The Auburn in Birmingham (AIB) Building, located at 2013 4th Avenue North in Birmingham, Alabama, is an Auburn University-owned and operated facility that supports the university’s land-grant mission by providing a physical structure for university activities.
In addition to permanent occupants from the College of Architecture, Design and Construction (floors 2 and 3) and the Harbert College of Business (floors 5 and 6), the building maintains space managed by the Provost’s Office (floor 4 and the main lobby) that can be reserved for use.
Purpose
The following policy establishes responsibilities and expectations related to the use of AIB spaces for the purposes of hosting events, including but not limited to, regularly scheduled courses and meetings and special events. The Provost’s Office permits reservation and temporary use of the 4th floor and the main lobby areas of the Auburn in Birmingham Building to groups (1) associated with Auburn University and (2) community or other industry organizations sponsored by a university employee (on a limited basis).
Definitions
For the purposes of this policy, the following words and phrases shall have the meanings respectively ascribed to them in the following sections:
“Event spaces” refers to the reservable space(s) intended to host (1) academic courses or other academic related activities, (2) scheduled meetings, (3) independent research and other university-related scholarly our outreach work, and (4) special events that are not of a recurring nature.
“Events” refers to reservations that are of small to medium nature and take place in the designated spaces in the Auburn in Birmingham lobby.
“Fronting” means a deliberate circumvention or attempted circumvention of Auburn in Birmingham building event and reservation policies for the benefit of another group.
“Meeting spaces” refers to small and medium spaces on floors 2-6 and the main lobby intended to host meetings and small events that may or may not be of a recurring nature.
“Meetings” refers to reservations that are of small or medium nature and take place in designated meeting spaces.
“Standing reservation” means a reservation that is for a recurring meeting that is scheduled for the same time and same day on an ongoing basis.
“CADC” means the College of Architecture, Design and Construction and “HCOB” means the Harbert College of Business.
“CEPS” means Auburn University’s Campus Event Planning System.
General Building Usage Guidelines
Consistent with the University’s Events Policy, university buildings are intended for the primary use and benefit of academic and other mission-related programs and activities. The policies and guidelines listed below are intended to facilitate the fair allocation and efficient use of reservable spaces within the Auburn in Birmingham Building and provide for the uniform and consistent administration of facility usage. The Provost’s Office reserves the right to alter and/or amend the policies and procedures.
Use of the space for academic, research, outreach, and other purposes shall be under the direction and control of:
The Provost’s Office, who oversees reservations for spaces on the 4th floor and lobby space in conjunction with the respective building units and representatives associated with the facility;
The College of Architecture, Design and Construction who oversees reservations of spaces on the second and third floors; and
The Harbert College of Business who oversees reservations of space on the fifth and sixth floors.
All groups using the Auburn in Birmingham spaces shall obey all published University and building event policies, regulations, and guidelines, as well as all local, state, and federal laws. Violations of these procedures by any group may result in the loss of scheduling privileges.
Use of the Space by Auburn University-Affiliated Units and Departments
General Reservation Guidelines:
The Provost’s Office, CADC, and HCOB faculty/staff/organizations have first scheduling priority.
Reservations can be made up to 2 months (60 days) from the requested event date.
Fees are based on a daily rental basis. A request may be submitted for multiple full, non-contiguous days but shall not extend beyond two calendar weeks in the same month.
No Greek Life formals/semi-formals, mixers, socials, or student organization formals/semi-formals are permitted; only student academic events are permitted.
Request for scheduling does not guarantee approval or confirmation of reservation.
Reservations of event spaces by Auburn University faculty/staff/departments/units have priority over other uses, and organization assignments may be changed or canceled if conflicts or logistical issues with academic programs in the space or building develop.
Auburn in Birmingham spaces are reserved in the order in which requests are received using the Mazevo venue booking system and are evaluated and approved by the building’s staff.
At the time of a reservation request, information regarding the group size, type of event, and type of set-up required must be provided. Building staff reserves the right to assign and, if necessary, reassign space to ensure the maximum and most appropriate use of space.
