USCA Conference Center Policies

Hours of Operation:

The USCA Conference Center is open Monday through Friday from 8:00 a.m. until 5:00 p.m. and during scheduled events being held in the facility. Evening events should end prior to 10:00 p.m. unless otherwise planned. Policies regarding events scheduled outside of the regular hours follow.
Early Hours Policy: We will open our doors, if specifically requested, for groups wanting to be in the building at 7:00 a.m. otherwise, the building will be opened at 8:00 am.
After Hours Policy: No functions will be allowed to continue past 1:00 am.
Weekend Hours: Weekend hours may be made by appointment or as relating to a scheduled function.
Inclement Weather: In the event of inclement weather, USCA reserves the right to cancel events.

Catering Information:

The USCA Conference Center does not allow any food or beverage to be brought in by event participants and/or outside caterers. All food and beverage services, including alcohol, must be managed and provided by the USCA Conference Center's caterer, ARAMARK. Catering guarantees are due no later than 12:00 noon, two business days before the event. The group will be billed for the guarantee or for the actual number served, whichever is greater. In the event of cancellation within 48 hours of a food function, the customer is liable for any food and production costs incurred up to that time. Any food functions at the Center must be approved by the USCA Conference Center Director. Food and/or beverages may not be removed from the premises following any function. This policy is in compliance with health regulations. A guaranteed minimum charge of $25.00 is required for all catered functions. For catered functions under this amount there will be a $10.00 delivery/pickup charge.

Alcoholic Beverages:

The USCA Alcohol Policy governs the use of alcohol for off-campus groups utilizing university facilities. Alcohol is defined as beer, wine and distilled spirits. This policy is subject to change with new local, state or federal laws in the University operating procedures pertaining to the possession and consumption of alcoholic beverages.
Legal consumption of alcohol is permitted only at events and locations approved by the Chancellor or a designee and include the Etherredge Center lobby and the Conference Center in the Business and Education Building. The Chancellor may under certain circumstances permit the serving of alcohol in other areas of the campus. There will be no open containers outside of these designated areas. Any containers of alcohol that are being transported must be sealed and covered while on University premises. Individuals will be held responsible for their behavior while under the influence of alcohol. Failure to comply with South Carolina state law and University policy may subject the person or group to State and/or University penalties. All state regulations apply to the serving, selling and purchasing of alcoholic beverages on the USCA campus.

Decorations:

The Conference Center staff will be pleased to arrange for purchase of freshly cut flowers, centerpieces, etc. No decorations may be hung from the ceiling or placed on walls. All candles must be globed.

Posters/Signs:

Easels can be provided for any posters or signs to be displayed during a meeting or seminar. No signs or posters are allowed to be pinned or taped to the doors or walls. The placement of organizational banners must be arranged and approved prior to the event.

Pre-Event Shipments/Labor Charges:

All shipments must be approved through the USCA Conference Center. A labor charge will be assessed for unloading items to storage areas. No shipments will be accepted earlier than 48 hours prior to an event and must be picked up within 48 hours after the event unless prior arrangements are made.

Function Room Assignments:

The USCA Conference Center reserves the right to make room assignments based on group size and space maximization. If the guarantee for an event falls below the original expected attendance, the USCA Conference Center reserves the right to reassign the event to an appropriately sized room.

Security:

The Director of USCA Public Safety has the option to require security at any event held on campus by outside groups renting USCA facilities. These services are billed at an hourly rate and may require payment for a minimum number of hours.

Accessibility:

The University of South Carolina Aiken campus meets ADA requirements. Upon request, assistance will be provided to accommodate the special needs of persons with a disability attending events on the USCA campus. Please indicate if you need special services, assistance or accommodations to participate in an event or program by contacting the Conference Center and Special Events Office at least one week prior to the scheduled event.

Liability:

The USCA Conference Center reserves the right to inspect and control all events being held at the center. The USCA Conference Center does not assume responsibility for personal property and equipment brought into the center. Liability for damage to the premises will be the responsibility of the contracting party and will be charged back to them accordingly. The USCA Conference Center is not liable for any bodily injury occurring during use of the facility. In certain cases, groups may be asked to submit to USCA a certificate of insurance for general liability.

Damages:

There will be a charge for any and all damages to the facility, equipment and/or furnishings which occur during use. This includes tape on walls, doors and/or floor. There will also be a charge when excess cleanup is required.

Please Do Not use confetti or glitter for decorations in the Conference Center or anywhere on campus.

Please Do Not use any sort of tacks, nails, or screws ANYPLACE in the Conference Center.

Please Do Not use tape ANYPLACE unless you have masking tape and the location of its use has been approved by one of our staff members.

Please Do Not hang banners or flags ANYPLACE unless cleared by a staff member. You will need to indicate where and how these will be hung.

If you require the use of water or access to water, please let us know immediately so that we can work with you.

If you require the use of "extra" electricity, please let us know before you "plug in" so that we can ensure that no single circuit is overloaded.

Please be VERY CAREFUL when unloading, loading, and transporting your supplies/materials in the Conference Center. In particular, dollies and carts should be used with caution so that walls and corners are not damaged.

Responsibility of Scheduling Group:

It is the responsibility of the scheduling group to be aware of all USCA Conference Center policies and guidelines, as they pertain to use of the facility for events. The group representative who signs the USCA Conference Center Agreement accepts the responsibility for ensuring that all policies and guidelines are followed while event attendees are using the facility.
If a participant has a disability, the contracting party is responsible for providing auxiliary aides, assistance, interpreters and/or materials in the alternative formats.

Confirmation/Deposits/Payments/Cancellation/Refunds:

A reservation is not confirmed until a signed USCA Conference Center Agreement form and a 50 percent deposit on rental fees has been received by the USCA Conference Center. The deposit will be subtracted from the total cost of the event. Exceptions to the deposit requirement can be made only by the director of the center. The USCA Conference Center reserves the right to release unconfirmed reservations 30 days preceding the event. Cancellations must be made with the USCA Conference Center 15 days before the scheduled event. Deposits will be returned at any time prior to 15 days before the event. All groups will be billed following their event, with the remaining balance of payment due no later than 30 days after receipt of the bill.

Smoking Policy:

The USCA Conference Center is a smoke-free facility. Designated smoking areas are located outside the building.

Use of University Name:

The organization or individual must agree that no advertisement or other public statement shall assert or imply that the University of South Carolina Aiken supports, approves, or endorses any product, service, interest, position, or ideology of the organization or individual, unless such advertisements or statements have been approved in writing by USCA in advance of publication.

Parking:

Parking is available in Lots A, B, C, and D for participants in groups of 50 or less. All group participants are asked to park within the white lines in these lots, otherwise they will be subject to a parking ticket. Larger groups may be asked to park in a special designated area.