University Policies

University Mobile Stage Policy

Effective Date: December 1, 2022
Last Update: May 1, 2023

POLICY STATEMENT

Western Illinois University has adopted a formal Use Policy for the reservation and proper use of the University’s mobile stage trailer, more commonly referred to as the “show mobile”.

SCOPE (WHO SHOULD READ THIS POLICY)

Western Illinois University promotes the utilization of the campus-owned mobile stage unit to enhance programs and events throughout the WIU campus community. Student organizations, campus entities, and users wishing to utilize the show mobile should review this policy before contacting the University Union Scheduling and Events Services office for reservation information. This policy does not apply to any indoor staging owned by the University.

DEFINITIONS

  • University Property: “University property” or “campus” includes, for the purposes of this policy, any property owned, leased, or controlled by the University, including: sidewalks, walkways, buildings, grounds, parking lots, athletic and recreation facilities, and streets - as well as streets and roads adjacent to any property owned, leased, or controlled by the University.
  • Renter: Any individual, organization, or entity wishing to reserve the mobile stage unit. Priority is given to campus organizations and entities.
  • Show Mobile: The University’s mobile stage trailer.

POLICY

Cancellation
  • Cancellation by the Renter must be received by the WIU Scheduling and Event Services Office seventy-two (72) prior to scheduled event. Failure to provide adequate cancellation notification of seventy-two (72) hours may result in forfeiture of fee (if applicable), loss of reservation privileges for the host group, or assessment of applicable charges. Deferrals are not permitted.
  • Western Illinois University reserves the right to refuse rental of the Mobile Stage, or to cancel User’s reservation to use the Mobile Stage, at any time, for any reason, including determination that an event or activity is a potential hazard to the Mobile Stage, the health and safety of its operators and/or the general public, or that an event or activity is not in the best interest of Western Illinois University.
  • The Mobile Stage reservation request may be terminated by Western Illinois University at any time for any reason. A Renter’s sole recourse against the University, its officers, agents or employees shall be limited to the return of its reservation fee or rental fee, if paid in advance. If the University terminates the Mobile Stage reservation request on grounds that the Renter failed to perform any of its obligations under the terms of the Agreement, the Renter agrees to promptly remove, at Renter’s expense, all of its property from the Mobile Stage and forfeits any and all payments made to Western Illinois University for the Mobile Stage. Failure to remove said property within twelve (12) hours shall permit the University to dispose of said property in any manner it deems necessary without any liability to Renter for such disposal.
Liability

Renter agrees that it is renting the stage and equipment at its own risk.
In renting the Mobile Stage and accessories, Western Illinois University assumes no responsibility:

    • For loss of, or damage to, any property placed on the premises by the Renter.
    • For the loss or damage to any property or personal effects, including motor vehicles and their contents, of the Renter, its agents, employees, participants, guests or attendees.
    • For any physical injuries sustained by any individual, or group of individuals, during the duration of the reservation period.
    • For malfunction of any electrical or mechanical equipment provided for the Renter (including without limitation sound system, lights, generator, etc.) and the Renter shall waive any claim thereof.
    • If the Mobile Stage is used by a non-University organization, Renter is responsible for providing Commercial General Liability insurance with limits of $1,000,000 per occurrence and $2,000,000 aggregate. The insurance policy shall list the “Western Illinois University Board of Trustees” as an additional insured. The insurance policy shall contain, or be endorsed to contain that the Renter’s insurance coverage shall be primary insurance as respect to the University. Any insurance coverage maintained by the University shall be excess of the Renter’s insurance and shall not contribute with it. The Renter shall furnish a Certificate of Insurance (COI) which will be required in advance and approved by the WIU Scheduling and Event Services Office.
    • The University, its agents and employees, shall not be liable to the User for any damages, costs or expenses, except the return of the Renter’s reservation fee or rental fee (if applicable), due to the University’s cancellation of the use of the Mobile Stage at any time for any reason, the University’s failure to deliver the Mobile Stage as agreed for any reason, the failure of the Mobile Stage to operate as contemplated by the parties, or the University’s failure to perform, or the University’s breach of the Mobile Stage Reservation request between Western Illinois University and the Renter for any reason. The Agreement between the University and the Renter for the use of the Mobile Stage creates no third-party beneficiaries, and no person or entity, except the Renter, shall have any rights under the Agreement.
Reservation of Right
      • Western Illinois University retains the right, in its sole discretion, to modify, supplement and/or repeal this Policy at any time. Nothing in this Policy shall be construed as vesting any enforceable right or cause of action in any other person or entity.
Weather Notice
      • The Mobile Stage shall not be used during inclement weather, such as heavy rain/lighting or high winds (in excess of 30mph).
      • An anemometer, which is a handheld instrument that measures wind speed is included with the unit (located in the storage bay). It is the responsibility of the Renter to review this instrument and track wind speeds throughout their event. If winds exceed 30mph, the Renter should contact the WIU Office of Public Safety (OPS) (309) 298-1949 to inform the WIU Facilities Management Duty Supervisor that the Mobile Stage needs to be closed.
      • The decision to terminate the use of the Mobile Stage will be made by a designee of Western Illinois University, and the decision to terminate the use of the Mobile Stage shall result in no liability to Western Illinois University.
Rental Fees