An academic or administrative faculty/staff/department/unit (collectively “University affiliate”) may not reserve or front event space inside the building on behalf of a non-registered organization or off-campus group or person unless the University affiliate is actively participating in the event (on-site) for which the reservation is requested.
All requests to reserve academic and event space, including the lobby, must be submitted using the Mazevo venue booking system. No other method of requesting or reserving an event will be deemed as an “official” request. Payment in the form of a FOAP or credit card is required at the time of the request.
Events and meeting spaces requested after traditional university hours or on weekends will require additional access and additional security (off-duty law enforcement officer) inside the building for a cost to be provided by the event requestor (determined by size and type).
All reservation requests may be submitted a maximum of 60 calendar days in advance and a minimum of 14 calendar days in advance.
All cancellations for space requests must be received at least seven (7) calendar days in advance of the start of the event. Those who fail to meet these cancellation requirements may incur fines, fees, or expenses associated with the abandonment of the reservation (e.g., cleaning costs, overtime charges, etc., dependent upon the vendor). All deposits may be forfeited if event cancellations are not submitted at least two University business days before a scheduled event.
No event will be scheduled beyond 10:00 p.m. and during the weekend without authorization from building staff and the appropriate college, administrative unit, and/or the building administrator responsible for the requested space.
Standing reservation requests for classrooms, meetings, and event spaces can only be secured in half-day or full-day increments for up to seven (7) contiguous days. A request may be submitted for multiple full, non-contiguous days but shall not extend beyond two calendar weeks in the same month.
All university individual(s) or group(s) reserving the event space are/are responsible for all required setup and cleanup costs in accordance with the property management company.
Event and meeting space requests may be subject to additional guidelines and restrictions as established by the Provost’s Office and the property management company responsible for oversight of the space.
Additional guidelines may include but are not limited to, restrictions on the consumption of food or drinks and the use of technology within the space.
Any technology use within the event space employed during the event must be returned to its original state. Failure to comply may result in fines assessed by the property management group.
University affiliates shall not use their privileges to access space, resources, or services and “front” for a non-university group or commercial entity to avoid fees or receive reduced fees. All instances of “fronting” for off-campus groups or commercial entities will result in an adjustment of all related fees to the appropriate rate category or cancellation of a reservation.
University affiliates must work with the property management company to coordinate all rentals, deliveries, catering. and pickups. The requestor will be invoiced for any outside items such as additional linens, tables, chairs, or services left following an event.
All events utilizing the lobby space must be entered into and approved by the university CEPS system.
Alcohol use must align with the university’s Requirements for Serving Alcohol Policy and must have prior approval from the Office of Risk Management and Safety. Events where alcohol will be served must be submitted 90 days in advance and must include the university alcohol request form. Failure to send proper approval documentation will result in only non-alcoholic beverages being served.
The requestor must take all unused items from the event or meeting. No food/ beverages/ signage/ décor are to be left behind.
Auburn University is a smoke-free campus; therefore, smoking is not permitted in any classrooms, meeting spaces, offices, restrooms, or event areas inside the Auburn in Birmingham Building. Failure to comply with the university’s Smoke-Free Campus Policy will result in revocation of usage for any areas for future events.
Any signage brought into the Auburn in Birmingham Building will be approved before the event and delivery of displays and other decorations must be scheduled through the Auburn in Birmingham Building Coordinator for arrival and departure to the location needed. All signage and decorations must be removed immediately after the event and shall not be left overnight.
