Operational & Scheduling Policies

OHSU departments and student interest groups as well as the general public may reserve the gymnasium or media room at the Student Center.  Student groups and student-related programs will have scheduling priority over non-student related activities and the general public.  University departments and off-campus organizations are not allowed to schedule the Student Center facilities for use by student interest groups.  Likewise, student interest groups are not allowed to schedule for anyone other than their individual interest group.  Misuse of the scheduling policies will result in the loss of scheduling privileges, possible cancelations and fees will apply.

All organizations scheduled to use the gymnasium or media room will be responsible for the proper use of the facilities, furnishings, and equipment in the scheduled areas by anyone attending the function.  With all media room reservations, Student Center staff will assist each group with their meeting setup and functional needs.  Adjustment of all media room devices will be made by the Student Center staff.

In addition to rental fees and labor fees, housekeeping fees will also be assessed when reserved areas are damaged or left in an unclean condition. 

In the interest of safety and security, the following rules apply to all gymnasium and media room reservations.

  • The number of guests attending the scheduled function is not to exceed the capacity of the room;
  • All aisles leading to exit doors must be kept clear and unobstructed;
  • Exit doors may not be fastened or obstructed to prohibit exiting;
  • Propping open any doors is prohibited.

The Student Center does not assume responsibility for damage to or loss of any equipment or materials left in the building.  All items will be given the same care and protection as Student Center property.  Valuables left at the Student Center for more than 24 hours will be delivered to the OHSU Public Safety office located in the Physical Plant at 3310 SW Veterans Hospital Road, Portland, OR. 97239.

Food is allowed only in areas where it is authorized to be served.  Student groups and departments are encouraged to place orders with the Nucleus Café; however, other OHSU Food and Nutrition Departments are available to cater events in the media or gymnasium.  Groups that decide to utilize off-campus caterers or restaurants must seek prior approval from the Assistant Vice Provost or Assistant Director of the Student Center and Student Activities.  Either individual can be reached at 503-494-8295.

It is recommended that event reservations be placed one week in advance of the event.  However, reservations may be placed up to 24 hours prior to the event.  Set-up arrangements are required no later than 30 minutes prior to the event.  If requests are made after this time, additional fees may apply.

The Student Center reserves the right to cancel a reservation if it conflicts with the general policy of the Student Center or the university.  Management also reserves the right to move a reservation to a more comparable space.

Decorations and methods of display must be approved by the Assistant Vice Provost for Student Life or the Assistant Director of the Student Center and Student Activities.

Items prohibited, but not limited to, include:

  • Suspending items from light fixtures, sprinkler heads, or ceilings. 
  • Exhibits that require fire or water.
  • The use of tape, glue, thumbtacks, staples, or adhesive on the walls, ceilings, doorframes, etc.
  • Glitter or confetti.
  • Open flame candles.  (Votives or hurricane candles may be permitted upon request in advance.)

Insurance is required for various types of events conducted at the Student Center.  Please contact the Assistant Vice Provost or Assistant Director of Student Center and Student Activities at 503-494-8295.