1. General Policies	5. Billing	Building Policy for Download
2. Reservations	6. Cancellation
3. Deposit	7. Parking
4. Payment for Damages	8. General Procedures

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1. General Policies

1. Shirts and shoes must be worn at all times within the Williams Alumni Center.
2. All groups are responsible for leaving the Williams Alumni Center facilities clean and orderly after use and are responsible for any damages incurred.
3. A representative or employee of The Association of Former Students will be present at all events held in the Williams Alumni Center. Any complaints regarding the Alumni Center and its operation should be addressed to The Association’s Manager of Events.
4. Objects may not be affixed to walls, ceilings or stairways of the Williams Alumni Center without prior approval. No confetti, glue, glitter, rose petals or silly string is permitted.
5. Use of candles is not permitted inside the Williams Alumni Center nor on the grounds.
6. Maroon icing on cakes is not permitted inside the Williams Alumni Center.
7. No red drink or punch of any kind permitted inside the Williams Alumni Center.
8. Pets are not allowed inside the Williams Alumni Center except for service animals and the Texas A&M official mascot, Reveille.
9. Sound amplification systems may not be used inside or outside the Alumni Center without specific permission from The Association of Former Students.
10. The use of special equipment must be approved by the Manager of Events. General equipment such as projectors, etc., may not be brought into the facility. House equipment, with the exception of computers, must be used.
11. The receptionist desk is not intended for event use and will not be used for event registration purposes or to display materials. Floral arrangements may be displayed with prior approval.
12. All persons or groups using the Williams Alumni Center must abide by TAMU Rules and Standard Administrative Procedures. (http://rules.tamu.edu)
13. The Association of Former Students will not be responsible for lost or stolen articles or for any liability arising from the use of the Clayton W. Williams, Jr. Alumni Center. Found articles will be left with the Manager of Events.
14. Modifications and exceptions to these policies may be made at any time it is considered appropriate by The Association of Former Students.
15. The Association of Former Students reserves the right to decline future scheduling of events for any organization if this building policy is not honored.

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2. Reservations  back to top

If you are interested in reserving meeting space in the Clayton W. Williams, Jr. Alumni Center please contact Brittany Guthrie '12 at 979-845-7514 or bguthrie12@aggienetwork.com to learn more about event opportunities and scheduling requirements.

All reservations are considered tentative and held for two weeks until confirmed by the Manager of Events. Events will be confirmed upon the execution of a signed contract and receipt of the deposit. Confirmed reservations are subject to cancellation by the Manager of Events for the following reasons:

1. User fails to comply with the terms of the reservation;
2. User fails to comply with the conditions stated therein;
3. User fails to show adequate financial resources for presentation of the program;
4. User is not willing or able to adequately perform all required duties and responsibilities related to the program; or
5. Texas A&M University is officially closed due to weather or other emergency conditions.

All student organizations requesting facility usage must be approved by The Association of Former Students’ Director of Campus Programs prior to the event being confirmed by the Manager of Events. An advisor of the student organization must be present at the event from beginning to end.

Requests submitted by recognized University groups and entities directly related to The Association will receive priority in scheduling. The Association of Former Students reserves the right to preempt any scheduled event and to cancel any event where misrepresentation is involved.

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3. Deposit  back to top

The Clayton W. Williams, Jr. Alumni Center reserves the right to require a security deposit for organizations and groups using the facility. The deposit, which is not applied towards the rental fees, will be held to confirm the date of the event and cover any damage or insufficient clean-up resulting from the function. If no damages are incurred and clean-up is satisfactory, the full deposit will be refunded within one (1) week after the event.

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4. Payment for Damages  back to top

All users and sponsors shall be responsible for payment for damage to the Williams Alumni Center and its fixtures and equipment, whether caused by the user or its patrons.

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5. Billing  back to top

All invoices will be prepared by The Association of Former Students and full payment is required one week (5 business days) prior to the event.

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6. Cancellation  back to top

If an event is canceled thirty (30) days or more before the scheduled function, then a full refund will be issued. If an event is canceled between twenty nine (29) to fourteen (14) days before the scheduled function, the organization will forfeit one-half (1/2) of its deposit. Any cancellation occurring within thirteen (13) days will result in forfeiture of the entire deposit.

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7. Parking  back to top

Parking is available at the Clayton W. Williams, Jr. Alumni Center after 5:00 p.m. and on weekends. Limited parking is available 8:00 a.m. to 5:00 p.m. Monday through Friday. There are 143 available parking spaces on the east side of the building and 6 disabled spaces on the west side. The loading dock is reserved for caterers and deliveries only.

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8. General Procedures  back to top

Any proposed use of the Williams Alumni Center must be appropriate to and suited to the size, structure, purpose and operating costs of the facility. All proposed events must be conducted in accordance with applicable state and federal laws. Users must demonstrate to the satisfaction of the Manager of Events that they have the staff, experience, contracting authority, financial status or other qualifications necessary for carrying out the proposed program in a satisfactory manner.

1. Review of Contracts: At the booking of an event in the Williams Alumni Center, the Manager of Events must be notified of intended speakers, performers, etc. All contracts related to the presentation of the program, including contracts between users and speakers, performers, subcontractors, managers and others, must be provided to the Manager of Events within 14 days of the event.
2. Hazards: If the Manager of Events determines that a proposed program poses a potential hazard of public safety or is an inappropriate event for The Association of Former Students to host, the program may be canceled or denied. No user may install or operate any equipment, fixture or device, nor operate or permit to be operated any engine, motor or other machinery or use gas or other flammable substances in the facility except with prior written approval by the Manager of Events, and under such conditions and restrictions as the Manager of Events may specify. All electrical connections must be made by The Association of Former Students’ personnel. No equipment, device or fixture may be used which, in the opinion of the Manger of Events, endangers the structural integrity of the facility.
3. Concessions and Catering: All catered events shall use The Association’s exclusive caterer for any catering needs. Prior to the event, the Manager of Events must approve the sales and distribution of food, beverages, souvenirs, and other concession items.
4. Signs and Displays: Signs, messages or other materials may not be posted, displayed, distributed or announced in, on, or adjacent to the Williams Alumni Center without the prior written consent of the Manager of Events. Such materials may not be fastened to any part of the facility except in spaces provided for this purpose and may not be permitted to interfere with crowd movement and safety.
5. Smoking: The Williams Alumni Center is a smoke-free facility.
6. Exceptions: Any exceptions to the Williams Alumni Center Operations Policy and Procedures must be approved by The Association of Former Students’ President and CEO.