Gallagher Student Center

GSC Reservation Policies

The Gallagher Student Center (GSC) is a student facility providing gathering and lounge spaces, retail and food options, and reservable meeting and programming spaces. The GSC seeks to build community on campus through providing space, programs, and services to the entire campus community. The following reservation policies outline expectations and guidelines intended to facilitate fair space allocation among student groups, campus departments and organizations, and other members of the Xavier community. 

 

Definitions
  1. External group: Any group whose membership is not directly affiliated with Xavier University, and/or university-affiliated members requesting space for non-university purposes.
  2. Internal Group: Any group that is directly affiliated with Xavier University as part of a recognized student organization or University department.
  3. Meetings: A one-time or recurring usage of space which falls within normal operation hours and does not require the supervision of the GSC staff or have special staffing needs, except AV assistance.
  4. Special Events: Non-recurring usage of space that requires greater set-up and event-specific details such as, but not limited to: social functions, receptions, educational sessions, and banquets.
  5. Internal Events: Events hosted by an internal group where the majority of attendees are affiliated with the university. To qualify as an internal event, it must meet the following criteria:
    1. The event reservation must be submitted by an internal group.
    2. The event must be entirely funded by the internal group and cannot be subsidized by an external group.
    3. The event attendance must be more than 50% Xavier employees and/or students.
    4. The attendees are not being charged a fee for attendance unless proceeds directly benefit Xavier University.
  6. External Events: Events hosted by external groups or by internal groups where the majority of the audience is not current Xavier employees or students. External events will be directed to the Events & Conferences Team. External events will be charged for:
    1. Room rental, special electrical and audio-visual services.
    2. Food, beverages, and appropriate service charges.
    3. Operations fee for setup, teardown, or additional staffing needs.
    4. Sales tax, unless a tax-exempt certificate is provided.
    5. Administrative fees, where applicable.

