Joseph A. Danna Center Policies and Procedures
The Danna Center is the community center of Loyola University. It exists for the benefit and enjoyment of the students, faculty, administrators, alumni, and guests of the university. Its primary purpose is to provide a facility where all members of its community will have the opportunity of getting to know one another through participation in the cultural, social, and recreational programs offered in the center. These programs, services, and facilities are offered through the efforts of student organizations, participation of professional staff, and other members of the academic community. The programs are part of the total educational program of the university and thereby contribute in making free time activity a cooperative factor with educational studies.
While the Danna Center exists primarily for the benefit of its own academic community, its facilities are available to non-Loyola groups in accordance with the policies and procedures that follow. The needs of the Loyola community will always have the highest priority with respect to the use of the facilities of the Danna Center.
Availability and Use
The Danna Center is open from 7 a.m. – 12 a.m. throughout the academic year; summer and holiday hours vary and are posted. Danna Center facilities and services are available to the following individuals and organizations.
Loyola University Groups
Current students, faculty, staff, recognized student organizations, student organizations in the process of petitioning for recognition, and university departments may use facility space free of charge. Service charges for Loyola Dining Services, Loyola Bookstore, Poster Shop, etc., may apply.
Non-Loyola Groups/Summer Conferences and Special Events
The Danna Center offers quality facilities and attractive services to outside groups. Summer conference season is June 1 – August 1 each year. Special events may occur at any time throughout the year. Publicly recognized educational, civic, governmental, professional, business, social, religious, or duly registered charitable, nonprofit organizations may rent the facilities of the Danna Center for conference and/or special events. Individuals may also rent the facilities for special events. Danna Center facilities will not be available for political meetings that are not Loyola related.
Groups or individuals interested in summer conference or special event services must sign a contract with the university and adhere to the policies therein. Charges may include room rental, parking, equipment, residence hall room fees, catering, and meal plans depending on event size and scope.
The associate director for center services contacts group facilitators, residential life, Loyola Dining Services, and other offices as needed to ensure and confirm arrangements as early as possible.
Non-Loyola Vendors
Credit card vendors are not allowed on campus except when requested by the director of the Danna Center and student activities.
All other vendors may not sell the same brand-name products that compete with existing university or contracted products or services. Vendors must sign the Loyola University Vendor Agreement contract and adhere to the policies therein. Space may be reserved for only 5 days at a time; fees are assessed on a per day basis. Proof of insurance is required. Proof of authorization to vend allowed brand-name products is required.
All non-student publications must be approved for distribution by the director of the Danna Center and student activities office. All unapproved publications placed in the Danna Center will be discarded.
Announcements/Advertising
Flyers and other forms of advertising are permitted following the guidelines outlined herein and under Advertising and Publicity in Chapter 6. All posters, flyers, and banners must state the sponsoring organization or department. The advertisement under no circumstance may mention alcoholic beverages. All information posted in the Danna Center must have the approval of the Danna Center and student activities office. Failure of any group to follow procedures will be cause for the removal and discarding of the announcement.
Posting is allowed through general announcement and designated boards, porch/booth spaces, banner spaces, easel displays, and table tents. Posting on any other surface is not allowed. DO NOT POST on doors or windows.
Bulletin Boards – Designated
Many of the bulletin boards in the Danna Center are designated for specific departments or organizations. Boards so designated are restricted and only the specified group may post items on them. Other organizations or departments wishing to advertise on a designated board must first receive permission from the organization president or department director.
Bulletin Boards – General
There are two general announcement boards, one located on the first floor in the main hallway and the other outside the Underground. The purpose of this board is to allow advertising by on- and off-campus individuals, organizations or groups for services, events and activities, and requests. Only one announcement per group is allowed on each board and must be stamped and approved by the Danna Center and student activities office. Canvassing a board is strictly prohibited. Apartment listings, roommates wanted, houses for sale, etc. should be placed on the “for rent” or “for sale” boards.
Facilities and Services
Art Gallery
The Danna Center Art Gallery located on the main floor plays an integral role in the co-curricular program effort of the center. The gallery is available for the display of art produced by members of the academic community and for displays by artists of local and national reputation. As a general practice, exhibitions run on two or three week cycles. Exhibitions must fall within the Art Gallery mission statement available from the student activities office.
Bookstore
The Loyola Bookstore located on the main floor provides required and recommended textbooks, computer hardware and software, leisure and literary reading material, school supplies, gift items, class rings, clothing, and Loyola memorabilia. It serves as a central unit for the university’s business supplies. Hours of operation are posted. College Bookstores of America manages the Loyola Bookstore.
