ECSS Space Use Guidelines, PDF updated 3/11/24
ECSS Alcohol Guidelines
NRB Shared Meeting Spaces Guideline
NRB Terrace Guidelines (opening 4/22/2024)


The Operations and Facilities Management department created the Education & Campus Support Services program to manage all Shared Spaces at Washington University School of Medicine.

This program also manages services for those shared spaces, as well as certain auxiliary services on campus like retail and dining.

The goals of this program include effective utilization, quality program support, sound financial management and physical stewardship. The program and core services will support the campus core mission of education, clinical care and innovative research.

The university is a private institution and retains the ability to prohibit or deny use of its facilities or spaces for any reason at the sole discretion of the university.

Facility & General Use

Contact Information
214-747-MEET (6338) | meet@wustl.edu | https://meet.wustl.edu

General Use:
ECSS shared spaces on campus are intended to primarily serve current members of our university community. University-recognized student organizations and departments receive priority when reserving spaces on campus.

External individuals and organizations not affiliated with the university are only permitted to reserve and utilize space in the Eric P. Newman Education Center. External events are subject to certain restrictions around political activity.

If an event is co-sponsored by a university recognized student organization or department, the department or student organization may reserve the space and invite the external individual or organization to participate. The sponsoring department or student organization must serve as the primary organizer and point of contact, and are responsible for the activities of the external participants.

Customers must adhere to all university policies and procedures and any space-specific guidelines provided by the room owner. Customers must return the room to the state in which they found it and will be held responsible for any excessive trash or damages related to their event.

Reservations

Reservation Deadlines
To ensure a timely decision regarding approval and authorization, all event requests that require meeting coordination services and additional resources (catering, custodial, AV support) must be submitted no less than two weeks prior to the proposed event unless otherwise stated.  Meeting requests that do not require meeting coordination services may make requests up to 48 hours in advance. Depending upon the nature of the event, the university approval process may take at least two weeks or longer to review, and if needed, seek input from various campus departments such as Protective Services, Emergency Management, Environmental Health and Safety, Facilities Operations, Insurance and Risk Management, Parking and Transportation, and others.  Accordingly, the university encourages our community members to submit their space reservation request well in advance of the deadline.    

Requesting a space and AV support
All internal reservation requests must be submitted through the online scheduling portals or through a Reservation Information Form. External organizations and individuals may contact ECSS staff.

All requests for Gathering Spaces must be submitted with a Reservation Information Form (RIF).

To promote fair and equitable use of our limited facilities, ECSS may consider the number and types of events requested by a sponsor when determining whether a reservation request will be approved.

Reservation Confirmation
Upon receipt of the space reservation request, ECSS will review the request and determine whether additional review from leadership is required.

ECSS will provide written confirmation via email to the identified point of contact if the reservation has been approved.

Reservation Changes
Any requests to change the reservation must be made no less than one week prior to the event directly in writing to ECSS. Additional fees may be applied, depending on the timing and nature of the requested change, and ECSS reserves the right to cancel the reservation based upon the requested changes.

Cancelation/Reassignment
Rooms and space are generally in high demand. If your event is being canceled or you no longer have a need for the space you have reserved, please cancel your reservation immediately by calling 314-747-6338 or by logging into ManageSpace and clicking the View and/or Edit My Reservations menu option. Failure to cancel rooms may result in a cancellation service fee.

It is the department’s mission to maximize utilization within Shared Spaces. The department reserves the right to reassign requested/confirmed space to achieve this goal.

It is the department’s mission to maximize utilization within Shared Spaces. The department reserves the right to relocate groups to another appropriate space in the shared space model if business needs require. Client will be given as much notice of change as possible.

In the event ECSS or its contractors, because of any government restrictions upon travel, unemployment, acts of God, national emergencies or any labor difficulty in the nature of strikes or otherwise, are unable to perform the Agreement, ECSS or its contractors may terminate the Agreement without liability of any character.

Room Sets

Standard Set Arrangement – There is a standard set furniture arrangement for all Shared Spaces. This standard set is how the room furniture is arranged by default unless otherwise requested. Please refer to ECSS Reservable Spaces for information about the standard set for specific rooms in the program.