 General Policies for Reservations and Facility Use

  1. All university policies in the policy library supersede policies listed within this document; please read over all policies.
  2. All internal group reservation requests are required to be placed through 25Live.
    1. If you have questions about reservations or how to use 25Live, please contact the GSC staff by phone (513.745.3201) or email (StudentCenter@Xavier.edu).
  3. External group reservation requests must be submitted to the Events and Conferences team.
    1. Email about conference services: ConferenceServices@Xavier.edu
    2. Email about summer Camps: summerprograms@xavier.edu
    3. Phone: 513.745.3394
    4. Website Request for Proposal
    5. All external groups and events will be subject to facility usage fees and additional reservation requirements as set by the Events and Conferences team.
  4. The GSC is not available for exclusive use by a single group. It is intended to be a place of community for Xavier University.
    1. If the building is open during normal or extended hours, it will be open to the entire University Community. It cannot be closed for a private event to an exclusive audience.
  5. The GSC does not allow any decorations that may permanently alter the facility. Examples of this include, but are not limited to, tape, staples, glue, nails, or hooks to secure materials to walls, windows, ceilings, columns, doors, doorframes, staging, curtains, or other surfaces.
  6. It is recommended that reservation requests are made fourteen (14) days before the event. Larger events or events with a special event setup should have reservation requests submitted at least thirty (30) days before the event.
    1. Finalized setups should be set at least seven (7) days before the event.
    2. Any reasonable room setup and equipment changes must be made at least two (2) business days before the start of the event.
  7. Student organizations will not have their reservation request approved without it being submitted on EngageXU.
  8. A request for space does not guarantee that space will be assigned. The Gallagher Student Center reserves the right to reject any reservation that it determines programmatically and operationally too difficult to accommodate. Reservations may also be denied if the organization or event is in conflict with any university policies and/or if the event is not in keeping with the primary mission of the GSC or Xavier University.
    1. A reservation request is not approved until confirmation is sent by 25Live.
  9. Permanent furniture is not allowed to be removed from any space without prior authorization from the GSC Manager. Furniture items are not allowed to be moved by the reserving party without GSC staff present.
  10. Spaces within the GSC will not be made available for Xavier academic classes. Classes are welcome to utilize spaces for a non-recurring special event.
  11. Room reservations cannot be reserved for overnight use or storage. Exceptions can only be authorized by the GSC Manager or their designee.
  12. No organization may request a location for another organization’s use. Event requests must be submitted by the intending organization and are not allowed to be transferred between organizations.
  13. Animal-related policy:
    1. Only service animals are permitted in the building. No other animals, personal pets, or Emotional Support animals are permitted in the building at any time.
    2. For more clarity, please refer to Xavier University’s Animal Guidelines.
  14. Cancellations: Due to the limited availability and high demand for space within the GSC, groups should cancel room reservations upon deciding not to use the space. Failure to cancel a reserved space within two (2) days will result in the following:
    1. First offense: the organization will receive a warning of policy violation
    2. Additional offenses: the organization will be charged the external rental rate for the space.
  15. Cleaning responsibility and damage policies:
    1. Groups using the GSC are expected to maintain the general cleanliness of the room they are using.
    2. All decorations must be completely removed and cleaned after an event.
      1. The GSC does not allow any decorations that may permanently alter the facility. No tape, staples, glue, nails, or hooks may be used to secure materials to walls, windows, ceilings, columns, doors, doorframes, staging, curtains, or other surfaces.
      2. Decorations and displays that require balloons, flame, sand, glitter, confetti, or water may not be used in the GSC without permission from the GSC Manager.
      3. Groups failing to maintain the cleanliness of a space will incur a cleaning charge of at least $40/hour.
    3. All groups using GSC facilities are responsible for the proper use of the reserved space, furnishings, and equipment. Any damage or missing items will be billed to the sponsoring organization. It will be the sponsoring organization’s responsibility to collect payment from members or guests for any damages, lost items, or failure to maintain the cleanliness of the space.
  16. Food, Alcohol, and Catering Policies:
    1. For events held within the GSC, sponsoring organizations may provide their own food and drinks for their events.
    2. All groups having food at their event are responsible for making sure that the room is cleaned of all trash and extra food/beverage items after an event, regardless if catered or not. If the room is not cleaned after an event, a minimum of $40/hour will be charged to clean, and future reservations may be affected.
    3. If alcohol is served at an event, both food and beverages must be contracted through Xavier’s Dining Services. Additional alcohol policies apply:
      1. All groups hosting events with alcohol in the GSC are subject to Xavier University’s Alcohol and Other Drug Policy
      2. Additionally, student groups must complete the Office of Student Involvement’s Event Request Form.
  17. Fundraising Policies:
    1. Student organizations reserving space where fundraising will occur must be approved through the Office of Student Involvement.
    2. The GSC will not confirm reservations intended for fundraising until approval has been given by the Office of Student Involvement.
    3. The GSC assumes no liability for food or beverages sold, exchanged, or given out as part of a fundraiser. All patrons of a fundraiser purchase and consume products at their own risk.
    4. “Bake Sale” fundraising will only be permitted if the goods are pre-packaged and sealed from a kitchen or facility that holds a food safety inspection license or certification.
    5. Groups are prohibited from preparing goods on campus or at home and then selling or distributing those items as part of a fundraiser.
  18. Lost and Found policy:
    1. Items are kept at the GSC Welcome Desk for one week.
    2. Any items that remain at the end of each week will be donated.
    3. Items of value are stored in a locked safe or submitted to Campus Police in Flynn Hall.
      1. If an item has the name of a student or employee, they will receive an email from StudentCenter@Xavier.edu.
    4. The GSC is not responsible for damage to lost items.
  19. Parking policies:
    1. Guests attending an event at the GSC must park in accordance with University parking policies
    2. No parking or waiting is permitted in the GSC loading dock areas.
    3. No parking is allowed in the GSC turnaround location outside of the lower level. Only unloading and loading is allowed in this area.
  20. Security policies:
    1. The GSC works closely with Xavier Police regarding facility and event security.
    2. Additional security may be required for events held in the GSC at the determination of the GSC and Xavier Police.
    3. Any fees associated with additional security are the responsibility of the sponsoring organization.