The Mobile Stage’s rental fees are as follows:

On-Campus recognized WIU Organizations and Entities:

      • Recognized Western Illinois University on-campus student organizations and entities who meet the requirements for the Show Mobile Rental as determined by the WIU Scheduling and Event Services Office are exempt from delivery, setup, teardown, and pick up charges.
      • Recognized Western Illinois University student organizations and entities who meet the requirements for the Show Mobile Rental as determined by the WIU Scheduling and Event Services Office and are using the Show Mobile for an event off-campus may be subject to rental fees, which will be determined at the time of scheduling.
      • Electrician Charges based on event needs, hours, and availability. Electrician charges will be provided by Scheduling and Event Services after event needs are determined.
      • Events occurring over multiple days may require additional opening/closing charges.

Off-Campus Partnerships & Usage:

      • Any event requiring the Show Mobile to be moved off-campus are subject to the following rental fees: Delivery, Set Up, Tear Down, & Pick Up $450 *Includes first opening and closing
      • Events occurring over multiple days will require additional opening/closing charges.

Delivery, Set up, Tear down, and pick up - $450
Open/Close: Regular Shift (M-F 7a-3p) - $50
Open /Close: After Hours (Holidays & Outside Regular Shift) - $100

PROCEDURES

Scheduling & Reservations

All reservations for the Mobile Stage must be requested through the WIU Scheduling and Event Services Office, located in the University Union (309) 298-2421 / UnionSES@wiu.edu. Priority will be given to use by recognized University entities. Non-University entities requesting the use of the show mobile will be considered on a case by case basis. Approved uses will be determined by the WIU Scheduling and Event Services Office.

Delivery & Setup
      • Upon confirmation of reservation by the WIU Scheduling and Event Services Office, the Renter will schedule a meeting with the Scheduling and Event Services Office to discuss the contemplated use and site for the event.
      • Renter is responsible for assuring that the Mobile Stage will be parked on a flat, dry surface and that adequate space surrounding the area is available for the purposes of delivery and pick-up.
      • Western Illinois University reserves the right to evaluate ground conditions and refusal of delivery.
      • The Renter must have a representative present at the site at the time the Mobile Stage is scheduled to arrive. This representative shall direct suitable, safe placement of the Mobile Stage as previously agreed by both parties.
      • The Mobile Stage will be delivered by Western Illinois University at a mutually agreed upon time. The Renter should plan on a minimum of two hours set up time once the unit arrives on site. The use of the Mobile Stage extensions requires additional set up time. Any additional time needed, such as sound and light set up and take down for performers, should be included within the time requested on the application.

