Policies & Procedures

Commons Learning Center's
two buildings are part of a
Tobacco-free Campus

Eligibility

Under state law, commercial entities or non-profit organizations making money from a meeting or program are prohibited from using the Commons Learning Center facilities.
Political and religious programs or events are prohibited.
All programs must be educational in nature. Exhibits are allowed and may include brochures and catalogs; however, sales or orders are not permissible on the premises.
Customers must submit an approval form and a cover letter providing billing information, purpose of the program and agreeing to our policies. Instructions for the letter and approval form will be given to customers upon tentatively booking a room/space.
Tax-exempt organizations must provide a completed tax-exempt form.

The Commons Café has exclusivity for providing catering for all events. Please see our Catering & Dining page for more information on catering pricing and policies.
A room fee is charged per four-hour unit (8 a.m.-noon, 1-5 p.m., 6-10 p.m.) or any portion thereof. Any reservation spanning more than one unit (i.e., from 10 a.m.-2 p.m.) will incur a full-day charge. Please see our Meeting Room Information & Rates page for more information.
All Audio Visual Equipment provided by Commons Learning Center and supported by in-house staff
Staffing Fee: In addition to the room rental fee, a staffing fee of $35/hour is charged to programs taking place after 6 p.m. Monday-Friday, and all programs on Saturday or Sunday.
Weekend Custodial Fee: $175 per day
Change/Cancellation Fees: Please make note of the following charges that will be assessed for any room/date changes or cancellations after a program has reached the reserved status:
- Rooms
  - 0-30 days before the program, a fee of 100% of room charges occurs
  - 31-90 days before the program, a fee of 50% of room charges occurs
  - 91-364 days before the program, a fee of 30% of room charges occurs
  - 365+ days before the program, a fee of 0% of room charges occurs
- Catering
  - 0-3 days before the program start date, a fee of 100% of catering charges occurs

Delivery of program materials is accepted during normal building hours, 8 a.m.-5 p.m. Monday through Friday. Please see our Contact Us page for delivery address information.
Storage space for materials more than four cubic feet is available for a fee by contacting a conference coordinator at 512-471-5898.
The exhibitor is responsible for contacting the carrier for material pick up.