ASU Student Organizations

Meetings

For meeting space in the Plemmons Student Union, ASU Student Organizations will not be charged a Rental Fee.

Special Events

Social Event/Reception
Student organizations will be charged a Staffing Fee for a one-time usage request for a Social Event or Reception.

Workshop/Seminar/Banquet

• Maximum One (1) Day Duration.
• No more than two rooms used, one (1) set-up for each room.

If workshop/seminar/banquet does not charge for participation, the ASU Student Organization will not be charged a Rental Fee.

If pre-registration or on-site admission is charged or donations accepted for participation, a Rental Fee will be charged to the organization. See Rental Fee Table.

Conference

• Two day or more duration -- or -- Two or more rooms used
• During the academic calendar year, conferences are limited to Friday - Sunday.

ASU Student Organizations will be charged a Rental Fee for any event defined as a conference. Please see Rental Fee Table.

A Staffing Fee will be added when a Social Event or Reception occurs as part of the workshop/conference. Please see Social Event Flat Rate Fee Table.

Approval to host a conference in the Plemmons Student Union is based on the following critieria:

1. Student organization is affiliated with association, if applicable.
2. Student organization has history of participation in state, regional, national conferences. Student membership with association is demonstrated.
3. 50% college student participation [projected from previous conference].
4. Conference purpose should have a logical relationship to the sponsoring ASU student organization and be sponsored & hosted by ASU Student Organization.

Administrative Offices & Academic Departments

Meetings

1. If an ASU Administrative Office requests meeting space for its ASU members, they will not be charged a Rental Fee.
2. ASU Faculty are asked to conduct departmental meetings in their assigned academic building. Space in the Plemmons Student Union is unavailable for academic department meetings.

Special Information

ASU Faculty or Staff Organizations, whose membership is exclusively ASU participants (i.e., ASU Faculty/Staff Christian Fellowship, AAUP, etc.) are first asked to seek space in the ASU Faculty Senate Conference Room. The Student Union will, however, be made available as an alternative at no Rental Fee. However, if organization has a social event or reception, a Staffing Fee will be charged.

Special Events

Social Event

1. If an ASU Administrative Office or Academic Department requests a one-time usage for a Social Event or Reception for its ASU members only, they will not be charged a Rental Fee. The sponsoring organization will be charged a Staffing Fee.
2. If an ASU Administrative Office or Academic Department requests a one-time usage for a Social Event or Reception that is open to the public or charges admission, they will be charged a Rental Fee. The sponsoring organization will also be charged a Staffing Fee.

Seminar/Workshop/Banquet[One day]

1. A one-day seminar or workshop conducted by an ASU Administrative Office or Academic Department for an exclusive ASU audience will not be charged a Rental Fee. [This may include staff seminars & workshops, etc.]
2. For seminars or workshops where an admission or registration is charged for participation, use of the PSU will not be allowed. The Broyhill Inn is suggested as the appropriate location for events of this nature.

Conferences

The PSU is unable to accommodate requests from Academic Departments or professional associations/organizations for facility usage for conferences. The Broyhill Inn is suggested as the appropriate location for events of this nature.

Student Development Departments Conference Guidelines

For Conferences that are established and facilitated by a Student Development Office within the Division of Student Development at Appalachian, facility space will be granted, if available. Conferences may only be scheduled Friday through Sunday during the academic year, and during the week through the summer sessions.

A Rental Fee will be charged according to the number of rooms used, required set-up changes, and additional support staff necessary to host the conference. Charges will be determined in consultation with the Associate Director of Student Programs. Fees are based on the Rental Fee Table [room set-ups and number of rooms used] and a per staff fee [additional support or technical staff].

For conferences that involve non-Appalachian participants, we require the sponsoring Student Development Office to make hosting arrangements with the Office of Conferences & Institutes at Appalachian. Conference & Institute services include housing, meal and transportation arrangements, conference announcements/publicity, and accident insurance for conference participants, and possible access to Student Health Services.

Conferences & Institutes - Summer

Non-ASU organizations requesting facility usage of the Plemmons Student Union during the summer will be required to make arrangements through ASU's Office of Conferences & Institutes, but only on the condition that the function is educational and residential in nature.

Use by Conferences & Institutes will occur primarily during summer school sessions.

For meetings & banquets, Conferences & Institute groups are charged a Rental Fee.

Special Information

Conferences & Institute groups are charged a Staffing Fee in addition to a Rental Fee when a social event is held. Special Information In exceptional circumstances, approval may be given for Social Events that request to go past 10:00 pm in the Plemmons Student Union. (Extra fee does not apply for use of Legends) An additional $100 Staffing Fee will be charged for any event that goes past 10:00 pm. All events must conclude by 11:00 pm