Student Union and University Center Facility Guide For Student Organizations

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1 Student Union and University Center Facility Guide For Student Organizations FY Conference & Event Services

2 Reservation Requests Student Union and University Center Facility Guide For Student Organizations Requests for facilities may only be made by recognized UTRGV student organizations and UTRGV academic and administrative departments. No individual may request a facility in the Student Union, University Center or adjoining areas. All recognized student organizations must make their requests through the Student Involvement Office at either their Edinburg or Brownsville campus locations. At a minimum, the following information is needed in every reservation request: event date; event time; number of attendees; name of sponsoring group or department; list of audio/visual needs; list of equipment needs (i.e. tables, chairs, podium); type of activity (meeting, conference, presentation, performance); and a statement of whether food will be served at the event. Additional equipment needed that is not available through the Conference & Events Office must be requested through ishop with Facilities Management. The Student Union is not responsible for requesting additional tables, chairs and or special equipment for events. Requests for facilities should be made at least 5 business days before the event is scheduled to take place and requests for after hours and weekend use must be made 2 weeks in advance. Student Organizations must abide by the Student Involvement Office s policies for approval of events. o All after hours events scheduled in the Student Union or University Center will be subject to certain staffing fees. The Student Union staff will review all space requests on a first come-first serve basis. Reservations will not be considered officially confirmed until the group making the reservation receives written confirmation from the Conference & Events Office. Student organization events may be scheduled up to one semester in advance. Denial of requests may occur. Reasons may include, but are not limited to: incomplete requests (missing information); the group or organization making the request is not recognized by the University; or the intended activity is not appropriate for the space being requested. If an event is to be cancelled, the group that made the request is responsible for contacting the Conference & Events Office to cancel the reservation. Student Organizations must contact the Student Involvement Office and a full-time Conference & Events Office staff member in order to properly cancel a reservation and any set-up requests that were made. Groups that do not cancel their events at least 48 hours in advance will be subject to cancellation fees Page 2

3 After Hours/Weekend Use Staffing and Security Arrangement for use of facilities outside of standard operation hours must be made two weeks prior to the event and must agree to adhere to any special requirements that may be imposed by the Conference & Events Office. The Conference & Events Office (in consultation with the Student Involvement Office (if applicable) and the University Police) will determine the nature and extent of security required for each event scheduled in the facilities. The event sponsors will be responsible for payment for any extra security that is needed. Groups may not have private security for campus events. The Student Union will make staff available to handle the needs that the group may have, such as set- up of any equipment being provided as a part of the reservation. An estimate of fees incurred will be sent to the student organization and the Student Involvement Office prior to event date. DAY OF WEEK STUDENT UNION GAME ROOM Monday Thursday 7:30 A.M. 10 P.M. 9 A.M. 7 P.M. Friday 7:30 A.M. 6 P.M. 9 A.M. 4 P.M. Saturday 10 A.M. 2 P.M. Closed Sunday 4 P.M. 10 P.M. Closed Same Day Requests Same day requests will be taken on an Ad Hoc form and must be approved by a Student Union employee. The Student Union Theater and EUCTR Ballroom may not be reserved as Ad Hoc. Student Organization may not Ad Hoc a request for a fundraiser without prior approval from the Student Involvement Office. Student Organizations are limited to five (5) Ad Hoc events per semester (includes tabling and meeting room requests). Fundraisers Food sale/fundraisers can only take place in the East and West Patio of the Student Union. Student organizations must receive prior approval from the Student Involvement office in order to conduct a fundraiser(s). AdHocs cannot be used for Fundraising or selling of items. Student organizations cannot sell food inside the Student Union Page 3

4 Facilities Use Policies The group or event sponsor is responsible for any damage occurring as a result of the use of a facility. Fees will be charged to all departments or organizations using Student Union and University Center facilities for an event at which registration or sponsorship monies were paid prior to the event or on the day of the event. Groups are responsible for clean-up following a meeting or event. Clean-up includes picking up trash and removing any signage that is displayed. Exit doors and hallways cannot be blocked for any reason. No outside food or drinks are allowed in the Student Union. All catering must be done by Sodexo Campus Dining Services. Individuals may bring outside food for personal consumption. For more information on Campus Dining Services contact Belinda Villarreal-Lara at Outside food and catering is allowed in the University Center facilities. The event sponsor is responsible for all cleanup of these services. Student Union may provide extra tables and chairs, if available, for events held in the Student Union and University Center. Arrangements for use of this equipment must be made in advance and in writing. No equipment may be taken or used outside of the facilities without the consent of a Student Union staff member. Nothing is to be attached on walls, windows, floors or ceilings. Easels can be provided for displays upon request. Groups will charged additional Housekeeping fees for the removal or cleanup of any decorations or signage. The following list, although not exhaustive, includes items that are typically prohibited in the Ballroom and Student Union: DIFFICULT TO CLEAN ITEMS Candles and (melted candle wax) Dance Powder Glitter Hay Sand Silly String POTENTIALLY DAMAGING ITEMS Aerosol Sprays (including paint and glue) Tape (except painters tape) Smoke/Fog Machines (leaking liquids) Fireworks (including sparklers) Cinder Blocks or Paving Stones Burning Incense Open flames Open flames including candles permitted only for ceremonies and with timely approval Page 4

5 Candles are permitted with consent from the Environmental Health and Safety Office and approval by the Conference & Events Office. For more information please contact the Environmental Health and Safety Office at (956) No activity involving dancing shall be allowed without appropriate flooring. Any damages caused to floors due to dancing or other activities will be charged to the sponsoring group. Policies for Student Organizations The Student Union Hours of Operation will be enforced to all student organizations and university departments. Events that occur after the hours of operation will incur overtime charges as well as any additional fees that the Conference & Events Office deems necessary for their event (Housekeeping, Staffing, etc.). Student Organization Meeting Recurrence In order to better serve our student organizations, reservations will be limited to a maximum 3 hour per day block at a maximum of 6 hours per week. All reservations must fall within our hours of operation. Should reservations exceed that time frame overtime wages will be billed to the student organization or department. Special requests can be made to the Conference & Events Office for approval at a minimum of 2 weeks prior to the event. Student Union and University Center Rates ADDITIONAL FEES OPERATING HOURS BEFORE/AFTER HOURS AND WEEKENDS Housekeeping $17.55 / hour $25.32 / hour Conference & Events Staff No Charge $25.00 / hour These fees may vary depending on nature and size of event as more than one staff member may be required Page 5

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