used for parties/dances on any given date. The maximum number of guests may not exceed 450.
• The student organization or group sponsoring the event shall provide event contact names to the Department of Public Safety prior to the event. It is recommended that this information be included on the IT along with specific times and details of the event. This information will assist Public Safety in making their shift assignments.
• All guests must be able to present their university issued photo identification at the door. Public Safety officers will assist and support this rule. Individuals without a college photo I.D. will be refused entry.
• Two officers will periodically patrol the area outside the event, ensuring that any non-Tulane affiliated persons are not found loitering.
• Campus police officers will monitor occupancy levels to ensure that occupancy codes and safety regulations are not violated.
• Events held in the Lavin-Bernick Center will end by 2:00am.
• Groups sponsoring events held in the Lavin-Bernick Center that conclude after 11:00pm will be assessed a custodial staffing fee payable directly to Tulane University by check, or to the Lavin-Bernick Center by Interdepartmental Transfer (IT).
• Additional public safety officers may be called to the facility at the end of the event to assist in dispersing the crowd. If this extra support is required, it will be at the expense of the sponsoring organization(s).

Decorations

Decorating and the removal of decorations must occur during the scheduled and reserved time of the event. Smoke, fog and bubble machines are not permitted. Use of candles, oil lamps, or incense is not permitted. Duct tape and clear packing tape should not be used on any surface. Flowers and other decorations must arrive and be removed during the reservation period.

Event Security

Some events will require additional security officers. If an event requires additional public safety officers the organization or department will be notified at the time the reservation is made. The sponsoring group will be responsible for the additional costs. Specific questions should be directed to the Office of Public Safety at 865-5381.

Fire Safety

The Lavin-Bernick Center is protected by a system of smoke detectors tied into a main building alarm. In the event that a fire alarm sounds, patrons must proceed immediately to the nearest building exit. Once outside the building, patrons will be asked to move to an area at least 25 feet from the exterior of the building. All building occupants must remain outside of the building until the Department of Public Safety has given the all-clear signal, and the building is reopened. Open flames, including incense and candles are prohibited by Fire Code. Organizations requiring the use of candles during formal functions may purchase battery-operated “candles”.

Food Service

Olive Blue Catering (865-5254) has exclusive catering rights in the Lavin-Bernick Center. No other catering service may be used anywhere else in the Center. Sponsoring groups or organizations may provide their own food and/or beverages as long as the event is not catered by a private catering company (restaurants and grocery stores are allowed but cannot deliver directly to the LBC). If a group brings in their own food and/or beverages, they are responsible for clean up. This includes responsibility for depositing all trash in the trash receptacles provided. Failure to comply with this policy may result in a group being assessed cleaning charges.

Gambling

Gambling of any nature is prohibited in the Lavin-Bernick Center.

Glass Display Cases

Only registered student organizations and university departments may utilize the Lavin-Bernick Center display cases. Each group may use a display case for a two-week period to promote upcoming events or promote their organization/department. The name of the organization, the date, time and location of the upcoming event (when applicable), and a contact phone number must be prominently displayed. The Information Desk Staff is responsible for hanging and removing the posters/flyers. Items not retrieved by the end of the display period will be recycled or discarded.

Handicap Accessibility

The Lavin-Bernick Center is handicap accessible.

Insurance and Rental Agreements

Insurance and Rental Agreements are required for various types of events. Please refer to the Administration/Reservations Office for details. All non-affiliate groups must provide a Certificate of Insurance, clearly stating a minimum of $1,000,000 in General Liability coverage, and naming Tulane University and its Board of Administrators as additionally insured. The certificate of coverage must be provided at least 10 days prior to the event.

Lost and Found

The Lavin-Bernick Center operates a Lost and Found at the Information Center located on the first floor. Items found in McAlister Auditorium and the LBC should be turned into the Lost and Found and will be logged into the appropriate binder. If the owner can be identified he/she will be contacted via phone and/or e-mail. If you would like to find out if a lost item has been turned in, please call 865-4000, e-mail us at lbcinfo@tulane.edu or inquire at the Information Center.

• Items that are not claimed within 60 days will be either disposed of or donated.
• Driver’s licenses, bankcards and other forms of identification will be shredded after the 60-day period.
• Tulane ID cards will be held for 3 business days. If unclaimed after the 3-day period, cards will be returned to Card Services located in Bruff Commons.

McAlister Place

McAlister Way, which runs from Freret Street to Drill Road, can now be reserved for special events. All student organization reservations are tentative until Student Programs Event Registration forms are completed and signed. Organizations and departments must follow the University amplified sound policy and submit an I.T. to Facilities Services for tables, chairs, extra garbage cans, and clean-up personnel. Contact Public Safety (Officer Dominguez at 865-5381) to see if officers are required for event.

