J.C.Kellam 11th Floor Event Policies

The Lyndon B. Johnson Student Center is responsible for reservations and support of the 11^th floor of the J.C. Kellam Building comprised of the Executive Conference Rooms (1103 A&B), Ballroom (1101), lobby area, and kitchen. 

• Use is limited to university departments.
• The use of audiovisual technology will require a dedicated audiovisual technician and additional fees may apply.

• Use is limited to University Departments and rates may apply. 
• All offices directly associated with members of the cabinet will not be charged for use of the Executive Conference Rooms. 
• University Department reservations in the standard set for less than four hours will not be charged. Additional fees may be assessed for reservations lasting more than four hours. 
• Executive Conference Rooms A & B are considered standard set rooms. Groups requesting changes to the setup may be assessed the additional setup fee.
• Events requesting the Executive Conference Rooms in conjunction with the Ballroom may take priority and all efforts will be made to find an alternate space for the previously scheduled meetings. 
• Executive Conference Room reservations will not require a dedicated audiovisual technician unless determined necessary by LBJSC Event Services or upon request. 

• The JCK 11^th Floor Lobby may be used in conjunction with events held on the 11^th Floor for check-in. 
• Requests for use of the 11th Floor Lobby for anything other than event check-ins are subject to the approval of the Director, LBJ Student Center & Event Services and the designated building proctor for JCK.

• The JCK First Floor Lobby is considered a public space and must remain accessible during building hours but may be used in conjunction with events held on the 11^th Floor for check-in.
•  Requests for use of the First Floor Lobby for anything other than event check-ins are subject to the approval of the Director, LBJ Student Center & Event Services and the designated building proctor for JCK.

JCK building hours are Monday-Friday 7:00am-7:00pm. Events outside of the hours of JCK require event security and will be considered on a case-by-case basis and are subject to the approval of the Director, LBJ Student Center and the designated building proctor for JCK. The sponsoring organization will be responsible for all expenses related to event security in addition to special opening / extended building hours fees.

Event spaces are in high demand and space is limited. Late cancellations or no-shows prevent others from making use of space. Therefore, a fee will be assessed for space that is not cancelled in a reasonable amount of time or is a no-show. Cancellations and no-show timelines and fees are as follows:

• JCK 11th Floor Ballroom reservations may be cancelled with no fee ten or more business days in advance.. 

• Fees for late cancellation are 50% of the rental rate with a $50 minimum. 

• Day-of cancellation or failure to show for events and/or use the space as originally confirmed will be charged full rental rate with a $75 minimum and may forfeit the ability to reserve space in the future.

In accordance with UPPS No. 05.03.02 Catered and External Food Vendors Policy, all events where food is served within the LBJ Student Center and JCK 11^th Floor are required to use Chartwells, the approved, exclusive caterer.

Coca Cola is the exclusive beverage provider for Texas State University and all events where beverages are served within the LBJ Student Center and JCK 11^th Floor are required to use Coca Cola products; this includes bottled water. Registered Student Organizations may request Coca Cola products through the Coke Product Request Form.

No exemptions will be granted based on group size for events held in reservable or public spaces within the LBJ Student Center. Tenants of the LBJ Student Center holding small departmental events (fewer than 20 participants) that serve food to university employees within their office space are exempt from the catering policy. 

Contact Event Services (512-245-2264 or lbjscreservations@txstate.edu) with any questions regarding food/beverage options. 

Chartwells is the only caterer permitted to serve alcohol in the LBJ Student Center and JCK 11^th Floor (see UPPS No. 03.01.18 Purchase of Alcohol.) 

Prior approval must be granted and the approved Alcoholic Beverage Activity Form must be submitted to Event Services at least 5 business days prior to event date. 

All food and beverages must be provided by Chartwells for any Non-University Sponsored Events or External Groups. 

University Departments and Registered Student Organizations may apply for exemptions to this policy for the following:

Special Menu Item
Special menu items that cannot be provided by Chartwells. Requests should only be submitted after meeting with Chartwells. 

Pizza and BBQ are currently considered exempted special menu items. All food must come from an approved vendor and an exemption form must be submitted and approved for each event. Ballrooms are excluded from this exception.

Candy, Factory Sealed, Pre-Packaged Food or Beverages
Candy and pre-packaged food that is exempt from a TFE Permit may be used for distribution at tables during fairs, for use in green rooms, and for weekly Registered Student Organization meetings.

• Have an approved LBJSC Food Policy Exemption Form.
• Provide food that has been donated or purchased through an approved food vendor. No homemade food/beverages.
• Have food delivered to the loading dock or one of the building entrances and have group members take the items from the entrance to the assigned room. Vendors cannot bring the food into the building, set up, or serve the food.
• The University Department or Registered Student Organization will be responsible for all the cleanup of the space at the conclusion of the event. (See Additional Charges and Fees)
• Cold beverages must be Coca Cola products; this includes bottled water.
• Hot beverages must be served from insulated containers or “to go” containers prepared by an approved food vendor.

• Failure to follow the LBJSC Food Policy will result in a fee (See Additional Reimbursable Rates) and possible suspended privileges to reserve space in the future.