Center Mall
The center mall is located in the main lobby of the Danna Center toward the New Residence Hall. The mall offers Chase, Capital One, and Whitney bank ATMs, Credit Union, Godfather’s/Convenience Store, Smoothie King, and reserved booths for university and student organization use. College Television Network is located throughout the building.
Intercultural/Multicultural Center
Located on the first floor main lobby adjacent to the Loyola Bookstore, the center provides students, faculty, and staff with information about programs of diversity training.
Danna Center Patio
The Patio is an outdoor courtyard located within the Danna Center. It is available for reserved use after 5 p.m. on weekdays and all day on Saturday and Sunday. It is suitable for outdoor cocktail parties and small musical activities. When it is not closed or reserved, it is open for university community use.
Dining Facilities
The Orleans Room, Godfather’s/Convenience Store, Smoothie King, the Underground, and Senior Common Room provide food services throughout the year ranging from home-cooked style meals to fast food items. Sodexho Alliance manages Loyola Dining Services.
Lockers
Lockers are available for use from the Danna Center and student activities office for a rental fee of $10 per academic year or $5 per semester or summer. The lockers are located on the lower level of the Danna Center and in the Broadway Activities Center. All lockers must be vacated by the day following final examinations in the spring semester. Property remaining after that will be donated to charity or discarded.
Lounges
The Danna Center Lounge is located on the first floor and serves as the primary student lounge. The St. Charles Room is a student lounge, study, and dining area. During the week it is used by students to study, eat, and relax with friends. It provides the Loyola community with both table seating and lounge seating for approximately 200 people and may be used for activity programming.
Meeting Rooms
Please see Room and Space Reservations and Scheduling policies and procedures in this chapter.
Phones
Public pay phones are available on the main floor. A complementary phone for local calls is available in the Student Government Office.
Post Office
The post office provides services offered by a regular U.S. post office. There are two boxes provided for mail pickup, one for the U.S. Postal Service mail and one for campus mail. U.S. mail is picked up twice each day, Monday through Saturday, according to the posted schedule.
Poster Shop
The poster shop is operated by Student Activities and located on the lower level of the Danna Center. The service operates throughout the academic year. Appropriate fees are posted and groups may pay using cash, check, or department charge account. It offers the following services:
- Poster printing and matting
- Flyer design and paste-up
- Handmade banner production
Vending Services
The malfunction of any campus vending machine should be reported to the student activities office. In addition, refunds may be secured from this office for funds lost in malfunctioning campus vending machines.
Wolf Den Student Organization Offices
The Wolf Den located on the lower level of the Danna Center is office space for approximately 20 student organizations. Each is provided a desk and a chair; Internet and phone access are available upon request. Space allocation is determined by the level of organizational usage and is coordinated through the assistant director for student activities every two years. The Wolf Den is open to all student organization members during posted hours.
Room Reservations and Scheduling
Reservations should be made at least 15 days in advance of event. No phone reservations allowed. Reservation requests made after 2 p.m. will be processed the following business day. Reservations will be confirmed or denied within three business days of receipt of reservation form. Reservation requests must be submitted to the assistant director for center services on the appropriate form and entered into the computer system to be honored.
Banner Space
Ten banner spaces are available for advertising university events. All are located on the exterior Danna Center wall facing the Peace Quad. Banners are limited to 6' 2" wide by 3' high. Space is reserved for seven consecutive business days.
Easel Space
All temporary signage for events taking place in the Danna Center must be placed on easels. The size of the sign or poster board is not to exceed 22"x 28". Easels may be placed in the mall, the St. Charles Room, The Underground, and the first floor main hallway in locations that do not block or hinder traffic creating a safety hazard. There may be no more than three easels per location. Easel reservations are for one-week, and multiple-week advertising of the same event or activity will not be permitted.
Meeting Rooms
The Danna Center has eight meeting rooms with a seating capacity of 8 to 250 people. These rooms are appropriate for meetings, lectures, conferences, banquets, and program activities. Audio/visual meeting equipment such as podiums, microphones, TV/VCR’s, slide and PowerPoint projectors and screens, easels/flip charts, and chalkboards are provided free of charge to Loyola groups.
Octavia III is arranged in a boardroom configuration seating 10 people and cannot be modified. Audubon Room and Octavia I and II are furnished with blackout curtains and are the most suitable for using projection equipment.
