Decorations Policy

All arrangements for decorations, exhibits, and displays must be made at least 5 days prior to the event.

Doorways, hallways, corridors, staircases, and fire exits cannot be locked, blocked, or obstructed.

Light bulbs may not be placed where the heat from the bulbs might create a fire hazard. Special effects equipment such as smoke, fog and fire machines, sparklers, etc. is not permitted in the Lory Student Center. Candles are not allowed in any meeting rooms and are allowed only when handled by LSC staff and enclosed in glass in ballrooms and dining rooms.

Whenever possible, only flameproof material should be used for decorations. The use of rubber cement, cellophane tape, nails, paint, duct tape, or other material that might damage building surfaces is prohibited.

At the end of the event, the room must be returned to its original condition.

Any questions regarding decorations should be referred to Event Planning Services (491-0229) at the time the reservation is made.

Ballroom Decorating Guidelines

The following guidelines must be followed for all events scheduled in the Main Ballroom (or any section of the ballroom including the East, Middle, and West Ballrooms), the North Ballroom and the Cherokee Park Room. We thank you for your cooperation. Contact Event Planning Services (EPS) at 491-0229 with any questions.

  1. In general, the ballroom is ready according to your requests approximately two hours before your event is scheduled to begin for you to come in and decorate.
  2. All set-up requests and decorations should be discussed in detail with a Facilities Coordinator at least two weeks prior to the event date.
  3. No display materials of any sort may be affixed to the walls, doors, windows, room partitions, curtains, or floors in the ballroom. Please ask for portable bulletin boards, cloth dividers, pipe and drape, or sign stands from EPS to attach any displays.
  4. No tape (including duct, masking, and clear tape) is permitted in the ballroom. All electrical cords, cables, etc. must be covered by carpet mats. Carpet mats are available from EPS.
  5. Curtains and drapes in the West Ballroom must be opened and closed by EPS staff.
  6. Banners may be hung from designated points on the ballroom ceiling. Please drop off your banner at least 24 hours in advance of your event. EPS staff will hang all banners and remove them within 24 hours after the event.
  7. Any food or beverage spills on the floor must be cleaned up immediately. If assistance is needed with a spill, please contact EPS staff, a Building Manager, or Catering staff.
  8. The Lory Student Center assumes no responsibility for any items left in the Ballroom after your event. Please remove all of your items by the end of the event.
  9. It is your responsibility to return the ballroom to its original set-up condition after the event. All trash must be discarded in waste receptacles. All cardboard boxes must be flattened and delivered to the Loading Dock for recycling. All decorations must be removed or discarded; this includes the removal of confetti, glitter, or similar materials. Please let EPS staff know if you need additional trash receptacles. If the ballroom is in not left in its original condition, your organization will be charged a cleaning, trash removal, and possible damage fee depending on the condition of the ballroom.
  10. All decorations must meet minimum safety standards as interpreted by Environmental Health and Safety. Fire codes prohibit the use of hay, straw, cornstalks, or other dry tinder in the ballroom. All balloons must be secured within the facility.
  11. The use of nails, screws, or thumbtacks is prohibited in the ballroom. Please discuss with a Facilities Coordinator the option of special rigging for hanging items.
  12. Emergency exits and service doors are not to be blocked with any furniture, decorations, or equipment.
  13. The use of paint, glue, or aerosol spray products is not permitted in the Ballroom or nearby facilities including the West Balcony.
  14. All candles must be enclosed in a fire-resistant container. Please have all candles and containers approved by the Catering Coordinator.
  15. All smoke, fog, and bubble machines and Light Show projectors using any type of liquid or dry ice are prohibited in the ballroom. Please discuss any special effects planned with a Facilities Coordinator in advance.
  16. Partition divider walls in the Main Ballroom must be opened and closed by EPS staff.
  17. EPS staff will regulate light and sound controls. Please submit all detailed light and sound requirements when submitting set-up plans two weeks prior to your event. Additional equipment and trained staff are available to help run your event with a two-week notice.

Failure to adhere to any of guidelines will result in additional fees to the organization. These fees include:

  • Extra cleaning or set-up costs (labor charge)
  • Cost of repairs to facility (cost and labor)
  • Cost from loss or theft of equipment (replacement cost and labor charge)
  • Fire Department response for failing to follow the above guidelines ($100.00 per response)

Approved by the Lory Student Center Governing Board, March 21, 2003