Non-University Events

Special Use Facilities
The university permits rental of its Special Use Facilities to non-university users engaged in legal activities in accordance with Regents' Rules and Regulations, Rule: 80106.

A non-university event is one where the primary contact is not a university employee. Or the university employee is involved in the event outside his/her assigned university function. Non-university events will be charged a rental fee according to the current fee schedule, and, at a minimum, must ensure recovery of the cost incurred by The University of Texas at Tyler.

Priority to the reservation and use of the Special Use Facilities shall be given to activities that are in furtherance of, and related to, the educational, cultural, recreational, and athletic programs of the institutions. As a lower priority, Special Use Facilities may under some circumstances be reserved and used by non-university individuals, groups, associations, or corporations, without necessity of joint sponsorship by UT Tyler.

There may be other campus services fees (porter/cleaning charges, onsite security, etc.) associated with the event.

The University of Texas at Tyler reserves the right to decline an event or change the location of the event.

 

Non-University Event Process

• Complete the External Request Approval Form in DocuSign.
• Using the appropriate Astra online request form,* submit your request to Event Management to check availability.
• If approved, a Facilities Use Agreement will be created. The agreement must be signed by a representative of the organization who has signature authority to assume full responsibility for payment of charges associated with the event.
• The organization’s proof of insurance is required prior to the date of the event. If the organization does not have liability insurance, UT System offers a competitive rate for a Tenant User Liability Insurance Policy (TULIP). Contact Event Management for a quote.
• Final payment of the usage fee is due by the invoice due date.

*Please email cowan@uttyler.edu to request space at the Cowan Center.