Alternate Arrangement – Some spaces within ECSS Shared Space have alternate furniture arrangements that can be requested at the time of booking. Not all spaces have alternate arrangements available and the possible alternate arrangement options differ from space to space. Please refer to ECSS Reservable Spaces for information about alternate arrangements for specific rooms in the program and the charges associated with requesting this service.

Maximum Capacity – There is a maximum capacity allowed based on square footage and standard set or alternate arrangement of furniture in the space. Please refer to ECSS Reservable Spaces for maximum capacities for spaces within the ECSS shared space program.

Classroom/Meeting Room Furniture Reset by User – Classroom and meeting room furniture can be rearranged by the user at the start of the event. Furniture reset cannot take place prior to the scheduled start/reserved time of the event. All scheduled buffer times at the beginning or end of the event for furniture reset will be factored in the total event time for billing purposes. If the furniture is not returned to the standard set following an event, ECSS staff will reset the furniture and the user will be billed for the furniture reset at the double time rate. No furniture may be taken into or out of a room by a user. A request to add/remove furniture from a room should be coordinated through ECSS. A furniture reset fee will apply.

Residential Furniture Reset by User – The reset of residential furniture by users in ECSS managed space is not allowed. Any residential furniture reset needs must be coordinated through ECSS prior to the start of the event and furniture reset charges will apply, if approved.

Fees – Please refer to ECSS Service Rates for the fees associated with a furniture reset.

Priority User – Some of the ECSS Shared Spaces have a priority user assigned to them. Prioritization of booking requests for those spaces is determined according to a room’s priority user.

Food & Beverage

Rooms with Restricted Food/Beverage
No food or beverage is allowed in FLTC 401-404 or the Computer Training Rooms in ECSS Shared Spaces. If boxed lunches will be supplied, the user must reserve an alternate room where the food will be consumed or users may eat in public café space.

Alcohol
Alcohol for events in WUSM Shared Spaces must be purchased and served through a third-party catering vendor. The vendor shall be responsible for obtaining and maintaining all required permits, licenses, and insurance (including valid liquor license, comprehensive general liability insurance, and worker’s compensation insurance). For non-preferred third-party vendors, evidence of the required permits, licenses, and insurance must be submitted to meet@wustl.edu prior to the space being confirmed.

For meetings and events serving alcohol in the Jeffrey T. Fort Neuroscience Research Building, please refer to the NRB Shared Meeting Space Guidelines for information about requirements for alcohol, food and soft beverage service.

Catering
Exclusive Caterer – All catering at the Eric P. Newman Education Center (EPNEC) building must go through the exclusive caterer for all food/beverage services. No other food and beverages can be brought into or taken from the venue.

Approved Caterer – All catering on the 1st floor of the Jeffrey T. Fort Neuroscience Research Building must be coordinated through an approved vendor for the building. Bon Appetit and Kaldi’s the preferred vendors for the building. To request the approval of a vendor to service the 1st floor space, please reach out to meet@wustl.edu. Please refer to the NRB Shared Meeting Space Guidelines for more information about requirements for alcohol, food and soft beverage service.

Preferred Caterer – Bon Appetit and Kaldi’s are the preferred caterers in all other ECSS Shared Spaces.

If an event sponsor would like to request the opportunity to host a food truck as part of its event, ECSS must     receive a written request no less than two weeks prior to the date of the event to meet@wustl.edu. All food trucks must be approved by the university prior to operating on campus.

Event Management

Accessibility

Wheelchair access is provided in all Shared Spaces on campus. Please contact ECSS team member for requirements for sign language interpreters and any other accommodation needed for event attendee.

Amplified Sound

Amplified sound is prohibited in outdoor spaces on campus due to stringent noise control ordinances in the City of St. Louis. Events requesting the use of amplified sound equipment must receive an exemption and advance approval from ECSS.

Amplified sound is permitted in some indoor spaces, approvals must be received in advance by ECSS Event Specialist/AV Specialist.