Parking

The University requires that all people who park their car on campus from 8 a.m. to 7 p.m., Monday through Friday, display a valid parking permit or pay to park at a metered location. If your event will require guest vehicle parking, please contact the Tulane University Traffic Office (865-5424) in the Office of Public Safety at the Diboll Complex. The cost of renting space in the Lavin-Bernick Center does not include parking on campus. The nearest public parking facility is the Diboll parking garage located at the corner of McAlister Extension and Ben Weiner Drive. Further information regarding the garage schedule, parking fees and other available parking locations may be viewed here.

Phones

Students and visitors may use the courtesy phones located on the second floor of the facility.

Postings, Chalking & Banners

Postings must be approved, stamped, dated, and hung by the Information Desk Staff and are limited to two per authorized bulletin boards. Postings are not permitted on doors, windows, or the walls of the Center. All postings must be sponsored by a recognized student organization or University department and the name of the sponsoring organization/department must be printed on the posting. Postings cannot be larger than 14” x 22” and will be limited to two-weeks. Permission may be obtained to hang banners in approved spaces from the Office of Administration and Reservations and will be hung by the Information Desk Staff. Chalking on the walls is not permitted.

Publications

Only approved Tulane University publications may be distributed in the public spaces of the Center. The newspaper racks located at the front entrance are designated for The Hullabaloo, the university newspaper.

Removal of Equipment

No equipment or furniture is to be removed from the Center without written permission from the Administrative Office of the Lavin-Bernick Center.

Reservations/Cancellations/No-Shows

All meeting, booth or banner spaces in the Lavin-Bernick Center must be reserved through the Administration/Reservations Office. Reservation policies and procedures may be viewed in full here. Priority use is given to recognized student organizations and University departments. Sponsoring groups or organizations may cancel or change their reservations twenty-four hours in advance. A student organization is considered a “no show” if group members have not utilized the reserved area within 30 minutes of the scheduled reservation. Please review the sanctions listed below for violations of the “no show” policy:

• The first “no show” will result in the student organization receiving a written notice of warning from the Administrative Office of the Lavin-Bernick Center, with a copy to the organization’s adviser.
• The second “no show” will result in the student organization losing its scheduling privileges for a period of two (2) academic weeks. During the time of suspension, all previously approved reservation requests will be canceled.
• The third no show will result in the organization losing its scheduling privileges for a period of eight (8) academic weeks. During the time of the suspension, all previously approved reservation requests will be canceled.

Reservations are not accepted for regularly scheduled academic classes, study groups, or weekly religious services. Informal study groups are permitted in the public lounges and dining areas. Student organizations may not reserve space during study and exam periods.

Skates, Roller Blades or Skateboards

The use of skates, roller blades or skateboards is not permitted in the Lavin-Bernick Center.

Smoking

In compliance with university policy, the Lavin-Bernick Center is designated a smoke free facility. Smoking is only permitted in designated areas of the Tulane University campus.

Table Tents

The LBC has 88 two-sided 4x6 acrylic table-tent holders on located in the Food Court and Nalty Commons. The two panels can be filled on a first-come, first served basis to Tulane University student organizations and departments. Due to limited availability each group is allowed 44 table tents. All table tent designs must be submitted to and approved by the administrative office of the Lavin-Bernick Center. Fundraising efforts or advertising affiliated with elections are not permitted on table tents. Table tents may be displayed for a maximum of one week or seven calendar days. The sponsoring organization or group and contact information must be clearly stated on the table tent. The Information Desk staff is responsible for distributing and disposing of the table tents. To reserve table tent space contact Shirley Dymond at sdymond@tulane.edu.

Vendors/Solicitation

Solicitation is considered any activity in which an action is requested of another individual for any purpose. Sales, petitions, surveys and distribution of printed materials are considered solicitation under this policy. External vendors are not permitted in the Lavin-Bernick Center unless sponsored by a university department or a recognized student organization, and a booth/lounge area has been reserved for them by said department or student organization. The names of the vendor and their sponsor(s) must be clearly displayed within their reserved area. The vendor must remain within their reserved area and may not approach facility patrons or solicit door-to-door. Contact the office of Administration and Reservations for detailed information regarding vendor contracts, policies and/or rental fees.

Video/DVD Showings and Federal Copyright Law

Federal law prohibits the public display of copyrighted material. This includes videos and DVDs that may be purchased or rented. Although the language is not specific, any showing of a video or DVD for social purposes to groups could be considered a violation of federal law. To avoid such conflict and decrease the likelihood of copyright violations, groups’ are urged not to show copyrighted material unless payment has been made to the proper authority. For more detailed information please contact the Office of Student Programs at 865-5141.