Plan Your Event

All food and beverage services must be managed and provided by Aladdin, Clayton State’s caterer. Clayton State does not allow any food or beverage to be brought in by event hosts or participants and/or outside caterers.

For external events, Catering and bartending costs will be included in your event invoice and will be subject to event payment policy.

For internal events, Catering and bartending deposits and invoices will be billed according to Aladdin’s catering payment policy. If you are using your department’s declining balance allocation, please notify Catering when booking your event.

For a complete list of Catering policies, including guarantees and payments, service charges for service staff, China, floral, and linens, please visit the Catering Policies page.

Catering Equipment

The licensee is responsible for any equipment provided for catering services. Missing or damaged catering equipment or supplies will result in an additional charge. Specialty equipment or supplies for a large event may need to be rented at an additional charge.

Clayton State allows alcoholic beverages to be served under certain circumstances. View the Alcoholic Beverage Policy and Agreement. Keep the following in mind when planning for alcohol service at your event.

• The completed and signed Alcoholic Beverage Agreement must be submitted within two weeks of your event to allow time for campus authorizations.
• One or more licensed bartenders through Aladdin are required (for a fee).
• Food must be provided through Catering for any event with alcohol service.
• A University Police officer(s) may be required to be on site during your event (fees will apply).

CSU equipment (tables, chairs, AV equipment, stages, and backdrops) is available for rent for an event. Pricing will be provided during the event planning process.

If equipment is damaged, client may be responsible for the cost to repair or replace any equipment.

Table coverings are required for all tables. If food is being served, Aladdin Catering Services can provide more information and pricing.

Parking

Event attendees should park in lots as specified in agreement.

University Police

Clayton State reserves the right to require security for any event held by outside groups renting our facilities. These services are billed at an hourly rate and may require payment for a minimum number of hours.

Posters/Signs

Posters or signs can only be displayed using easels. No signs or posters can be affixed to walls or doors in any event or conference space.

Directional Signs

Interior and external directional signage should be discussed with the events management team in the event planning stage.

Decorations

• No decorations may be hung from the ceiling or placed on walls. Placement of banners should be arranged in advanced. Tacks, nails, or screws are not allowed for any purpose in event spaces.
• Helium balloons are STRICTLY FORBIDDEN in any interior space at Clayton State. In the event helium balloons are brought in and set off smoke detection systems, penalties will apply. Non-helium balloons and plastic imitation balloons are allowed.
• Glitter and confetti: Minimal amounts of large glitter and confetti are allowed for tabletop decorations only. Glitter or confetti must be cleaned up following event.
• Open-flame candles are forbidden. Battery-operated flameless candles are allowed.

DJ’s, sound systems, and supplemental lighting are allowed but must be discussed with your event planner to guarantee sufficient power is available.

Confirmations and Deposits

A reservation is not confirmed until a signed agreement and a 50 percent deposit have been received by Clayton State. The deposit will be deducted from the final bill. Clayton State reserves the right to release unconfirmed reservations 30 days prior to an event.

Billing

• A 50% deposit must be received by Clayton State to confirm the event.
• An invoice for the remaining amount of your event will be issued within five (5) business days of event.
• Payment must be made to Clayton State within fourteen (14) days of date of invoice.
• Catering and Alcohol
  • External clients: Payment for catering and beverage services will be included in the event bill from the University.
  • Internal clients must pay according to University payment policy and the Aladdin Catering payment policy. Failure to pay within the published timeframes will result in cancellation of your event. Any deposits paid to reserve space, equipment, or schedule catering may be forfeited.
• Physical damages
  • Damages to any CSU facility, equipment, or property will result in charges for repair or replacement. Failure to pay for any damage fees will result in a lifetime ban of renting space at Clayton State University.

Event Cancellations

• Cancellation by University: The University reserves the right to cancel or reschedule events due to unforeseen circumstances (e.g., building or campus emergencies, weather conditions, University events). In this event, the requestor will be contacted as soon as is practical and all fees paid to Clayton State at the point of cancellation will be refunded in full. Postponed events can be rescheduled at a later time and any fees paid can be applied to that event. Clayton State will not be responsible for any expenses incurred by the requestor from their vendors (florist, photographers, etc.).
• Cancellation by Event Requestor/Organizer: If an event organizer needs to cancel or modify the event, they must notify the Events & Venue Management office at least ten (10) days prior to the event. If notice is provided within this time frame, all fees paid to Clayton State will be refunded in full. Failure to provide at least a ten (10) day notice will result in forfeiture of any fees paid.
• Inclement Weather: In the event of inclement weather, Clayton State reserves the right to cancel and reschedule an event.

Refunds

Any refunds due to client based on the above will be issued within fourteen (14) days of receipt of cancellation request.

Housekeeping

Housekeeping services may be required for large events in our facilities. These services are billed at an hourly rate and may require payment for a minimum number of hours.

Technology

Most of CSU’s event spaces are equipped with a variety of audio-visual (AV) technology. Standard technology options are listed below. Additional technology and on-site technical support are available for an additional fee.

Wireless Internet

Standard Technology Options

• AV Projectors and screens
• Sound systems and microphones
• Internet Access (wired and wireless)

Additional Available Technology

• On-site technical support
• Stand-alone microphones, speakers, projectors, and screens.
• Telephone conferencing
• Video conferencing

Accessibility

Clayton State University facilities meet ADA requirements. Event organizers must ensure that the event is accessible to all attendees, including those with disabilities. This includes providing accessible venues, materials, and services.

Event Organizer Responsibilities

Event organizers are responsible for ensuring a safe environment during the event. This includes:

• Adequate crowd control measures.
• Compliance with fire and safety regulations.
• Proper emergency planning and response protocols.
• Hiring of security personnel when required.

Student Behavior and Conduct

All student group event attendees must adhere to the University’s Community Standards. Discriminatory, harassing, or disruptive behavior will not be tolerated.

Insurance and Liability

Organizers of external events must provide proof of insurance, including liability coverage, and may be required to indemnify the University.

Animals are not permitted in buildings, with the exception of approved service animals.

Event changes event must be communicated to your event coordinator at least 10 days prior to the event. EVM will do its best to accommodate changes, based on availability of equipment and services.

Payment Card Industry (PCI) Compliance Policy

Credit card payments made on site by third parties must be transacted using a cellular carrier’s network. Payment cannot be conducted using CSU’s wired or wireless network.

Liability

Clayton State reserves the right to inspect and control all events held on campus. CSU does not assume responsibility for personal property and equipment brought into any facility. Liability for damage to the premises will be the responsibility of the contracting party and will be charged accordingly. CSU is not liable for any bodily injury occurring during use of the facility. In certain cases, groups may be asked to submit to CSU a certificate of insurance (COI) for general liability.

Damages

Any damage to a facility, equipment, and furnishings which occur during use will result in an additional charge. This includes tape on walls or doors, and damage to floors. An additional charge will also apply when excessive cleanup is required.

Use of University Name

The organization or individual agrees that no advertisement or other public statement shall assert or imply that Clayton State University supports, approves, or endorses any product, service, interest, position or ideology of the organizations or individual, unless such advertisements or statements have been approved in writing by Clayton State University in advance of publication.

Clayton State University is a smoke-free, tobacco-free campus per the University System of Georgia’s policy. View the Tobacco-Free Policy.

All events, programs, camps or activities sponsored by CSU or hosted as third-party events on the campus must abide by the CSU and Board of Regents of the University System Protection for Interaction with Non-Student Minors policy. View the Minors on Campus Policy. Click the Minors on Campus drop-down.