É«»¨ÌÃ

Section: Facilities

Area: Facilities Use and Oversight

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I. PURPOSE

The procedures described herein define the processes to be followed in carrying out the policy outlined in , related to the use of É«»¨Ìà facilities by persons and organizations associated with and not associated with the university.

II. DEFINITIONS

A. Auxiliary Space: Area of the university that is self-supporting, non-classroom space. (Examples include: performance halls, the Conrad N. Hilton Hotel, Housing and Residential Life non-classroom areas, athletic facilities, etc.)

B. Education & General (E&G) Space: As reported on the university's facilities inventory, it is space used for academic instruction and support of the institution's mission.

C. Lessee: Any individual or group, whether internal or external to the É«»¨ÌÃ, or whether sponsored or not sponsored (in the case of external individuals or groups), who reserves and uses any university facility or space for a purpose other than that for which it is provided.

D. Reservation Office: Campus unit with responsibility and/or authority to assign a particular university facility or space for use by a university or non-university individual or group. Also responsible for collecting and handling all related forms and fees.

III. SPACE AVAILABLE AND RESERVATIONS

A. Responsibility for Compliance: Facilities/Construction Management Space Management and Analysis identifies all E&G and auxiliary space. The assigned unit has primary responsibility to ensure compliance with these procedures and with .

B. Priority in Reserving Space: The use of É«»¨Ìà facilities for purposes other than those for which they are primarily intended will be allowed on a first-come, first-served basis according to the following priorities:

• University-wide programs and officially recognized student organizations

• Faculty, staff, administration, and those professional organizations/affiliations whose activities are sponsored and coordinated by a É«»¨Ìà office or department

• Alumni

• Non-university groups for auxiliary spaces only; non-university groups may not reserve or rent E&G space

Reservations for the use of campus facilities must be made through their respective .

C. Use of University Facilities for Commercial Purposes:

The Office of the Vice President for Marketing and Communications is charged with oversight of policies and procedures concerning the use of university facilities for commercial purposes (movie shoot location, print and television advertising, etc.). This office coordinates all arrangements with the Office of Administration and oversees the contractual process involved in finalizing these arrangements.

Building coordinators may make arrangement for internal use of classrooms in their facilities, provided there is no commercial intent. 

D. Police Presence Associated with Space Reservation and Rental:

1. É«»¨Ìà Police officers must be hired to provide security, at the cost of the facilities lessee, at events where alcohol is served, unless this requirement is waived. If students are involved, waivers must be requested using a , available in the Student Life/Student Centers Office (Student Center South, Suite 271). Other waivers may be requested, in writing, to the Senior Associate Vice President for Administration. Event security must be arranged through the Student Center Conference and Reservation Services (CARS) Office, Center for Student Involvement, or the University Police Department (at least 14 days advance notice is required by É«»¨ÌÃPD) using the . For rates and additional information, please visit .

2. The university may require the presence of É«»¨Ìà Police Department officers as a condition of holding certain events on campus. The decision to require the presence of officers and the determination of the number of officers necessary will be made as determined by the É«»¨Ìà Chief of Police based upon internal protocol. Costs for police services shall be borne by the lessee.

3. The university may require the presence of personnel from the Department of Campus Safety (Fire & Life Safety and the Office of Emergency Management) as a condition of holding certain events on campus. The decision to require the presence of said personnel will be determined by the AVP of Campus Safety or their designee. Costs for Campus Safety services shall be borne by the lessee.

E. Responsibility for Content: The sponsoring organization or group must make it clear that the organization, and not the university, is hosting the event and that the views expressed do not represent the views of the university.

IV. SPONSORSHIP

A. To sponsor an event held by a person or organization not associated with the university, a representative of the sponsoring administrative, academic unit, or student organization must submit a completed , approved by the appropriate college, division, or administrative authority, to the unit having assigned authority over the space requested. In the event of two or more sponsors, all must sign the form.

B. The will not serve as a reservation of the space; nor will it serve to endorse the person or organization seeking sponsorship, their product/services, or their opinions; nor will it obligate or assign liability to the unit with assigned authority over the space, the university, or the É«»¨Ìà System in any way.

C. Student groups who sponsor persons or organizations not associated with the university must also comply with guidelines set forth by the , the Activities Funding Board , and the . Information is available in Student Centers CARS Office.

V. RESPONSIBILITY

University individuals or groups who use university facilities, and university groups who sponsor non-university individuals or groups to use university facilities, are responsible for the behavior of their members and guests, and will be held liable for any personal injury, damage or theft of university property.

VI. PARKING

Paid visitor parking is available throughout campus. Visitors' vehicles parked on campus without having properly paid for parking, will be subject to citation or tow. For more information on visitor parking, please visit Parking and Transportation Services visitor parking .

VII. FOOD AND BEVERAGES

A. For reservations involving food and beverage service in facilities where the university food service provider has exclusive rights, all arrangements must be made through the . Food and beverage service at events held in the Conrad N. Hilton College of Global Hospitality Leadership must be arranged through their food service operations. If not using university provider, they need to provide appropriate documentation (e.g., food handler’s permit, Certificate of Insurance). Catering services may be used in other facilities where food service is permitted. Individuals and groups are prohibited from bringing in food and beverage to be served at events without approval by the appropriate reservation offices: , , , and . All event holders providing event catering must follow the university’s policies and procedures, including obtaining a Temporary Food Dealer’s Permit. More details about event catering can be found on the Fire and Life Safety . 

