General Information Pertaining to Reserving Space

AUDIO-VISUAL REQUESTS

You will need to contact our office with any audiovisual equipment needs at least three working days prior to your event. After this we will be unable to guarantee the availability of equipment. We do not provide a technician to run the equipment. If a technician is needed we can assist you in making arrangements.

BILLING

At the conclusion of your event, all charges will be compiled and an itemized invoice will be sent to you through our Bursar's Office. Invoices must be paid by cash or check. A late charge of 1.5% or $5.00 per month, whichever is greater, will be assessed on all balances that are past due more than 30 days.

EVENT SUPERVISOR (Iacocca Hall Only)

Please note that a building supervisor is scheduled for coverage of each event one-half hour prior to event's start and ends one-half hour after the event concludes. There is a $20.00 charge per supervisor per hour with a minimum of three hours. For events hosting groups of 200 or more, two event supervisors will be assigned to the event. This charge is billed at the prevailing rate at the time of your event, with a four-hour minimum. (All prices are subject to change without notification.)

DINING SERVICES

You will need to contact Lehigh Dining Services at 610-758-4512 with your food service needs thirty days prior to your event. Please note that in addition to menu prices there is a 16% service charge and 6% PA Sales Tax (if applicable) added to Dining Services bill. After you have placed your order with Food Services, you will receive a Food Service confirmation. You will need to sign this confirmation and return to the Lehigh Dining Services 10 business days prior to the event. Any food service requests received within seven business days of the event will be considered based on availability of food product and staffing. Cancellations of food requirements must be received and acknowledged at least three working days prior to the event.

You will need to contact Lehigh Dining Services with your guaranteed number of participants at least three business days prior to your event. Your guaranteed number will determine both the amount of food prepared and staffing requirements. Your guaranteed number will be used as the final count and cannot be changed within three business days of the event. If less participants than the guaranteed count attend, the guaranteed count will be charged. If unexpected participants attend the event, Dining Services cannot guarantee the additional participants will be served the same menu as was ordered. The charge for the additional participants will be the quoted meal price plus 15% per participant.

PENNSYLVANIA SALES TAX

Pennsylvania sales tax will be applied as required by law. Sales to non-profit organizations may be tax-exempt if the organization provides a properly completed Pennsylvania Sales Tax Exemption Certificate which provides a valid reason for the exemption.

INSURANCE INDEMNIFICATION

Lehigh requires evidence of insurance; you will find the requirements under #9 of the “Additional Terms and Conditions” sheet.

DIRECTIONS AND PARKING

http://www.lehigh.edu/campusmap/

For events hosted at Iacocca Hall, please instruct your guests to park in the student/visitor lots that are located through the courtyard area by the trees overlooking Stabler Arena (see map here). If any of your guests choose to park at the metered spots in the courtyard they need to deposit money in the meters or they will receive a ticket.  For events hosted on main campus, please refer to:  http://financeadmin.lehigh.edu/content/visitors.  If you are interested in purchasing one day parking passes, please contact Parking Services at 610-758-PARK.  Please forward these instructions to your guests to ensure they park in the designated visitor locations.

SAFETY AND SECURITY

During your event, you are required to observe all EXIT signs and keep them clear of any personal equipment or set-up materials that may block these exits. This policy is in place to ensure the safety of you and your guests in the event of an emergency.

 

AUDIO VISUAL EQUIPMENT RENTAL FEES FOR IACOCCA HALL

(INQUIRIES RELATED TO OTHER LOCATIONS PLEASE CONTACT OUR OFFICE)

If you require any other Audio Visual Services not listed above, please contact our office and we can assist in coordinating services with an outside vendor.

ADDITIONAL TERMS AND CONDITIONS FOR USE OF LEHIGH UNIVERSITY FACILITIES

1. INTRODUCTION; DEFINED TERMS: These terms and conditions pertain to the use by Licensee of the facility (the "Facility") owned by Lehigh University (the "University") and identified on the accompanying Conference Services document(s) for the event specified therein (the "Event"). These terms and conditions, together with any documents executed in connection with the Event, shall be collectively referred as this "Agreement."