 Rates

  1. All groups are subject to additional rates for reserving space and requesting additional setup/teardown needs, cleaning, and audio/visual items.
  2. Reservations can be made for up to 6 hours at the standard rate. Usage beyond 6 hours or outside of Building Manager hours may result in additional fees.
  3. The rate breakdown listed below applies to internal groups. External groups follow rates as established by the Events & Conferences Team at Xavier University.
    1. Use of any reservable space, for up to 6 hours, will have no cost for internal groups.
    2. The charge per hour after the six hours will be:
      1. Meeting Spaces (GSC 214, 251, and 330): $25/Hour
      2. Event Spaces (Arrupe Overlook, Clock Tower Lounge, Lower-level Atrium): $50/Hour
  4. Events outside of Building Manager hours will incur an hourly rate aligned with the current rate of employment for this role, rounded up to the next dollar.
    1. For the 2026-2027 Fiscal Year, this will be an hourly rate of $13/hour per Building Manager.
  5. Any setup and teardown requests outside of those standardly available in a specific location may have a fee up to $100/request.
  6. If an event requires cleaning, internal organizations will be charged a minimum of $40/hour for professional cleaning by the University-approved partner. Additionally, groups may have future reservations affected.
  7. Audio/visual items are provided, in many spaces, without additional costs to our internal groups. If additional items are requested, we will charge for the following items, per piece. Items will be limited by availability for certain spaces.
    1. Handheld wired microphone: $25 per microphone
    2. Wireless lapel microphone: $25 per microphone
    3. Sound board mixer: $50
    4. External (non-installed) speakers: $50 per pair
    5. Pipe and drape: $25 per section
    6. Stage piece: $25 per piece
  8. The group making the reservation is responsible for any damages to GSC furniture, equipment, or space during their reservation.

Reservable Spaces

Meeting Rooms: These rooms are designated spaces within the GSC available for recurring and one-time meetings. Capacity, setup styles, and AV options are listed below:

