DF Event Policies

All meetings and events held at Digital Futures will be subject to space rental fees and other applicable fees.

Normal business hours are Monday - Friday from 9:00 AM - 5:00 PM. Events outside of normal business hours, including weekend and evening events, require additional fees and conditions.  

Client can have access to reserved space (1) hour before and (30) minutes after program start and end time, unless otherwise arranged with Conference & Event Services (CES). 

Normal business hours are Monday - Friday from 9:00 AM - 5:00 PM. Events outside of normal business hours, including weekend and evening events, require additional fees and conditions.

Client must provide program arrangements no later than ten (10) business days prior to event start date, including but not limited to: room set up, audiovisual, catering, and parking needs. Any changes requested or failure to supply required program arrangements may result in additional fees. 

Catering: Clients may select a licensed caterer of their choice. Client is responsible for all arrangements with caterer including menu selection, serving logistics, and delivery. 

Conference & Event Services (CES) can help take over food arrangements for an additional 20% service fee.

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With the ability to bring in your own catering, we ask that you also dispose of all food and beverage garbage into the provided garbage cans in the room prior to leaving the event space. Failure to clear your garbage into cans will result in a penalty of $100. 

*If housekeeping has been ordered for your meeting and you are paying that fee, you are not responsible for cleaning up the space.*

Programs with alcoholic beverages passed, served, or sold are subject to the below guidelines:

• Programs with alcoholic beverages passed, served, or sold in the indoor spaces are permitted only by properly licensed caterers or providers.
• Client is responsible for the conduct of all event attendees

All decorations for Digital Futures must be pre-approved by Conference & Event Services. Tables do not come with table linens. Table linens should be provided by the caterer or can be rented through an outside company. Balloons must have weights or be tied to centerpieces/chairs. Clients may not tape, nail, or thumb-tack any items to the floor, wall or ceiling without prior approval. Please note that any types of candles, lanterns, or open flames are prohibited. The following is a list of banned decorations: 

• Tape, nails, screws, thumb tacks, glue, adhesive putty
• Candles or any open flame or Incense (Battery operated are allowed)
• Fog and smoke/haze machines
• Confetti, glitter or sand

Event/meeting awareness is the responsibility of the organizer including on-site signage, creation of maps, social media, email marketing and other relevant channels. Removing signage and related physical promotional materials is the responsibility of the organizer.  

 For public safety purposes, doors cannot be propped open, parking garage gates cannot be raised, and badge access will not be provided to attendees.

If the University should close due to inclement weather, all events at Digital Futures are cancelled following University Rule 3361: 10-55-0.

Room rental fees will be waived if event is cancelled due to a University closing.   

Contingency Planning is the responsibility of the organizer including having a back-up plan and managing the situation in the event of technology glitches, fire drills, actual emergencies, elevator break-down, and other such unintended. 

Either party may terminate this Agreement upon providing the other party written notice of cancellation. 

In the event that the client terminates this Agreement, the client will pay Campus Services for all direct and indirect administrative expenses and contractual obligations that are incurred by Campus Services 7.2024 prior to receipt of notice of cancellation. The client shall also be responsible for management fees according to the schedule below.

Facility room reservations are scaled as follows:

• If canceled 30 business days –15 business days from the starting date: 50% of DF Rooms Reserved Rental Fee 
• If canceled 14 business days– 3 business days from the starting date: 80% of DF Rooms Reserved Rental Fee 
• If canceled 2 business days or less from starting date: 100% of DF Rooms Reserved Rental Fee

Catering Ordered are scaled as follows:

If CES is hired to contract catering services, the caterer's cancellation policy will be followed, and the client is to pay any necessary fees incurred due to the cancellation (if any).