RESPONSIBILITIES (Implementation and Enforcement)

General:
      • The Mobile Stage will only be set up on Western Illinois University owned property or within the city limits of Macomb, Illinois. “University property” or “campus” includes, for the purposes of this policy, any property owned, leased, or controlled by the University, including: sidewalks, walkways, buildings, grounds, parking lots, athletic and recreation facilities, and streets - as well as streets and roads adjacent to any property owned, leased, or controlled by the University.
      • The Mobile Stage must be closed when not in use (wind/vandalism). This may require an additional expense as this operation must be performed by a University staff member or designee.
      • When not in use, the Mobile Stage will be parked and stored on campus owned property.
Western Illinois University:
      • Only trained staff designated by Western Illinois University shall operate the Mobile Stage in regards to opening/closing, leveling/positioning, or moving the unit.
      • Stage hydraulics, breaker boxes and all other stage mechanicals and controls will be operated only by designated trained staff.
      • For events held on-campus, electric related work will be handled only by WIU electricians. For events off-campus, qualified and trained personnel designated by Renter will be determined by Western Illinois University.
Renter:
      • The Mobile Stage will not be altered in any way, including tampering with any of the electrical, hydraulic or mechanical parts. The Mobile Stage does not have its own power source and it is the responsibility of the Renter to provide a power source and access to the appropriate electrical voltage (120 and/or 220) necessary for the use of the Stage (sound, lights, etc.) and qualified electrician (to be determined by Western Illinois University) to hook up and disconnect any necessary power supply to the Unit once in place.
      • Renter is responsible for ensuring that all activities are properly controlled and supervised to prevent damage to the Mobile Stage and injury to persons and/or property.
      • The Renter is responsible for any damage to the Mobile Stage or equipment during the period of use, regardless of the cause of such damage. The period of use begins when the Mobile Stage is on the site for the event, and the period of use ends when the Mobile Stage is off the site for the event. If an accident occurs, it is the Renter’s responsibility to contact the WIU Scheduling and Event Services Office to inform them of the situation.
      • The Renter is responsible, at Renter’s sole expenses, for the clean-up of the Mobile Stage at the end of the rental period and prior to Mobile Stage removal by University staff. Clean up is to include, at a minimum, sweeping the stage floor, mopping and removing all spills with water and mild cleaning detergent only, and removal of all decorations, trash, etc. Renter is responsible for providing cleaning materials. Any extraordinary clean-up requirements as determined by University staff will result in an additional charge. Any damage to the Mobile Stage will be charged to the sponsoring organization/Renter.
      • For an event which requires that the Mobile Stage to remain on site after the event is over, adequate security or an approved security plan must be provided by the Renter and approved by the WIU Scheduling and Event Services Office.
      • The Renter shall not fasten or put nails, screws, staples or holes in, the storage deck, floor, walls, ceiling, or any interior or exterior surface, or otherwise attach anything to the Mobile Stage by such means, unless approved in writing by the University Scheduling and Event Services Office before the date of the event. Taping is permissible; however, it must be with masking, gaffers, or easily removable tape/adhesive. No duct tape is allowed. In addition, the User shall not damage the Mobile Stage in any way, such as by dragging heavy objects across the floor or writing or marking on the exterior or interior surface of the Mobile Stage. Finally, no flammable, pyrotechnic or explosive devices may be used on, or within two hundred (200) feet of, the Mobile Stage.

Frequently Asked Questions

Q: If I am an off-campus entity partnering with the University and would like to rent the show mobile for multiple days, will I be charged the rental fee for each day?
A: The off-campus rate of $450 includes the initial delivery, setup, tear down, and pick up. If the show mobile is used multiple days for the same event, the event will only be charged the initial fee of $450 once, but will incur additional opening and closing charges, which will be quoted at the time of inquiry through the WIU Scheduling and Event Services Office.

Q: If I am a recognized student organization or campus entity, but my event is being held off-campus, will I be charged the $450 fee?
A: Any event requiring the show mobile to be moved from campus to an off-campus location is subject to the fee, which includes: delivery, setup, tear down, and pick up.

Q: If I have my own speakers, do I have to use WESTEC for my sound and lighting needs?
A: Yes, any AV required for the event located on the show mobile, must come from Western Technical Services (WESTEC), unless otherwise approved through the WIU Scheduling and Event Services Office at the time of inquiry.