  1. GSC 214
    1. Square Footage: 840.
    2. Maximum capacity of 32, minimum capacity of 3.
    3. Standard setup: Boardroom style, open square, max of 24.
    4. Additional setup possibilities:
      1. Classroom style: tables and chairs, max of 32.
      2. Circle of chairs: max of 32.
      3. Conference style: closed square, max of 24.
      4. Theatre style: chairs facing projector, max of 32.
      5. U-Shape: projection screen empty of tables, max of 20.
    5. Audio/Visual Equipment
      1. Built-in audio with projector
      2. Dry erase board
      3. HDMI Inputs
      4. Projector and Screen
      5. Solstice connection
  2. GSC 251
    1. Square Footage: 168.
    2. Maximum capacity of 8, minimum capacity of 2.
    3. Standard setup: Conference style, closed square, max of 8.
    4. Additional setup possibilities: N/A
    5. Audio/Visual Equipment
      1. Dry erase board
      2. HDMI Input for TV monitor
  3. GSC 330
    1. Square Footage: 700.
    2. Maximum capacity of 32, minimum capacity of 3.
    3. Standard setup: Boardroom style, open square, max of 24.
    4. Additional setup possibilities:
      1. Classroom style: tables and chairs, max of 32.
      2. Circle of chairs: max of 32.
      3. Conference style: closed square, max of 24.
      4. Theatre style: chairs facing projector, max of 32.
      5. U-Shape: projection screen empty of tables, max of 20.
    5. Audio/Visual Equipment
      1. Built-in audio with projector
      2. Dry erase board
      3. HDMI Inputs
      4. Projector and Screen
      5. Solstice connection
Special Event Spaces: These are designated spaces within the GSC for non-recurring special events. To ensure that all students have access, Special Event Spaces are not reservable for weekly recurring meetings. Monthly reservations are permitted, depending upon availability. Room setup requests are to be finalized a week before the event:
  1. Arrupe Overlook:
    1. Square Footage: 2800.
    2. Maximum capacity of 120, minimum capacity of 20.
    3. Standard setup: Empty room, minimal furniture, max of 120.
    4. Additional setup possibilities:
      1. Boardroom, open square, max of 30.
      2. Classroom style: tables and chairs, max of 30.
      3. Circle of chairs: max of 60.
      4. Conference style: closed square, max of 30.
      5. Exhibition/Fair: tables around border of space, max of 30.
      6. Rounds of 8: Five (5) foot diameter round tables, max of 80.
      7. Theatre style: chairs facing projector, max of 120.
      8. U-Shape: projection screen empty of tables, max of 30.
    5. Audio/Visual Equipment
      1. Built-in audio with projector
      2. HDMI input
      3. Microsoft Teams cart
      4. Projector and screen
      5. Solstice connection
      6. Wireless, wired, or lapel microphones
  2. Clock Tower Lounge:
    1. Square Footage: 1030.
    2. Maximum capacity of 75, minimum capacity of 15.
    3. Standard setup: Empty room, minimal furniture, max of 80.
    4. Additional setup possibilities:
      1. Boardroom, open square, max of 30.
      2. Classroom style: tables and chairs, max of 30.
      3. Circle of chairs: max of 30.
      4. Conference style: closed square, max of 30.
      5. Rounds of 6: Four (4) foot diameter round tables, max of 60.
      6. Theatre style: chairs facing projector, max of 60.
      7. U-Shape: projection screen empty of tables, max of 24.
    5. Audio/Visual Equipment
      1. Built-in audio with projector
      2. HDMI input
      3. Microsoft Teams cart
      4. Projector and screen
      5. Solstice connection
      6. Wireless or lapel microphones
  3. D’Artagnan’s Den
    1. Maximum Capacity: 25, minimum capacity of 3
    2. Standard setup: lounge space, max of 25
    3. Audio/visual Equipment
      1. Five (5) mounted television monitors
      2. Two (2) gaming PCs
    4. Kitchens (2nd and 3rd Floor):
      1. Only reservable in conjunction with another event request and needs to be noted as part of the reservation request on 25Live.
      2. The 2nd floor kitchen has an oven.
    5. Lower-Level Atrium
      1. Maximum capacity of 150, minimum capacity of 25.
      2. Standard setup: tables and chairs spread throughout the space, max of 150.
      3. Additional setup possibilities
        1. Theatre Style: chairs facing one side of the space, max of 60.
      4. This is the only space within the GSC where paint is permitted to be used for an event. Any paint items must be used on the provided paint tables and not the permanent furniture.
Tabling: There are two (2) spaces inside and two (2) directly outside of the GSC near the first-floor entrance that can be reserved.
  1. Each tabling request is provided one (1) table and two (2) chairs. If a group needs additional tables or chairs, please ensure you submit the request with the reservation. Additional tables and chairs may be provided depending on availability.
  2. All tables are restricted to their original location and cannot be moved without permission from the GSC Staff.
  3. Only indoor reservations will be provided access to a power outlet.
  4. For safety reasons, pop-up tents are not permitted over any tabling space reservation.
  5. In the event of inclement weather, additional indoor tabling spaces may be available but are not guaranteed without a reservation.
  6. Use of amplified sound cannot interfere with operations and engagements with other events happening inside or outside of the GSC. GSC Staff has final decision regarding amplified sound.
Other: There are a variety of other reservation spaces within the Gallagher Student Center.
  1. Balloon Arches:
    1. The use of balloon arches in the GSC to advertise for events is subject to approval by the Manager of the GSC.
    2. Balloon arches must be set up by an approved vendor.
    3. Space must be reserved through 25 Live and is subject to availability.
  2. Donation Collection Box Space:
    1. Space for donation collection can be reserved by contacting the GSC Manager.
    2. Boxes will be placed by the GSC staff and remain for no longer than two (2) weeks.
    3. All boxes must be identifiable with the university department, organization, or student organization as well as the recipient of collected materials.
    4. Student organizations must be approved by the Office of Student Involvement.
    5. All donation collection boxes must be aligned with the Office of Student Involvement’s Fundraising policy.