2. TIME OF THE ESSENCE: Time shall be of the essence of this Agreement. Without limiting the generality of the foregoing, the period of Licensee's use of the Facility pursuant to this Agreement shall not be extended, for the installation or removal of equipment or other property or for any other purpose, without the prior written permission of the University, and Licensee shall vacate the Facility immediately upon the expiration of said period.

3. COMPLIANCE WITH LAWS: Licensee shall, at its own expense, comply with all municipal, state, and federal laws, ordinances, rules, and regulations including, without limitation, the obligation to obtain any licenses, permits, and government approvals required in connection with the Event. Licensee shall pay any fines or penalties assessed for failure to comply with such laws, ordinances, rules or regulations, and shall pay any expenses, legal or otherwise, incurred by the University due to Licensee's failure to so comply.

4. INTERVENING EVENTS; CHANGED CIRCUMSTANCES: The University shall not be liable in the event that Licensee is prevented, interrupted or delayed in its use of the Facility due to acts of God, storm, fire, flood, earthquake, roof-collapse, labor disturbances or strikes, war, terrorism, civil commotion, governmental order, rules or regulations, pandemic, epidemic or illness, disruption of electrical or other utility service, lack of usual means of transportation, or any other cause or contingency beyond the control of the University. Licensee has informed the University of the nature of the Event and its intended use of the Facility, and any change with respect thereto shall be subject to the prior written approval of the University. If Licensee changes the Event or its proposed use the Facility without University approval, the University may terminate this Agreement and forbid the use of the Facility by Licensee including, but not limited to,  if such change would, in the judgment of the University, be dangerous, tend to cause damage to the University, its image or reputation, or conflict with University policy. If the University determines that additional security is necessary in connection with the Event and Licensee refuses to pay for such additional security, the University may terminate this Agreement. If the University terminates this Agreement pursuant to this paragraph, all payments made or due to the University hereunder shall be refunded or abated, less costs or expenses incurred by the University due to such cancellation.

5. CONDUCT OF EVENT: Licensee shall be responsible for the conduct of any persons attending the Event, including, without limitation, any damage caused by such persons, and the University reserves the right to eject or cause to be ejected from the Facility any objectionable persons. University shall not grant any refunds to any such person or persons. Neither Lehigh nor any of its officers, trustees, agents or employees shall be liable to Licensee, its employees or invitees or any other third party for damages that may be sustained through the exercise of such right and Licensee hereby agrees to indemnify, defend, and hold harmless the Indemnified Parties (as defined in Section 8) against any and all Losses relating to the exercise of such right, including Losses arising from an Indemnified Party’s negligent acts or omissions. Licensee shall not record, televise or broadcast the Event or any portion thereof without the prior written permission of the University. Licensee and all persons attending the Event shall comply with all rules, regulations and policies of the University as implemented, amended and modified from time to time, including without limitation, Drugs and Alcohol Policy, Protection of Minors Policy, Policy on Harassment and Non-Discrimination, Nonsmoking Policy and Firearms Policy.

6. LICENSEE'S PROPERTY: All merchandise, property and effects of Licensee and of all persons claiming through or under Licensee which may be on University property during the period of Licensee's use of the Facility pursuant to this Agreement shall be at the sole risk and hazard of Licensee. The University shall not be responsible for any damage to, loss, or theft of such property.

7. UNIVERSITY PROPERTY: Licensee acknowledges that it has inspected or been afforded an opportunity to inspect the Facility, that the Facility is made available under this Agreement to Licensee in "as is" condition, and that the University makes no representations or warranties as to the condition of the Facility or its fitness for any particular purpose. Licensee shall at all times take good care of the University's real and personal property, and shall cause no waste or injury to any of it, reasonable wear and tear excepted. Licensee shall be responsible for any damage to or loss or theft of the University's property that is attributable to Licensee's use of the Facility.

