Events

Failure to notify will result in a 50% charge of the venue fee and any unrecoverable costs from third-party vendors. 

• Basic Planning Service Event – 3 Days' Notice 

• Full-service Single Day Event – 7 Days' Notice 

• Full-service Multiday Event – 30 Days' Notice 

Event organizers are required to provide set-up information and equipment needs at the time the reservation is made. Last-minute requests for set-up changes or additional equipment may not be honored or charged an additional fee. SE is responsible for the operation of equipment housed permanently in PBJ East, and all set-up, equipment, and/or furniture can only be moved or adjusted by SE department staff only (not event organizers). Additional fees may be assessed if the client requests a set-up to be changed from the standard, fixed set-up the day of the event. 

Clients are allowed to bring in laptops to be used for presentations. Any other outside equipment needed for an event requires approval by the SE department. All equipment currently included in space rental and is property of SE may be used by client. Please inquire about equipment upon completion of reservation form. SE is not responsible for any damage, loss, or theft of equipment that is brought in for an event by the client or any of his/her guests. All equipment must always remain in reserved room. 

Decorations, signs, and other materials may not be attached to the walls, doors, or painted surfaces.  Easels can be supplied by SE. All materials must be removed at the conclusion of the meeting, event, or program, unless it is a multi-day event. The use of glitter, confetti, bubbles, fog/vapor machines, candles, hazardous materials, duct tape and similar items is strictly prohibited. Use of such items will result in a $200 fine. For best practices, all decorations should be approved by SE. 

Registered student organizations, university departments, or individuals may not serve as "fronts" for off-campus groups or individuals to gain unauthorized use of spaces for the off-campus user. Meetings and events reserved by registered student organizations or university departments must fall under the following guidelines: 

• The event/meeting must be conceptualized, planned, and managed by the registered student organization or university department and must truly be an organization or department initiative. 

• Any costs associated with the event/meeting must be paid by the registered student organization either by providing a university account number, UM Foundation account number, cash, or check from external banking account belonging to the registered student organization or university department. 

• If the Special Events department suspects and/or believes that a reservation is fronting, reservation capabilities for the sponsoring organization and/or department will be revoked. 

To be good stewards of our resources, the Special Events department promotes and supports the initiatives and programs of the university, departments, and registered student organizations, not individuals or businesses. Special Events will determine on-campus vs. off-campus sponsorship by considering the nature of the event, experience with respect to similar events, type, and the nature of attendees. 

Alcohol use in the facility must be per the University of Mississippi Alcohol Policy.  All events where alcohol is served require security. All alcohol must be served by a Mississippi licensed caterer. 

Smoking and/or vaping are always prohibited, and at all locations of The University of Mississippi Oxford campus, including university-owned facilities, properties, and grounds. This includes but is not limited to the following: 

• The interior of all university-owned buildings. 

• All outside property or grounds of the Oxford campus, including sidewalks, parking lots, recreational areas and partially enclosed areas such as walkways, breezeways, patios, porches, gazebos, tents and bus shelters. 

Departments and organizations found in violation of this policy are subject to loss of space reservation privileges for one calendar year from the date of reservation with the SE department. 

All meetings, events, and programs should be conducted in such a manner as not to produce excessive noise that may be disruptive to others. Inside meeting rooms, amplified sounds need to be kept at an acceptable level.  Decibel levels for amplified outdoor sound shall not exceed 80 dB from thirty (30) feet from the sound source. All outdoor sound must be per the University of Mississippi Amplified Sound Policy.  The SE department reserves the right to ask any group to bring their activity within acceptable sound levels. 

Any use of fire producing articles (e.g., candles, incense, matches, etc.) is strictly prohibited.

All groups using the facility are responsible for all damages in their reserved area(s). The SE department reserves the right to invoice any organization or department for damages or losses resulting from the use or misuse of the facilities or breach of reservation policies. 

• No property of the SE department may be removed from the building without the consent of the SE administration. 

• Suspending material from the ceiling or light fixtures is prohibited, as are decorations, displays, or exhibits which require flame or water. 

• The SE department reserves the right to charge for extensive cleaning of the area to return it to a condition adequate for continued use by other clients. 

• The SE department does not assume responsibility for damage to or loss of any personal items, materials, or equipment left in the building. 

• The use of tape, glue, thumbtacks or adhesive on the walls, ceilings, frames, columns, floors or staging for attaching any materials is not permitted. 

• All groups using PBJ East are responsible for all damages inflicted within as resulting from an event. 

When hazardous weather is imminent, the Special Events department will follow appropriate emergency action plans and campus protocol to meet the safety and security of the campus and community. We ask that all guests follow procedures and comply with instructions during these weather and safety situations.

When the University of Mississippi issues a full closure of the university for any reason, the Special Events department will cancel all reservations within PBJ East.  For announcements related to campus closure, visit emergency.olemiss.edu.