Animals

In accordance with Washington University campus policies, no animals are allowed inside any university building except for service animals or approved assistance animals in university housing.

The university also prohibits animal-related events or activities, including but not limited to petting zoos or “study breaks” with comfort/therapy animals brought in by external organizations.

Damages

Event organizers and guests are expected to treat university facilities, furnishings, and property in a responsible manner and avoid damage. 

All event organizers are responsible for any damage to the facility, furnishings, or other equipment during the course of an event, whether accidental or intentional. 

Event organizers will be responsible for charges to return the facility or damaged item to its original condition.  The amount billed to the event organizer will be based upon the replacement cost, any labor required, and/or the final amount charged to ECSS to complete a repair.  The organization may lose the privilege of reserving space, and responsible individuals may also be referred for additional disciplinary action. 

Decorations & Furnishings

In order to ensure that university facilities do not sustain damage, certain decorations are prohibited, and installation methods are limited.  Any decorations must be approved by ECSS prior to the event.

Nothing may be affixed to any wall, wood, furniture, or painted surface using putty, wire, tape, tacks, nails, glue, staples, or any material that will harm the finish or surface. 

No paint or markings are permitted on walls, surfaces, or floors. 

Any rehearsal or performance that requires tape on the floor must use non-residue (blue painter’s) tape.  All tape must be removed immediately after each reservation period and may not be left on the floor overnight.  Clients will be billed for removal of any tape that remains after their event.

No helium balloons are permitted indoors without authorization from ECSS, nor may balloons be hung from the ceilings.

Residential Furniture and equipment are not to be moved to accommodate events or programs, except as previously approved and only by university-approved staff.  Specific furniture arrangements can often be accommodated through ECSS upon advance request.

Additional prohibited items are listed below.

Deliveries, loading/unloading, parking

Outside of EPNEC, ECSS cannot accept deliveries on behalf of event organizers or store items prior to the event. All items should be brought into the space when the reservation begins and must be removed prior to the end of the reservation time.

All loading and unloading is to take place at designated loading/unloading zones for the facility where the event is taking place – cars may not be in any loading zone longer than 30 minutes.  Cars parked beyond that time in loading/unloading areas are subject to ticketing and tow at the owner’s expense.

Event organizers and their guests must follow Parking and Transportation policies, using the required parking permits and/or visitor pay lots.

Vendors & Service Providers

Vendors and event service providers (e.g., caterers, florists, entertainers, DJs, etc.) are required to follow all university policies, including those outlined in this document.  All vendors and service providers must follow directives given to them by ECSS personnel. 

Certain spaces may have limitations on the vendors that may be hired to provide services (e.g., catering, musicians).

Vendors bringing in any equipment must coordinate with ECSS in advance of setting up their equipment.

The university may require that vendors or service providers provide a Certificate of Insurance (COI) and name the university as an additional insured.

Fees & Billing

All ECSS Shared Spaces have a room rate structure, dependent on space type. The rate structure can be found on the ECSS website for WUSTL key users.

When applicable, clients will receive an invoice and an ISD in WorkDay for the full amount within seven (7) days after the conclusion of the meeting. Payment in full for services rendered must be received by ECSS within thirty (30) days of receipt of final billing. Amounts not paid within thirty (30) days of receipt of final billing are subject to a monthly finance charge of 1.5% (18% per annum). All payments to ECSS are paid through WorkDay and will be billed to the cost center number on file. ECSS is unable to split invoices.

Fundraising

Solicitation of funds on university property or at university events by persons not employed by the university or otherwise authorized by the university is prohibited in accordance with the Solicitation and Distribution policy

University-recognized student organizations may engage in approved fundraising activities to collect monetary or other philanthropic contributions for their student organization or for an external charitable organization. Students should work with their student affairs office or contact to review requests to engage in fundraising activities so they can assist with planning and advising student organizations on acceptable fundraising activities.  Any donation boxes places in ECSS shared spaces are required follow the Guideline for Collection/Donation Containers on Campus and contact meet@wustl.edu for approval.

Tobacco-Free Policy

All university campuses and facilities (including parking lots) are entirely smoke and tobacco free, including electronic cigarettes and personal vaporizers.