8. INDEMNIFICATION: Licensee shall defend (if requested), indemnify and hold harmless the University and its trustees, officers, employees, and agents (the “Indemnified Parties”) from and against any loss, claim, cause of action, damage, liability or expense (including attorneys' fees) (collectively “Losses”) arising out of the Event or Licensee's use of the Facility or any other University property.  Licensee shall give prompt written notice to the Indemnified Party of any proposed settlement of a claim that is indemnifiable under this Agreement. Licensee may not, without the Indemnified Party’s prior written consent, settle or compromise any claim or consent to the entry of any judgment regarding which indemnification is being sought hereunder

9. INSURANCE: Licensee shall obtain and maintain, at Licensee's own expense during the period of Licensee's use of the Facility pursuant to this Agreement, Commercial General Liability Insurance naming Lehigh University as an Additional Insured, subject to a combined single limit of at least $1,000,000 each occurrence and $2,000,000 in the aggregate for bodily injury and property damage. A duly authenticated Accord Certificate of Insurance shall be given to the University at least five (5) days prior to the use of the University facility.

10. ADVERTISING, PROMOTION, SOLICITATION: The University reserves the right to approve all advertising and promotional materials for the Event. Without limiting the generality of the foregoing, Licensee shall not promote, advertise or publicize the Event in a manner, which involves the name of the University or any affiliates of the University other than to identify the location of the Event, or post any signs on University property, without prior approval from the University as to content and location. Except as approved by the University, the solicitation, sale or promotion of any goods or services by any person or company is prohibited within the Facility or in connection with the Event.

11. TAXES: Licensee agrees to pay promptly any and all applicable taxes and license fees that may arise in connection with the Event and Licensee's use of the Facility, including without limitation any amusement taxes, and any sales taxes due in connection with concessions.  Licensee shall (defend (if requested), indemnify and hold harmless the Indemnified Parties from and against any Losses due to Licensee’s failure to comply with this Section 11.

12. RIGHT OF ENTRY: University officers, employees and agents shall have the right at all times to enter the Facility in the performance of their duties.

13. CONCESSIONS: University reserves the sole right to operate and receive all income from any food, beverages, concessions or the like. No other food or beverages may be served except upon prior written consent of the University.

14. PARKING: University reserves the right to control all parking facilities at University and to retain all revenues from such parking facilities.

15. PROHIBITED PRACTICES: Neither Licensee nor any person for whom Licensee is legally responsible shall cause or produce any unusual, noxious or objectionable smoke, gas, vapor or odor; use any part of the Facility for lodging or sleeping other than those facilities officially designated as residential; overload any floor, ceiling, wall or fixture therein; remove, replace or install any locks; perform any act or thing on University property which might invalidate any insurance policies carried by either party to this Agreement; commit any nuisance; interfere with the effectiveness or accessibility of building mechanical systems (including lines, pipes, wires, conduits and equipment), concession stands, public areas, streets and sidewalks; use the Facility for unlawful or immoral purposes or in any manner as to injure persons or property; or do any act or suffer any act to be done which will in any way mar, deface or injure any University property.

16. NON-ASSIGNMENT: Licensee shall not assign this Agreement or any rights hereunder or delegate any obligations hereunder without the prior written consent of the University. Any attempted assignment or delegation without the prior written consent of the University shall be void and shall constitute a breach of this Agreement.

17. BREACH OF AGREEMENT BY LICENSEE: In the event of a breach by Licensee of any term or condition of this Agreement, including, without limitation, a failure to pay any sum of money when due, the University may, by notice to Licensee, declare this Agreement terminated, enter into possession of all parts of the Facility, retain all sums of money previously received by the University under this Agreement, recover any sums of money then or thereafter due under the terms hereof and, in addition thereto, be entitled to any other damages or remedies at law or in equity. In the event of such breach, Licensee shall immediately vacate the Facility, and any property of Licensee may be removed by the University from the Facility, by force or otherwise.

18. BREACH OF AGREEMENT BY UNIVERSITY: In the event of a breach by the University of its obligations under this Agreement, the liability of the University shall be limited to repayment of the amount of any sums of money paid by Licensee or a pro-rated portion thereof.

19. NOTICES: Any notice required by this Agreement shall be hand-delivered, mailed first-class, postage prepaid, or delivered by commercial overnight delivery service to the addresses of the parties noted in this Agreement.