| Room Type | Capacity | AU Rate | Commercial Rate |
|---|---|---|---|
| Lobby Open Space | 100 | $750 (6 hours) | $950 (6 hours) |
| Second Floor (CADC) | |||
| Gallery Open Space | 15 | $250 (8 hours) | N/A |
| Office Space | 3 | $150 (8 hours) | N/A |
| Small Conference Room | 3 | $150 (8 hours) | N/A |
| Studio APLA | 15 | $250 (8 hours) | N/A |
| Flex Open Space | 120 | $350 (8 hours) | N/A |
| Third Floor (CADC) | |||
| Small Meeting room | 6 | $150 (8 hours) | N/A |
| Gallery Open Space | 15 | $250 (8 hours) | N/A |
| Studio SIGD/Work Area | 15 | $250 (8 hours) | N/A |
| Studio SIGD/Work Area | 31 | $350 (8 hours) | N/A |
| Workstations | 1 | $150 (8 hours) | N/A |
| Fourth Floor (Provost Office) | |||
| Classroom/Collaborative Room | 25 or 49 | $350 (8 hours) | N/A |
| Small Meeting Room | 6 | $150 (8 hours) | N/A |
| Workshare Open Space/Cubicles | 1 | $150 (8 hours) | N/A |
| Fifth Floor (HCOB) | |||
| Classroom/Collaborative Room | 49 | $350 (8 hours) | N/A |
| Workshare Open Space/Cubicles | 1 | $150 (8 hours) | N/A |
| Office | 3 | $150 (8 hours) | N/A |
| Lounge/Pre-function Open Space | 20 | $250 (8 hours) | N/A |
| Sixth Floor (HCOB) | |||
| Small Meeting Room | 6 | $150 (8 hours) | N/A |
| Collaborative Open Space/Cubicles | 30 | $350 (8 hours) | N/A |
| Lounge/Pre-function Open Space | 24 | $250 (8 hours) | N/A |
| Workshare Open Space/Cubicles | 1 | $150 (8 hours) | N/A |
* All events hosted in the lobby will incur a mandatory $150 cleaning fee. Events where food and drink are served will incur a mandatory $300 fee.
Requests by Auburn University Student Organizations
Request and use of event space by a registered Auburn University student organization must be made through Mazevo venue booking system and requires the approval of the organization’s faculty or staff advisor (or another member of the faculty or staff).
Only an officially registered student organization may request and use academic facilities for events inside the Auburn in Birmingham Building.
All registered Auburn University student organizations are subject to the points outlined above and all student organization-specific regulations detailed in the University’s Campus Events Policy and Code of Student Conduct.
When submitting a request for meeting or event space, the registered student organization’s faculty/staff advisor’s name and contact information must be included in the request.
The event's purpose must be clearly stated in the request submitted through the Event Request Form, including the names of any guest speakers who have been invited to the event.
Any student organization that violates these guidelines and misuses academic facility space could lose its eligibility to request University space for events on campus and, in severe cases, may be subject to further investigation and prosecution by the Office of Student Conduct.
Non-University Affiliated Groups
The policies and procedures listed below are intended to facilitate the fair allocation and efficient use of lobby space within the Auburn in Birmingham Building and provide uniform and consistent administration of usage for groups not directly affiliated with Auburn University. The Provost’s Office reserves the right to alter and/or amend the policies and procedures.
General Reservation Guidelines:
Auburn University faculty/staff/organizations have first scheduling priority.
Reservations can be made up to 2 months (60 days) from the requested event date.
Fees are based on a 6-hour rental basis for non-university groups.
All non-university affiliated groups MUST have a university employee/sponsor who must be present at the time of the event.
Request for scheduling does not guarantee approval of reservation.
Auburn University faculty/staff/departments/units have priority over building lobby reservations and uses, and non-university events may be changed or canceled if conflicts or logistical issues with academic programs in the space or building develop.
External Individuals, groups, and organizations must review and sign an agreement to use the lobby space.
Reservations of the Auburn in Birmingham lobby space are reserved in the order in which requests are received. Consideration will be given to the group size, type of event, type of set-up required, and space available. Auburn in Birmingham staff reserve the right to assign and, if necessary, reassign facilities to assure the maximum and most appropriate use of space.
All event requests for academic space, including the lobby, must be submitted using Mazevo venue booking system. No other method of requesting or reserving an event will be deemed as an “official” request.