Prohibited Items

To prevent damage to university spaces and to allow for ease in clean up and preparation for future events, Event Management prohibits the use of the following:

Difficult to clean items

  • Candles and (melted candle wax)
  • Dance Powder
  • Glitter
  • Hay
  • Sand
  • Silly String
  • Confetti of any kind

Potentially damaging items

  • Aerosol Sprays (including paint and glue)
  • Tape (except painters tape)
  • Smoke/Fog Machines (leaking liquids) (see Section 3.10 for more information)
  • Cinder Blocks or Paving Stones
  • Burning Incense

Items which pose a fire risk

  • ANY cooking appliances (hot plates, electric griddles, popcorn machines, etc.)
  • Non-flame-retardant curtains/fabrics/paper mâché (curtains/fabrics in use must have proof of flame retardant treatment or quality)
  • Fireworks (including sparklers)
  • Open flames–including candles
  • Propane or any other fuel or accelerant
  • Helium and helium filled balloons

Use of these items, or anything of a similar damaging nature, may result in suspension of reservation privileges and the assessment of fees to repair the damage and restore the facility.

Cleaning

Custodial services are required for meetings and events with more than 20 attendees when food/beverage is provided or consumed. Custodial services can be requested through ServiceNow for all ECSS Shared Spaces outside of EPNEC (custodial services provided in-house).

Advertising

All brochures, posters or advertisements must be approved by ECSS personnel before any advertising may be done. Any use of the logo of Eric P. Newman Education Center must be approved in writing. A disclaimer on all promotional material is required. “The facilities of the Eric P. Newman Education Center are available to outside organizations on a rental basis. Completion of a rental agreement does not in any way constitute a direct or implied endorsement of an outside organization’s activities, methods, products, mission or program content.”

To display promotional and informational posters on campus, the Poster Rail Guidelines must be followed. The Poster Locations Map shows the appropriate locations for posters on campus.

Safety & Security

Event Sponsor Responsibility

The event sponsor is responsible for the safety, security, and actions of their event guests/participants.

The event sponsor is responsible for ensuring the completion of all relevant forms related to the event, including but not limited to any required Certificates of Insurance, permits, inspections, and security forms, among others.

Event sponsors will be responsible for the costs incurred by the university to support event safety/security, as well as for clean-up/maintenance.

Safety Planning & Crowd Control

The university prioritizes the safety of all participants and guests attending an event, and event organizers may be required to retain event security.  Event organizers will be held responsible for ensuring that required paths of egress to exit doors are open and clear.  Attendance may not exceed the maximum capacity for the venue and specific event set-up.  Individuals engaging in behaviors that compromise safety of themselves, other individuals, or the facility will be asked to stop immediately and may be asked to leave the event.    

Demonstrations & Disruptions

The university is committed to an environment that fosters open expression of our faculty, staff and students and encourages vigorous inquiry and debate.  There are certain locations on campus conducive to open expression and protest and debate.  University community members will be held responsible for adhering to our Demonstrations and Disruptions policy.  Event organizers will be held responsible for the actions of their guests or participants who violate this policy. 

Emergency Procedures

In the event of an emergency, event sponsors and guests are required to follow directions of ECSS staff and university emergency personnel.  During a fire alarm, all persons in a university space are required to exit the building quickly and in an orderly manner. Please refer to the WashU Emergency Management website for more information.

Photography & Filming in University Facilities

Event sponsors who wish to film or photograph university spaces, events, or individuals on university property must follow University Marketing and Communications policies.  Advance approval may be required, depending upon the nature of the event.

Inflatables/Amusement

If an event sponsor wishes to include an inflatable or amusement game attraction, such attractions must be provided by a licensed and insured third-party vendor given the safety risks involved. Other requirements may be imposed by the university as part of the pre-approval review process, depending upon the nature of the activity proposed. 

Minors under 18

Events organized for minor participants (individuals under 18 years of age) may require university background checks to be performed.  In addition, advance approval of the proposed event may be required by the Youth Protection Committee in accordance with the university’s Youth Protection Policy.

