RSO Policies

Food and catering

WMU Catering is the exclusive caterer for the Bernhard Center. Only WMU Catering may serve food and beverage in the Bernhard Center meeting rooms and for events and programs. However, acknowledging that RSO budgets are limited and food can be an important part of regular RSO meetings (not large scale programs and events), the following policy is provided for RSO food and beverage practices in the Bernhard Center.

  1. What Type of Food is Allowed
    • Registered Student Organizations can bring in their own non-perishable snacks, preferably pre-packaged, for a meeting. Meetings are typically regular organizational gatherings of members only to conduct business, and not programs and events. Snacks include chips, candy bars, soft drinks, donuts, cookies, cupcakes and sheet cakes. Food that requires refrigeration or heat to maintain proper health regulation temperature is prohibited.
    • RSO’s must clean up from any food they bring. Not doing so may subject the RSO to a $250 clean up fee.
  2. Co-sponsorship
    RSO’s often co-sponsor their events with other RSO’s, WMU departments, sister organizations, and/or non-WMU partners. When this happens member(s) of your RSO must be an integral part of planning and coordinating the events. Occasionally other organizations will use RSO’s to “front” their event to take advantage of your access to the Bernhard Center and your lower Ballroom rental rates. We do not allow “fronting.”
  3. Equipment
    No equipment for heating food can be brought into any meeting rooms, i.e., hot plates, chafers, warmers or open flame, with the exception of food served by WMU Catering.
  4. RSO discount
    WMU Catering offers a 10 percent discount not to exceed $500 on sit-down meals served to RSOs from the WMU Catering menu. Food must be pre-ordered a minimum of seven business days prior to the event. Discount does not apply to service/setup fees. A catered function requires a minimum of 20 guests. Please note that off-menu and special requests require an advance notice of 20 days. Please visit the Catering web site for menus and policies.
  5. Please do not...
    • Bernhard Center main lobby, the Bernhard Café, and all TV lounge areas are not considered meeting space. Therefore, food cannot be brought in by any outside source to be served or offered for a group meeting at these locations.
    • According to University Policy, WMU students and RSOs are prohibited from possessing or consuming alcoholic beverages on university property or in university buildings. This policy applies to the Bernhard Center.

General RSO meeting room use guidelines 

There are 22 meeting rooms available for conferences, banquets, and meetings for all Registered Student Organizations, University departments, professional organizations and the community. 

  1. Reserving meeting rooms
    • RSOs may use meeting rooms at the Bernhard Center to conduct regular weekly business meetings at no charge.
    • RSO’s must reserve Bernhard Center meetings not less than 24 hours rooms prior to use.
    • Use of rooms and facilities in the Bernhard Center is reserved for the groups registering for these rooms and guests only.
    • RSO’s often co-sponsor their events with other RSO’s, WMU departments, sister organizations, and/or non-WMU partners. When this happens member(s) of your RSO must be an integral part of planning and coordinating the events. Occasionally other organizations will use RSO’s to “front” their event to take advantage of your access to the Bernhard Center and your lower Ballroom rental rates. We do not allow “fronting.”
  2. Confirmation

    A Bernhard Center reservation confirmation will be sent to the RSO main contact when the meeting room is properly reserved. The confirmation serves as the RSO’s acknowledgement of a Bernhard Center meeting room reservation. 

  3. Checking in before each event

    RSO’s must check in with the Information Desk prior to each meeting and event in the Bernhard Center. This is a quick check-in at the Info Desk so that the Bernhard Center staff know you are here. If no one from your organization checks in within 30 minutes of reservation start time, this will be considered a “no-show” and the room will be forfeited for the evening. Three no-shows in on semester will result in loss of meeting room use for the rest of the semester. 

  4. Deadlines
    • RSO’s must reserve their meeting rooms no less than 24 hours prior to standard meeting, and five business days for a ballroom.
    • RSO must notify Bernhard Center main office for any reservation cancellations or changes not less than 24 hours prior to the event/meeting.
  5. Bronco Global Lounge (room G10)
    • Bronco Global Lounge serves as an open lounge daily 8 a.m. to 4 p.m.
    • In the evening Bronco Global Lounge is reservable for programs and events. The intent of this multipurpose space is not for small, weekly meetings that can be accommodated in smaller meeting rooms.
    • Bronco Global Lounge is set up “as is.” If furniture is moved the room must be returned to its standard configuration. A standard layout diagram is attached to a wall for reference. Organizations that do not return the room to its standard configuration will lose Bronco Global Lounge room use privileges for the rest of the semester.
  6. Deposits
    A $100 deposit is required when reservations involve ballroom use, sales (items for sale may not duplicate or compete with items sold by merchants in the Bernhard Center), concerts, fundraising events and catered events. The balance of the rental fees will be due no later than one week after the event has taken place. The reservation deposit will be subject to forfeiture if a reservation is not cancelled 90 calendar days prior to the event.
  7. Meeting room set-ups
    • The set-up of meetings rooms for RSOs at no charge will be used “as is”—no special set-ups.
    • Room set-ups remain the same throughout the evening.
  8. RSO service agreement
    • An RSO service agreement form (obtained from the SALP office) for all RSOs must be completed prior to confirmation of any facility use that requires rental or fees charged.
    • Rental of rooms covers the period of time stated on the Bernhard Center Usage Agreement Form available at the Bernhard Center office.
  9. Payments and charges
    • All charges are the responsibility of the RSO. In the event a payment is not made, the RSO which made the reservation will be held financially responsible.
    • All RSOs using a fund and cost center require pre-authorization of funding source to use Bernhard Center facilities where a charge is applicable.
  10. Tentative holds
    A tentative hold may be requested for a given space with the following restrictions:
    • Tentative hold will be converted to a confirmed reservation when a Bernhard Center usage agreement (at Bernhard Center office) is signed with appropriate deposit made.
    • Tentative hold must be converted to a firm reservation within 30 calendar days or the hold will be cancelled.
  11. Cancellations or changes
    See “Deadlines,” #3 above.
  12. Length of room use
    Due to high demand by RSOs, meeting rooms may be occupied for no more than three hours from the reservation “start time.” This applies to weekly meetings and may not necessarily apply to programs and special events.
  13. Room condition
    Organizations will be held responsible for the condition of rooms used. This includes the clean-up of food brought into meeting rooms. Any damage will result in a direct charge of $250 to the RSO which made the reservation.
  14. Please, do not...
    • No tape, tacks, nails, pins, staples, etc. may be used on any papered, paneled or painted surfaces or on any walls, mirrors, windows, curtains, or doors.
    • Freshly cut flowers, properly maintained live trees, plants and shrubs may be used for decorative purposes.
    • Decorations cannot be placed in an area that blocks an exit due to Fire Safety Regulations.
    • The Bernhard Center cannot store any decorative items or equipment.
  15. See Dance and Ball guidelines (available at Bernhard Center main office) for any dances.