20. NON-DISCRIMINATION: The University does not discriminate against any person or group on the basis of age, color, disability, gender identity or expression, genetic information, marital or familial status, national or ethnic origin, race, religion, sex, sexual orientation, or veteran status in the admission to or enjoyment of the use of its facilities. Licensee shall not so discriminate.

21. MISCELLANEOUS: This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Pennsylvania irrespective of the conflict of laws principles of Pennsylvania or any other jurisdiction, contains the entire understanding between the parties with respect to Licensee's use of the Facility, and shall not be modified except by a written instrument signed by the parties hereto. The parties hereby submit to the jurisdiction of the courts of the Commonwealth of Pennsylvania and the Federal Court for the Eastern District of Pennsylvania located in Northampton County, Pennsylvania for the resolution of any disputes relating to this Agreement. This Agreement is for the limited purposes set forth herein, and shall in no event be construed to establish a partnership, joint venture or any other relation between the parties other than owner-licensee.

22. CANCELLATION BY LICENSEE: If Licensee cancels the Event, Licensee shall pay all cancellation fees established by University.

23. PLEASE NOTE: It is required by the International Fire Code that all individuals attending your event be made aware of the location of emergency exits. For your convenience, please review the "suggested" announcement below. This announcement must be made 10 minutes prior to the start of your event and we ask that you designate a representative of your organization to make this announcement.

"Hello and welcome to Iacocca Hall. In order to make this an enjoyable experience for all, please listen to the following announcements. Restrooms are located on the ground floor, 2 nd floor and 5 th floors of this building. Also, please take note of the location of your nearest exit in the event of a fire or other emergency. Thank you." 

24. COVID-19 MATTERS:

1.  At all times while on University’s property in connection with the Event, Licensee shall abide by, and shall cause its employees, personnel, invitees and guests to abide by, (i) all requirements and best practices related to preventing the transmission of COVID-19 as may be published from time to time by governmental authorities having jurisdiction, including but not limited to the U.S. Centers for Disease Control and Prevention and state and local health authorities; and (ii) all University policies, rules, conditions, regulations and procedures related to COVID-19, as modified, amended or supplemented from time to time (“COVID-19 Requirements”).  Additionally, Licensee shall ensure that all third party vendors engaged by or on behalf of Licensee with respect to the Event, comply with all COVID-19 Requirements including the Lehigh COVID-19 Requirements for Contractors Working Daily on Campus (the “Vendor Requirements), while on University’s property.  The Vendor Requirements are set forth at https://facilities.lehigh.edu/.
2.  In addition to University’s other rights set forth herein, University shall be entitled to, upon notice to Licensee, cancel the Event and terminate this Agreement if it deems, in its sole and reasonable discretion, that hosting the Event would violate any Covid-19 Requirement or would otherwise be unsafe to any member of the University community or the public as a result of COVID-19 pandemic.  If the University cancels the Event and/or terminates this Agreement pursuant to this paragraph, then the parties shall work in good faith to reschedule the Event.  If the parties are unable to reschedule the Event, all payments made or due to the University hereunder shall be refunded or abated. 
3.  The parties acknowledge and agree that (i) University’s right to cancel the Event, terminate this Agreement and/or claim a force majeure event due to the COVID-19 pandemic shall be adversely impacted or otherwise prejudiced by the fact that the COVID-19 pandemic is currently occurring is otherwise foreseeable in any manner and (ii) to the greatest extent permitted by law, a declaration of force majeure made in good faith shall not be deemed to be a repudiation of this Agreement and, in the event of any disagreement over whether a declaration of a Force Majeure Event is permissible hereunder, the parties shall first attempt to settle the matter through amicable discussions.

 

GUIDE TO SPACE ABBREVIATIONS

Code	Room
IA All	All of the rooms below
IA GS	Governor's Suite
IA GSL	Governor's Suite Lobby
IA SC	Snyder Courtyard
IA SGLL	Siegel Gallery Lower Lobby
IA SGL	Siegel Gallery Lobby
IA SOT	Stabler Observation Tower
IA WDR	Wood Dining Room
IA WDF	Wood Dining Room Foyer
IA WDH	Wood Dining Room Hall