Open Flames/Fireworks/Pyrotechnics

Open flames, explosives, fireworks and pyrotechnics are not permitted on university property or at university events unless an exception is granted pursuant to our Policy on Weapons, Explosives or Fireworks.

Political Activity

As a 501(c)(3) organization, there are restrictions on the use of university resources to engage in political activity. Event sponsors are required to comply with the Guidance on Political, Campaign and Lobbying Activity. Advance approval of the proposed event may be required by the Office of Government and Community Relations, particularly before invitations are extended to host elected officials or political candidates/parties.  Event sponsors should contact the Office of Government and Community Relations for further information.  

Security/Campus Police

Some events may require hiring WUSMPS (WUSM Protective Services) or other contracted security personnel, in addition to implementation of other security measures.  By way of example, events at which more than 100 individuals are anticipated to be in attendance, outdoor events, or events where alcohol will be served may require additional security. Event organizers are responsible for covering any costs associated with additional security, such as fencing, contract security, or WUSMPS overtime costs.

Event sponsors are strongly encouraged to contact ECSS no less than four weeks prior to the proposed event date to give the appropriate university departments the necessary time to review the proposed event and discuss it with the event sponsor if needed.  Event sponsors are required to provide an Event Plan to ECSS that includes but is not limited to a clear run-of-show (with start/end time), crowd control procedure/staffing, entrance plan (ID/bag check, staffing, etc.) and disbursement of crowd following the event, along with the point of contact for security and university staff to communicate with on the day of the event.

Protective Services retains authority to determine the number of officers or security personnel needed for the event and for what length of time and any other security measures needed. 

Security must be hired for a minimum of four hours. Security will be provided beginning at least one-half hour before the event and end at least one-half hour after the event.

Failure to provide the final contracts obtaining required security personnel to ECSS one week prior to the event will result in the event being cancelled.

Failure of the required number of officers or contracted security personnel to show up on the date of the event and report for the event may result in the event being cancelled or modified, at the sole discretion of the university, in consultation with Protective Services.  

Strobe Lights, Smoke/Fog Machines

Strobe lights may cause health issues for certain individuals. Strobe lights are allowed in enclosed areas only. Event sponsors using strobe lights must set them to flash no more than 5 flashes per second and must also post signage outside the event to inform guests a strobe light is in use.

The use of smoke or fog machines will set off fire alarms within our facilities and accordingly are prohibited inside of any building.

Transportation

All event sponsors and individuals in attendance must comply with Parking and Transportation policies.

Use of outside equipment (e.g. AV, tents, stages)

Outside equipment such as DJ equipment, lighting, sound/PA system, inflatables/amusements, tents, staging, temporary structures or other equipment that draws a significant amount of power must be approved in advance by ECSS.  Temporary permits and safety inspections may be required.

Weapons

In accordance with the Policy on Weapons, Explosives, or Fireworks, Washington University prohibits the use, possession, distribution, or storage of weapons, explosives, or fireworks by any person on any university-owned or controlled property and at any university-sponsored activity or event, regardless of location. Any implied possession or threat of use of a weapon will also be considered a violation.

Security/After Hours

The department, it’s agents or employees assume no responsibility whatsoever for any property placed in said Premises and are hereby expressly released and discharged from any and all liabilities for any loss, injury or damages to property or person that may be sustained by reason of the occupancy of Shared Spaces.

In the interest of safety and security, all campus buildings and the rooms within will be locked after regular business hours. A Washington University ID is required to enter buildings and rooms with swipe access. Key- only rooms will require prior arrangements with ECSS or Protective Services at 314-362-4357 for after-hours access.

Spaces at EPNEC will be staffed during all event hours. A security charge will be billed to the event if the building is open outside of standard business hours.


If there are questions regarding this policy or other policies referenced herein, please contact ECSS staff.

Website – https://meet.wustl.edu
ECSS – 314-747-MEET (6338)
Protective Services – 314-362-4357
WUAV – 314-933-3333
Custodial Services – 314-362-3100

For comments, concerns or suggestions, please contact ECSS staff using the contact information above, or complete this form.