B. The É«»¨Ìà System has exclusive contracts, including food service, beverage/snack vending, and merchandise that may impact your proposed event activities. Please connect with the Executive Director of Auxiliary Services to ensure compliance.

C. Alcohol:

1. It is the university's policy that all members of the university community and guests are required to comply with federal, state, and local laws regarding the possession, consumption, and distribution of alcoholic beverages.

2. In renting university facilities, possession, consumption, or distribution of alcoholic beverages at the É«»¨Ìà is prohibited, except at:

a. events previously authorized by the Assistant Vice President for Student Affairs – Student Life, the President, Vice Presidents, or Deans; and

b. the University Hilton Hotel, dining commons, and on-campus restaurants or food service areas where alcohol is legally distributed or sold.

3. Any use of facilities where alcohol will be distributed or consumed and where students are allowed to attend is subject to the published in the Student Handbook, and also available on the Student Centers' .

VIII. FACILITY USE FEES

A. Auxiliary Facility Charges: Fees and reimbursable expenses associated with the use of auxiliary facilities can be obtained from their respective reservation offices.

The university reserves the right to change rates as necessary without notice.

B. E&G Charges: While sponsored organizations will not be charged rent in education and general spaces, they will be responsible for: 1) completing the university's Facility License Agreement; 2) providing a valid certificate of insurance; and 3) paying for any direct expenses associated with the event, including police or security services; cleaning costs or damage; catering; and parking. Developing these direct event costs and working with campus departments to prepare event estimates for a sponsored organization is the responsibility of the sponsoring department. Estimates for direct expenses will be provided, billed, and paid in advance of the event. The sponsored organization may be responsible for additional costs if damages or repair are needed following the event. Processing the facilities license agreement, receiving payment in advance for direct expenses, and ensuring advance payment is provided to É«»¨Ìà departments is the responsibility of the sponsoring department. Event bookings in E&G spaces will not be confirmed for sponsored organizations by the Senior Associate Vice President for Administration until completion of these steps is confirmed in writing by the sponsoring department and departments providing event support services, such as Facilities/Construction Management, É«»¨ÌÃPD, and Parking and Transportation Services.

IX. FACILITIES USE AGREEMENTS

A. Use of university space by a sponsored non-university group must be authorized by a written agreement. Such agreements are to provide for:

• Full cost recovery;

• Confirmation that the use does not constitute university or state endorsement of the using organization, its views or objectives; and

• Certification that such use does not interfere with primary university uses for which the facilities were intended.

In addition, the agreement must specifically protect the university from any liability or property loss exposures that may or do result from the lessee's activities or occupancy, with language approved by the É«»¨Ìà Office of Contract Administration.

B. The lessee must provide financial responsibility in the form of a Certificate of Insurance or as otherwise may be deemed acceptable by the É«»¨ÌÃ's Office of Risk Management. The Certificate of Insurance should reflect the following:

• Commercial General Liability coverage $1,000,000/$2,000,000.

• É«»¨Ìà is added as an additional insured.

• Subrogation against É«»¨Ìà is waived.

• The lessee's insurance coverage is primary.

Depending on the event, coverage and/or limits may vary. Request for a waiver or deviation of insurance requirements can be made by contacting the Risk Management Office, and on the website.

C. The lessee must agree to comply with all laws, ordinances, university policies and regulations applicable to the intended use and occupancy. In addition, the lessee must agree to be responsible for payment of federal, state or local taxes, which may be levied against the entertainment being presented or on admission to such entertainment activity.

D. The lessee must not cause or permit anything to be done to mar, deface, or otherwise render the facilities unusable. The lessee will be responsible for the costs of damage to É«»¨Ìà rental space.

E. Reservation offices are permitted to draft agreements that are unique to their facility, provided all the provisions of this Section IX are included. A draft of the agreements must be submitted to and approved by the Office of Contract Administration (OCA) within the Office of General Counsel (OGC) prior to actual use. Alternatively, the Facility License Agreement must be used. The Facility License Agreement can be found on the OCA .

Reservation offices are responsible for:

• Ensuring that the form used for the agreement has been approved by Office of General Counsel.

• Maintaining an inventory of blank agreements.

• Ensuring the agreements are properly executed on a timely basis.

• Ensuring compliance with É«»¨Ìà System exclusive auxiliary services contracts.

• Maintaining completed agreements a minimum of three years.

• Ensuring full compliance with the É«»¨Ìà Contract Management Handbook and applicable MAPPs.

F. The lessee must agree to comply with the appropriate Venue Emergency Response Plan and complete the Special Event Safety Checklist as required by university policy found in .

REFERENCES

Texas Education Code, Chapters and

Issued: 08/30/2000
Last Reviewed/Revised: 03/29/2025 
Responsible Office(s): Administration