Alcohol use must align with the university’s Requirements for Serving Alcohol Policy and must have prior approval from the Office of Risk Management and Safety. Events where alcohol will be served must be submitted 90 days in advance and must include the university alcohol request form. Failure to send proper approval documentation will result in only non-alcoholic beverages being served.
The requestor must take all unused items from the event or meeting. Food/beverages/signage/decor are not to be left behind.
Auburn University is a smoke-free campus; therefore, smoking is not permitted in any classrooms, meeting spaces, offices, restrooms, or event areas inside the Auburn in Birmingham Building. Failure to comply with the university’s Smoke-Free Campus Policy will result in revocation of usage for any areas for future events.
All cancellations must be received at least seven (7) university business days in advance of the start of the event. Those who fail to meet these cancellation requirements may incur fines, fees, or expenses associated with the abandonment of the reservation (e.g., property damage, cleaning costs, overtime charges, etc.). All deposits may be forfeited if event cancellations are not submitted at least two University business days before the scheduled event.
No event that concludes after 10:00 p.m. may be scheduled without written permission from the building administrator(s) and property management company.
All individual(s) or group(s) reserving the event space is/are responsible for all required cleanup in accordance with the property management company. A mandatory cleaning fee will be assessed for every group approved to use the space.
Any technology use within the lobby space employed during an event must be returned to its original state. Failure to comply may result in fines assessed by the university.
Event requests may be subject to additional guidelines and restrictions as established by the Provost’s Office and the building management group responsible for space oversight.
Additional guidelines may include, but are not limited to, restrictions on the consumption of food or drinks and the use of technology within the space.
University Departments and registered student organizations cannot access space, resources, or services and “front” for a non-university group or commercial entity to avoid fees or receive reduced fees. All instances of “fronting” for off-campus groups or commercial entities will result in adjusting all related fees to the appropriate rate category.
The requestor must take all unused items from the event. Food/beverages/signage/decor are not to be left behind.
Any signage brought into the Auburn in Birmingham Building must approved before the event, and delivery of displays and other decorations must be scheduled in advance. All signage and decorations must be removed immediately after an event and shall not be left overnight.
Violations of this Policy
Auburn University reserves the right to enforce these guidelines by all reasonably necessary means to ensure compliance. Events that are or become non-compliant with these guidelines may be cancelled and/or dispersed by the Provost’s Office or the property management company.
Persons who violate these guidelines may be subject to disciplinary action according to the Code of Student Conduct, Employee Handbook, and/or Faculty Handbook, as well as potential law enforcement action.
Further, costs to clean up or repair damage associated with an event may be assessed, as applicable, by charging the costs to a student organization account, a university FOAP account, and/or any and all other methods allowed by law.
Persons or groups that repeatedly violate these guidelines may be prohibited from further use of Auburn in Birmingham event spaces.
Event/Space Arrangements
Once a space reservation request has been reserved and confirmed, food & beverage service, audio-visual requests, and other arrangements may be made. All groups must coordinate with the property management group using approved vendors.
All event set-ups and tear-downs are the responsibility of the requestor. Use of an outside vendor must be approved and coordinated with the property management group. All furniture re-configurations or room set-ups are the responsibility of the requestor.
The Auburn in Birmingham Building maintains in-house AV equipment. Arrangements for the use of AV equipment must be finalized two (2) weeks before events in event spaces and five (5) days before meeting spaces. No groups are allowed to bring in external AV equipment already available in-house.
Sound amplification equipment may not be used during university hours or when students complete class or studio work. Any exceptions must be approved by the Auburn in Birmingham staff and cannot interfere with academic or other activities. Any additional sound amplification may require a technician to coordinate with the property management company.
Auburn University reserves the right to require fire, police, or other security personnel for events in or on the Auburn in Birmingham Building premises. The need shall be determined based on the time, place, and type of event. Events occurring after operating university hours may require security coverage, which must be provided by the requestor. No security may be provided by agencies not approved by Auburn University and the property management company.