Octavia I and II and Claiborne I and II have breakable walls that will increase capacities. All rooms, other than Octavia III, may be arranged in lecture, workshop, conference, reception, banquet, or customized configurations.
Room capacities are as follows:
| Room | Lecture | Workshop | Meeting Reception Banquet | ||
| St. Charles | 200 | 144 | n/a | 450 | 200 |
| Audubon Room | 150 | 100 | n/a | 250 | 140 |
| Octavia I | 65 | 40 | 20 | 30 | 20 |
| Octavia II | 50 | 28 | 20 | 20 | 20 |
| Octavia III | n/a | 14 | 12 | n/a | 8 |
| Claiborne I | 30 | 20 | 20 | 40 | 20 |
| Claiborne II | 20 | 12 | 20 | n/a | 20 |
| Wolf Den Conference | n/a | n/a | 28 | n/a | n/a |
| Patio | n/a | n/a | n/a | 75 | 30 |
| Senior Common | 50 | 30 | 30 | 75 | 50 |
Porch/Booth Space
There are three areas appropriate in the Danna Center for ticket sales, bake sales, and other various fund-raisers or promotions. They are three booths located in the Danna Center mall and four tables located on the front porch of the Danna Center. The booth and table spots are reserved on a first-come, first-served basis through the administrative assistant for the Danna Center and student activities
Quad Space
The Peace and Residential quads are available for use for outdoor events and activities. Please see Outdoor Campus Events policy in Chapter 6 for more information.
Charges
Rental Fees—Non-Loyola groups are subject to a rental charge for the use of facilities in the Danna Center. A list of these charges and additional information are available in the Danna Center and student activities office. There are no rental fees for Loyola University groups.
Janitorial Fees—Both non-Loyola and Loyola groups are subject to janitorial fees for larger events requiring special room arrangements or clean up. Groups will be notified upon making the reservation if this is likely to occur and may be asked to leave a refundable deposit.
Security—Depending on the size and nature of the event, certain activities require the employment of university police officers, the number of which will be determined by the director of university police. The sponsoring group is responsible for requesting university officers at least 10 working days prior to the event and for the payment of the officers. Late requests will result in additional charges or cancellation of the event. For more information, see University Police Coverage for University Events policy in Chapter 6.
Cancellations/Changes
Requesting group contact must notify the assistant director for center services immediately of a room or space cancellation. Common courtesy allows for the consideration of the needs of the entire Loyola community due to limited meeting room availability. Continual no-show groups who do not confirm cancellations in advance may be denied future reservations.
The Danna Center reserves the right to change a confirmed reservation to an alternative location, and in such cases, the contact person will be notified immediately. The Danna Center reserves the right to cancel reservations of any organization that in the process of preparing for an event has evidenced failure to comply with the policies outlined in this section. Non-Loyola groups will forfeit deposits.
University Catering Policy
Loyola Dining Services is the official university caterer. Organizations and departments are required to use the Loyola Dining Services for all catered events in the Joseph A. Danna Center. Catered events, outside the Joseph A. Danna Center, but on campus that will result in a bill of under $500 must use Loyola Dining Services or one of the university approved local caterers.
The university acknowledges that certain specialty items exist that may require the expertise of an off-campus caterer. To provide for that possibility, the university does maintain a small list of qualified caterers that meet university wage and benefits requirements. This list is available from the director of purchasing or the director of the Danna Center and student activities.
All catered on-campus events that will result in a bill in excess of $500 must allow the Loyola Dining Services the opportunity to bid on handling the event. Final approval must be given by the director of the Danna Center and student activities if the requesting group does not accept the lowest bid.
Organizations and departments are expected to carefully plan their catering needs and to allow at least two weeks of lead-time to provide maximum benefits to be achieved for their event.
Assessments for Damages and Losses
Danna Center furnishings may not be moved from their location without the written permission of the director of the Danna Center and student activities. A fine of $25 will be levied if the furniture is moved without prior authorization. Groups using facilities of the Danna Center shall be held financially responsible for damages incurred in their usage of the building. Charges will be assessed after consultation with the appropriate parties involved and the director of the Danna Center and student activities or designee.
Payments
Payment of all bills from the Danna Center or any of its entities is required within 30 days of receipt, unless otherwise noted on invoice. Failure to remit within the allotted time will result in the organization’s forfeit of all privileges for the use of the facilities and services of the Danna Center. Accounts not settled within 60 days will result in further action against the group.
