Confirmations/Deposits/Payments/Cancellation/Refunds

A reservation is not confirmed until a signed agreement and a 50 percent deposit has been received by the Professional Sciences Conference. The deposit will be deducted from the final bill. Exceptions to the deposit requirement can be made by the Director of Auxiliary Services. The PSC Conference Center reserves the right to release unconfirmed reservations 30 days preceding an event. Cancellations must be made with the PSC Conference Center 15 business days before the scheduled event. Deposits will be returned if events are cancelled during this time. All groups are billed the Monday following the event, with the remaining balance due no later than 30 days after receipt of the bill.

Use of University Name

The organization or individual agrees that no advertisement or other public statement shall assert or imply that Middle Georgia State University supports, approves, or endorses any product, service, interest, position or ideology of the organizations or individual, unless such advertisements or statements have been approved in writing by Middle Georgia State University in advance of publication.

Pre-Event Shipments/Labor Charges

All shipments must be approved in advance. A labor charge may be assessed for the unloading items to storage areas. No shipments will be accepted earlier than 48 hours prior to an event. Arrangements for pick-up must occur within 48 hours after the event unless prior arrangements have been made.

Inclement Weather: In the event of inclement weather, Middle Georgia State University reserves the right to cancel events.

Parking

Attendees should park in the lot reserved for the Conference Center and use a provided parking pass in the front dash or back window. Overflow parking is available in the South Parking lot.

Catering Information

The Professional Sciences Conference Center does not allow any food or beverage to be brought in by event participants and/or outside caterers. All food and beverage services must be managed and provided by the Conference Center’s caterer, Sodexo. Catering guarantees are due no later than 12:00 noon, four days prior to the event. The group will be billed for the guarantee or for the actual number served, whichever is greater. In the event of cancellation within 48 hours of an event, the customer is liable for any food and production costs incurred up to that time.

Food Safety

Due to food safety liability, guests may not remove food from the function site.

Due to health regulations, no food or beverage may be removed for the premises following any function.

China Charges

Our Catering Department offers a high quality plastic service ware unless otherwise requested or noted. We also offer china services for any event at an additional charge amount.

Linen

As a standard, we provide tablecloths for all food and beverage tables. Linens for guest tables are included with full service plated breakfast, lunch, dinner and buffets. Linens for guest tables at receptions, continental breakfast breaks, and boxes lunches can be provided at an additional charge. The same applies to registrations tables, nametags, head tables and any additional tables that will not be directly used for food and beverage set up.

Linens are available in white or black. Other colors, depending on availability, may be special ordered. Specialty linens are also available for your food appointment to view the linens.

Attendants

Catering staff is provided for all served meals and some buffets. To ensure event success, attendants may be required. Attendants are an additional $12 per hour, with a minimum of four hours.

Service Staff

Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guests and are included with the per person price. All waited meals servers are included. Served meals are priced on an individual basis.

The charge for each staff member is:

• Attendant’s $12.00per hour (minimum 4hours)
• Station Chefs $15.00per hour (minimum 4hours)

Catering Equipment

The licensee is responsible for any equipment provided for catering services. Missing or damaged catering equipment or supplies will result in an additional charge.

Specialty equipment or supplies for a large event may need to be rented at an additional charge.

Tech Support

The Professional Sciences Conference Center is equipped with a variety of A-V technology. Basic technology including LCD projectors, projection screens and sound systems is included in the rental. Additional technology, and an on-site Tech Support Representative, is available for a fee.

USG PCI Compliance Policy

Credit card payments made on-site by third parties must be relegated to a cellular carrier’s network. Payments cannot be accepted over MGA’s wireless network

Floral Charges

We will be happy to order, receive and handle specific floral and decorative requests for an additional fee determined in accordance with your specific needs.

Decoractions

No decorations may be hung from the ceiling or placed on walls. All candles must be globed. The use of glitters and confetti is prohibited.

Posters/Signs

Easels can be provided for any posters or signs to be displayed during a meeting. No signs or posters are allowed to be pinned or taped to the doors or walls. The placement of organizational banners must be arranged in advanced. Tacks, nails or screws cannot be used for any purpose in the center.

Security

The Center reserves the right to require security at any event held by outside groups renting the facility. These services are billed at an hourly rate and may require payment for a minimum number of hours.

Accessibility

Middle Georgia State University facilities meet ADA requirements.

Liability

The Conference Center reserves the right to inspect and control all events held in the Center. The Conference Center does not assume responsibility for personal property and equipment brought into the center. Liability for damage to the premises will be the responsibility of the contracting party and will be charged accordingly. The Conference Center is not liable for any bodily injury occurring during use of the facility. In certain cases, groups may be asked to submit to Middle Georgia State University a certificate of insurance for general liability.

Damages

Any and all damage to the facility, equipment and/or furnishing which occur during use will result in an additional charge. This includes tape on walls, doors and/or floors. An additional charge occurs when excess cleanup is required.

Smoking Policy

The Conference Center is a smoke-free facility. Designated smoking areas are located outside the building.

Pets

Pets or domesticated animals are not allowed on the campuses (outside of buildings) unless approved for special events.

The provision of food and water to wild or stray animals on campus is prohibited as this disrupts the natural environment for the animals.

Exceptions to this policy are dogs being used by law enforcement personnel, animals being used for approved research purposes, or active, or in training, service or therapy animals.

If the animal is being used as an ADA accommodation, the Office of Accessibility Services must be notified in writing, pursuant to our Working Animals on Campus policy.

Minors Policy

Middle Georgia State University (MGA) offers a variety of camps, clinics, events and activities that bring student and non-student minors onto campus. These include but are not limited to academic events, athletic camps, after school programs, science camps, aviation camps, music camps, and other enrichment programs. Effective September 30th, 2016, MGA has implemented a Minors Policy that focuses on the safety and well-being of campus visitors, providing a healthy environment for all who participate, volunteer or work on campus. This policy, which is structured by the guidelines set forth in the Board of Regents policy Protecting Non-Student Minors on Campus, includes minors who are MGA students as well as visiting minors.

Any event that is managed by the Conference Center that includes minors will ensure that the MGA Minors Policy will be followed, in full. For the complete policy, please visit this URL: https://policies.mga.edu/policy-manual/section-6-campus-affairs/6-7-minors-policy.php

Alcohol

Alcohol is permitted on the Macon campus Conference Center, and must be provided by alcohol license holder, Sodexo. Sodexo must be notified within 30 days if you would like to provide a bar. Outside alcohol is strictly prohibited.