Resources & Setup

Physical Plant coordinates setup of all events. If you are unsure of the setup or space you need, please see the information below to determine which locations can accommodate your event. Physical Plant may provide extra tables and chairs for events under the agreement that any associated fees, including rental and overtime charges, are the responsibility of the User.

 

Physical Plant Resources
Tables	Seating
5’ Round	Seats 8 max
6’ Round (PDR/CSC only)	Seats 10 max
6’ Banquet	Seats 3 on one side; 8 around the table
8’ Banquet	Seats 4 on each side; 10 around the table

Open Seating Options (Max Number of Seats)
Room	Audience	U-Shaped	Square	Round
CSC 1	150	50	60	150
CSC 2	50	25	30	40
CSC 3	90	25	30	50
Penfield Hall	250	N/A	N/A	200
President’s Dining Room	250	N/A	N/A	150 w/screen 200 no screen

 

 

 

 

 

 

 

 

 

 

 

All classrooms and auditoriums are “as is;” therefore, Physical Plant does not provide setup in these spaces. Use of the President’s Dining Room is at the sole discretion of the University Center Director. Use of the Medical School Auditorium is at the sole discretion of the Medical School Dean.

For special setup options not listed here, note those requests on the reservation form and our office can respond with possible options.

 

Audio Visual Services can be provided and/or setup for an additional fee.  For more information about the Audio Visual Services department policies visit the IT Website.
Additional A/V Services inquiries or questions should be submitted to the IT Help Desk at helpdesk@mercer.edu or 478-301-7000. Rental of audio/visual equipment for events held in the University Center may be arranged by contacting U.C. Media Services at (478) 301-5151.

 

Catering is handled by ARAMARK on the Macon campus.  ARAMARK has the right of first refusal for all food and beverage service on campus. More information and sample menus can be found by visiting their website at http://mercer.campusdish.com/catering.aspx. Carlyle's Catering is the contracted caterer for the Atlanta campus. To visit their website go to http://www.carlylescatering.com/.

Food Services & Table Linens

• Any food/beverage consumed on the campus must be provided by ARAMARK. Arrangements should be made by calling ARAMARK at (478) 301-2927 directly after obtaining confirmation of space reservation.
• Table cloths and table skirting may also be supplied by ARAMARK.
• It is the User's responsibility to contact ARAMARK and to discuss all needs and associate fees. Food service is supplied at the expense of the User.

 

National Management provides set-up and break-down for events held in Mercer facilities.For external events, overtime fees will be incurred if set-up and break-down services are required before 7:00 a.m. and after 4:00 p.m., Monday through Friday; all day Saturday and Sunday; and during any University holidays. A minimum overtime fee of $110.00 is required for services rendered during the above-stated times. Please see National's policies and procedures for requesting event set-up and break-down support.

Advertising/Publicity

1. External organizations utilizing Mercer University facilities may only use the name of Mercer University as the location of their event. This would appear in print media as follows:
    
   "being held/conducted at" or "located at"
   Newton Chapel
   Mercer University
   1501 Mercer University Drive
   Macon, GA 31207
   "This event is not a program of Mercer University."
2. Under no circumstances is any advertising or publicity to imply that Mercer University is sponsoring or conducting the program or event. Also, Mercer University will not be responsible for providing information regarding any program or event.
3. Mercer's wordmark and logos may not be used on materials relating to any rental event without prior written permission. Written permission can be acquired by contacting Janet Crocker in the Marketing Communications office at (478) 301-4024 or crocker_jh@mercer.edu.
4. Users wishing to have media present at any event must receive written approval from University Relations and Marketing prior to contacting any media outlet. The Director of Media Relations, Kyle Sears, can be contacted at (478) 301-4037 or sears_k@mercer.edu.

Signage

Directional signage to be placed on the Mercer campus must be professionally printed at the User's expense. Mercer University must approve all signage before it is placed. It is the User's responsibility to set out signage before their event, and to promptly remove signage immediately following the conclusion of the event.

Regulations for Campus and Facility Use

Code of Conduct

The following are prohibited on the Mercer campus and in Mercer facilities:

1. Smoking inside any building, or within 15 feet of any building entrance, windows, or air vent.
2. Possession or consumption of alcoholic beverages
3. Possession or use of illegal drugs
4. Possession of firearms or weapons
5. Abuse of any person
6. Causing damage to University property or the property of others (the reserving party, hereafter referred to as "User," is responsible for the behavior of their guests, and for any damage caused by their guests)
7. Excessive noise that may disturb other activities of classes
    

Failure to adhere to the code of conduct may result in the immediate termination of the event, and the eviction of the User and all guests.

Federal, State, and Local Laws

1. In addition to all rules and regulations of Mercer University, users must also comply with all federal, state, and local laws, regulations, and ordinances.

Facilities

All University facilities are provided "as is" unless arrangements are made and confirmed in advance with the Campus Reservations Office.
 

• Additional tables, chairs, and other resources can be provided, if requested and confirmed at least three business days prior to an event through the Campus Reservations Office.
• Furniture may not be moved for any reason in the board rooms, auditoriums, office spaces, hallways, Tift Alumnae House, Lee Alumni House, or Woodruff House. If tables and chairs are moved in classrooms, the User must return them to their original locations. At no time are tables and chairs to be moved from one room to another.
• Candles are restricted in most facilities. When permission to use candles is granted, only dripless candles may be used. User is never allowed to light candles that are part of a facility's decorations. It is the User's responsibility to ensure that any caterer or florist adheres to this policy. User is responsible for any damages occurring from ignoring this policy.
• No animals, with the exception of guide animals, are allowed in any Mercer facility.
• Any music played must be kept at a level that will not disturb classes or other functions being held at Mercer.

Parking

In accordance with state regulations concerning fire lanes, any vehicle parked in a tow-away zone is subject to towing. All tow-away zones are marked with yellow curbs. Guests must leave available spaces marked "handicapped" for individuals who are temporarily or permanently non-ambulatory. Cars without state-issued permits or license-tags will be subject to ticketing and/or towing. The University reserves the right to ask guests to park in designated areas; however, unless special assignments are indicated, guests should park in lots reserved for visitor parking if the event is being held between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday. Parking, other than handicapped parking spaces, tow-away zones and fire lanes, is not restricted outside those hours. Students, faculty, and staff must adhere to the zoned parking system during its active hours, regardless of the event location. A large event requiring special parking arrangements should be discussed with the Mercer Police Department (478-301-2970).

Security

• The Mercer Police Department may be available to provide security services, and arrangements may be made by calling (478) 301-2970. All security arrangements must be made by the User at the User's expense. Mercer University cannot assume responsibility for damage or loss of materials left on campus prior to, during, or after an event.
• It is the responsibility of the User to ensure proper security of a facility at the conclusion of an event. If an event occurs on weekends or after normal business hours, Mercer Police must be called to lock facilities. The User must remain at the facility until the Officer arrives. Any damage and/or theft to the facility or to the User's personal property due to the neglect of this policy are the sole responsibility of the User.