AACRC Reservation Policies

You must review our policies prior to completing the registration form.

Please allow 7-10 business days for your reservation submission to be received and reviewed.  

General Information

The University of Cincinnati is not responsible for loss of or damage to personal property during events held at the AACRC.

If the University of Cincinnati closes for any reason, the AACRC will be unavailable during this time.

Alcohol

Serving or consuming alcohol beverages is not permitted unless a licensed bartender is hired, or a liquor license is achieved by the state of Ohio. If you plan to serve or consume alcohol at your event, you must communicate with the reservation coordinator in advance. 

Food

Please note you cannot bring in personal food or beverages without approval.  Because of damage caused to carpet by red punch, this and similar items may not be served in the carpeted areas. You must include catering details within the reservation form and communicate any updates or changes to the reservation coordinator in advance.

Event Charges

All costs associated with setup or outside technical services must be communicated with the reservation coordinator and will be the responsibility of the user.

Event Setup

To ensure that the event site is set up as requested, the responsible party must meet at least one (1) hour before the event unless other arrangements have been made with the reservation coordinator.

Tablecloths are suggested for events with food or art projects to prevent damage and scratches to tables. The user must provide these tablecloths. 

Ticketing/Admission to Your Event

No one requesting use of the Center can sell admissions to get into the event. No sales are allowed on-site at the event except for visiting performing artists, who must request permission in advance. If a ticket is required to get into your event, this must be discussed and with the reservation coordinator in advance.

Prohibited Items

Due to local fire codes, flaming candles are prohibited. Sequins, glitter and confetti are also prohibited due to the difficulty of clean up following the event. 

Reservations

Reservations should be made at least 14 days in advance. For larger events, we ask for requests to be made at least 30 days in advance. 

Scheduling

Events may be scheduled Monday-Friday, 8:00 a.m. - 5:00 p.m. Weekend and late evening scheduling is only available based on student worker availability. 

Confirmation

Your event is not approved until you receive an email confirmation from the reservation coordinator.

Cancellations

Users must cancel (in writing) at least two days in advance. Reservation refunds are valid only if the reservation is canceled more than two days (48 hours) prior to the event, provided the AACRC has not incurred expenses required to provide the requested facilities or other services.

 

Non-Student Organization Usage and Charges

As of July 1, 2019 the AACRC reservation process has a required fee for events reserved by entities outside of the AACRC or UC Student Organizations. The new fee will assist us with funding student labor hours and the upkeep of the Center, which are necessary for the Center to remain a reservation ready space. Please view rates below. Payment is required following reservation email confirmation. 

UC Student Organizations - free of charge

UC Division of Student Affairs - $50*

UC Faculty/Staff- $75*

UC Alumni- $100*

Community Organizations and Groups- $150*

*Each above rate is for a maximum of four hours including set-up and breakdown and use of no more than two rooms. Additional fees apply for reservation requests for more the two rooms and longer than four hours. 

Additional Hours- $15/hour 

Additional Rooms- $30/room 

 

Penalties

Failure to follow the Center policies can mean that the group may not be permitted to utilize the Center in the future.

Contact

If you have questions about the policies, please contact Mercedes Jones at 513-556-1177.