Marketing and advertising for events before an event confirmation is prohibited and may result in denial of the request to use the space.
The distribution of university or non-university leaflets, flyers, other handout materials, and petition drives will not be permitted without written permission from the Auburn in Birmingham staff or a designee.
All approved outside vendors must be coordinated by the property management company and approved through Tiger Buy. No contracts with outside vendors are permitted without prior approval.
Only registered service animals – guide dogs, signal dogs, or other animals individually trained to aid a person with accessibility needs – and law enforcement animals are permitted in Auburn in Birmingham spaces.
Event request approvals will be determined based on occupant load. At any scheduled event where fire capacity is exceeded, the group must take immediate measures to become compliant or the event may be suspended or closed.
In the event of an emergency during an event, the building will follow the proper procedures outlined in the university’s emergency manual. The building maintains a specific and individual Emergency Operation Plan provided by Auburn’s Risk Management Office.
Decorating and posting limitations must be discussed an approved with Auburn in Birmingham representative no less than two (2) weeks prior to an event.
No tape, glue, tacks, or nails are permitted on the walls, doors, floors, ceilings, glass, woodwork, draperies, moveable walls, or any painted surface of any of the event spaces. Groups that cause damage to any of these surfaces by taping or adhering will be held responsible for the cost of the repairs.
Decorations, exhibits, or displays must not block or obstruct doorways, hallways, corridors, staircases, and fire exits.
Banners and displays (including centerpieces) made with flammable materials may not be used.
All open flames (including candles), fireworks, pyrotechnics, water features, and smoke machines are prohibited inside the Auburn in Birmingham Building.
Restricted materials include hay, sand weights, confetti, rice, dance wax, powder, glitter, or similar materials. Groups will be assessed a clean-up fee.
Groups utilizing decorations, exhibits, or displays must arrange for labor to set up and remove the materials (when applicable). If a ladder is required, groups and/or vendors must have a vendor agreement in place with proper indemnification and have AU listed as an additional insured on the certificate of insurance OR request to pay for the property management company to assist.
Decorations, exhibits, and displays must be removed immediately following the event or activity. Disposal of unwanted materials is the group's responsibility, and additional fees will be assessed for extensive clean-up.
Individuals and groups reserving classrooms and meeting spaces may do so during posted building hours.
Only approved individuals and groups of staff are permitted to be inside the Auburn in Birmingham Building outside of university operating hours (M-F 7:45 am – 4:45 pm).
Event sponsors must work with the property management company to arrange for vendor access. Vendor set-up time must be included in the reservation. Vendors requesting access outside of reserved event set-up time may be accommodated but may result in additional fees to the requestor if after hours.
Ongoing access to exterior doors will be issued only to authorized university staff and students whose responsibilities may require them to access spaces during non-operational hours.
Access to non-staff and students beyond traditional university hours is permitted if there is a reasonable business purpose. Requests must be included when making the request. All those with access agree to the following rules and expectations:
Entry doors may NOT be left ajar.
Do not allow others into the facility without explicit permission from Auburn in Birmingham staff.
Those approved to be in the building outside normal hours should limit their presence to their assigned workspace.
The safety of all participants and guests within the Auburn in Birmingham Building is ultimately the responsibility of the requestor/sponsor. Prior to the event, it is essential to consider how many individuals will occupy the event space based on occupancy limits, what process will be used to verify attendees, and how people will leave, including when an evacuation is necessary.
All classrooms, meeting spaces, and the lobby maintain maximum capacities posted for each type. Capacities are determined in conjunction with Campus Facilities Management.
Requestors will be informed, via the Mazevo venue booking system, of the maximum capacity for a space. Attendance at any meeting, class, or event may not exceed the maximum capacity for that space. If a requestor fails to exceed the maximum capacity, they will be expected to address the issue or potentially end the event.
Auburn in Birmingham staff reserves the right to monitor activities taking place within all meeting and event spaces to ensure they follow applicable rules and policies.
