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• 314.935.5234 p
  314.935.4094 f
  events@wustl.edu

Gargoyle Information and Policies

Event Management

1. Clients must submit their room setup requirements in writing to Event Services at least two weeks prior to event date via e-mail, fax or by using the online Room Setup Form. Please see the Event Service Reservation Policies for more information.
2. Event Services will generate Event Information Sheets for each event and will act as liaison between client and all service providers.

Housekeeping Services

1. Clients providing food or beverages and/or attendance of 75 people are required to use Housekeeping for a post event cleaning and are responsible for all Housekeeping charges.
2. Clients may choose to have Housekeeping set the existing or rental furniture. Clients are responsible for all charges for setup and teardown.
3. Please present Housekeeping with a purchase order number for billing purposes no later than one week prior to the event. Housekeeping will invoice clients directly for services rendered. For payment information, contact Housekeeping.
4. Event Services reserves the right to have Housekeeping set and teardown any miscellaneous equipment such as rental tables, staging, etc. Clients are responsible for all charges.
5. Pre-cleaning and/or pre-setting services from Housekeeping are recommended for high-profile events.

Catering/Food and Beverages

1. Clients must communicate catering information to Event Services two weeks prior to their event date.
2. Clients and/or their caterers must adhere to all of these polices and procedures.
3. Clients and/or their caterers must completely remove leftover food, beverages and equipment at the end of the reservation period. Leftover food, beverages, ice, etc. may not be disposed of in trash cans. All left over items will be disposed of by Event Services, and clients will be responsible for additional disposal charges.
4. Clients and/or their caterers must clean up spills on furniture, walls, floors, etc.
5. Table skirting may only be affixed to the tables with skirting clips or non-residue tape. No staples may be used to affix skirting to tables.
6. Clients must comply with all University Policies relating to alcohol.

Furniture Inventory and Setup Policies

1. An event coordinator will work with you to determine the ideal capacity for the event. Fire code indicates 499 people as the maximum capacity.
2. The standard set for the Gargoyle is 15, 60-inch round tables with 8 chairs at each.
3. The furniture inventory and setup policies are as follows:
   • A) 285 plastic stacking chairs
     • 1) Stored in stacks around perimeter of room
     • 2) Clients may set this furniture. To avoid any setup charges, furniture must be returned to the standard set at the end of the reservation period.
   • B) 24, 60-inch round tables
     • 1) Stored on table carts in Gargoyle.
     • 2) Clients may set this furniture. To avoid any set-up charges, furniture must be returned to the standard set the end of the reservation period.
   • C) 20, 6-foot x 30-inch tables
     • 1) Stored on table carts in storeroom.
     • 2) Housekeeping is the exclusive provider of setup for this furniture.

Rental Furnishings and Equipment

1. Please contact an event coordinator to review rental equipment and furnishing needs.
2. All rental furniture and equipment must be removed from the Gargoyle prior to the end of the reservation period.
3. Equipment, paper materials, food, beverages or other items may not be stored past the reservation period. Any leftover items will be disposed of by Event Services, and clients will be responsible for additional disposal charges.
   

Undergraduate Students and Student groups

When planning the event, undergraduate students and student groups are responsible to review the guidelines and checklists generated by the Office of Student Activities. Please go to http://www.getinvolved.wustl.edu/policies.

Fraternities and Sororities

If it is a Greek event, please review guidelines and checklists at http://www.glo.wustl.edu/members/policies.

Graduate Student Groups

To review policies and procedures pertaining to alcohol service for graduate students groups, please go to http://www.prograds.wustl.edu/alcoholservice.html.

For assistance in planning events for University-wide graduate student groups please contact Elaine Berland, Associate Dean Graduate School of Arts and Sciences at berland@wustl.edu or (314) 935-7355.

School specific graduate student groups should contact the Dean's office within their school for more information.

Miscellaneous Policies

1. Smoking is not allowed.
2. Clients must adhere to all University policies and procedures.
3. Clients will be held responsible for any damages related to their event.
4. Events must not interfere with patrons or other events within Mallinckrodt Center.
5. Nothing may be affixed to any wall, wood or painted surface.
6. Only assist animals are allowed.
7. Open flames such as candles are not allowed.
8. All rehearsals and performances that require tape on the floor must use non-residue tape, which is available in the Event Services Office, 304 Mallinckrodt Center. All tape must be removed immediately after each reservation period. No tape may be left on the floor overnight.
9. Event Services reserves the right to prohibit clients, attendees, caterers and other contractors from booking or servicing the reserved space if stated policies and procedures are violated.

Room Access

1. Due to the location, the Gargoyle may not be locked. Items may not be left overnight.