Reservation Fees

Policy Statement

Undergraduate Student Organizations

Student organizations are not charged a rental fee for use of any space. The person making the reservation is required to provide the organization's assigned 21-digit chart string (e.g. 20.394.368000.123456.0000) at the time of the reservation request. This is to ensure that any extraneous costs (i.e. extra cleanup, damages) will be covered. Please note that technical labor, setup costs and AV services that go over the threshold of basic setup will be charged.

College Departments and Non-Undergraduate Student Organizations

Departments and Non-Undergraduate Student Organizations are not charged a rental fee for use of space, with the exception of Common Ground, One Wheelock and Tom Dent Cabin. College departments must provide the correct chart string when the reservation request is submitted. The basic room rental fees are:  

• Common Ground: $150
• Sarner East/West: $150
• Tom Dent Cabin: $125
• One Wheelock: $50
• Studio Sudikoff: $50
• Paganucci Lounge: $25

Individuals or Non-Affiliated Groups must contact the Collis Coordinator for current pricing (603-646-0910).

Tech Fees

If your event requires exceptional tech support (i.e. the services of a concert production vendor or of an FOM labor shop), your organization will be charged at full cost through the reservation system.

Undergraduate Student Organization Events

The Collis Student center supports undergraduate student organization events with free use of venues and a modest threshold of uncharged tech support.

• We will provide up to four work hours of free tech support (i.e. two techs working for two hours each) after which the organization will be charged at the rate of $30/hour.

Non-Undergraduate Student Organizations and Departmental Events for Students

Non-undergraduate students organizations and departmental events that are student focused are charged for the use of the room and have a lower threshold of uncharged tech and professional support.

• We will provide up to two work hours of free tech support (i.e. two techs working for one hour each) after which the organization will be charged at the rate of $100/hr.

Departmental Events for Faculty and Staff

Departmental events that are not student-focused (i.e. attended mostly by staff, faculty, or community members) are charged for the use of the room and are charged for ALL tech and professional support.

• The department will be charged at the rate of $100/hour for tech labor. (i.e. there is no threshold for free labor)

Late Cancellation and/or No-Show Fees

Cancellation of any Common Ground reservation must be made at least 10 business days in advance. Organizations and departments that do not provide sufficient notice of cancellation may be charged as follows:

• Student Organizations - will be charged a $150 fee and could lose their reservation privileges
• Campus Departments - will forfeit the $150 Common Ground rental fee

Cancellation of an event in One Wheelock, Sarner or Tom Dent must be made at least 10 business days in advance. Organizations and departments that do not provide sufficient notice of cancellation may be charged as follows:

• Student Organizations - will be charged a $50 fee and could lose their reservation privileges
• Campus Departments - will forfeit their reservation fee ($50 for ONE Wheelock and $125 for Tom Dent Cabin)

Late cancellation of an event which has assigned resources (i.e. sound, lighting, data projection, table and chair setups, staging setups etc.) or complete non-utilization of resources (requiring the work of the Collis Tech Crew or Managers) will incur these charges:

• Undergraduate Student Organizations - $30 an hour for all tech hours involved in the setup, onsite or breakdown of the event
• Non-undergraduate student organizations and Campus Departments - $100 an hour for all tech hours involved in the setup, onsite or breakdown of the event

Additional Fees

• Collis provides basic setup and tech support for all events, up to a certain threshold. Once this threshold of labor has been reached, charges will be incurred.
• Any AV setup that cannot be provided by Collis or an approved vendor must be requested from Conferences Events (603-646-2923). They will be able to tell you how much those additional services will cost.
• Collis does not provide laptops for events.
• Anytime that Facilities Operations and Management (FO&M) is contracted for services additional charges will be incurred.
• When officers from Safety and Security are required (for building openings and closings, security, etc.) additional charges will be incurred.
• Organizations will be charged a fee if a space is left in disarray or in a very messy state. The base fee is $100.
• Late or last-minute resource requests (i.e. within 48 hours of the event) will be charged at their full rate ($30/hr for undergraduate student organizations and $100 for non-undergraduate student organizations and departments). For example, if an event is about to start and the organizer requests data projection and a wireless mic, they would be charged the full rate.