Event Scheduling Guidelines

BRAITHWAITE RECITAL HALL & MEADOWS GALLERY LOBBY
EVENT SCHEDULING GUIDELINES

Policies and Procedures
Please note these are only scheduling guidelines as each venue may have additional policies and procedures for its area.

Who Schedules the Events in the Braithwaite Recital Hall and Meadows Gallery Lobby?
The School of Performing Arts schedules events in the recital hall and lobby.
Who can Request an Event in the Braithwaite Recital Hall and Meadows Gallery Lobby?
The primary use of the Braithwaite Recital Hall is to function, first and foremost, as a recital and rehearsal venue for the students, faculty, and staff of the School of Performing Arts. It is the responsibility of the School of Performing Arts to maintain that these specific needs and University curriculum requirements take priority before reviewing and approving outside requests.

UT Tyler faculty and staff may request this location through Astra. In addition, community organizations can request this space without the necessity of a joint sponsored use agreement by using our the online request forms. A student organization registered with Student Engagement can request the UC through Patriots Engage.

How and When to Submit an Event Request?
Events are requested through Astra and have a 10-day lead time for faculty and staff. There is a 14-day lead time for registered student organizations.

Upon receipt of a request, Scheduling & Conference Services will send an email with acknowledgment that the event request has been received. This acknowledgment is not confirmation.

• If the request is denied, an email notification stating the reason will be sent to the event contact.
• The majority of the time, faculty and staff events will be held in a pending status. The event contact will receive an email stating this along with a link to the Event Management Coordination (EMC) form that needs to be completed. This will provide Event Management with additional information about the event. The event will not be approved and scheduled until the form has been completed and approved by Facilities, Environmental Health & Safety, and the UT Tyler Police Department.
• If the request is scheduled, a confirmation email is sent to the event contact. This confirmation can be used to double-check event information and resources and document the approved use of the room. Room requests are not approved until the confirmation is issued. Inquiries should be sent to eventmgmt@uttyler.edu.

Emergency Closure
If the University experiences an emergency closing due to weather, utility failure, or other unforeseen disaster, the event is considered canceled. Events will not be scheduled on official University holidays.

Event Sponsor/Contact Responsibility
The sponsoring registered student organization or department is responsible for the information provided. When making a reservation, a designated contact person responsible for the proper conduct of the event is required.

The type of activity(ies) at the event may not be changed from that requested without prior written approval from the Scheduling & Conference Services.

A reservation does not provide event support services such as catering or security. These items are examples of extra services that may be arranged on a fee-for-service basis. The event sponsor/contact is responsible for the planning and coordination of all event-related arrangements. Under no circumstances is furniture or other property to be removed from the room or removed from other rooms. The sponsor is responsible for any extra cleanup fees or damages to the facility incurred during the course of the event or during the event set-up and take-down. Any items brought in for the event should be removed promptly and the room returned to its original
arrangement.

Failure to adhere to these policies may subject the event sponsor to pay for damages and/or restriction of space usage privileges.

Expectations
Users are expected to take extra care that no damage is done to the piano or other equipment and that the room is returned as it was found.

No moving, touching, or placing items on the piano. If the piano needs to be moved, the School of Performing Arts will make arrangements.

Decorations
Items may not be affixed to walls, windows, floor or ceiling or other surfaces of the facility with tape, sticky adhesive or any material that will damage the surface or leave markings. Banners or posters are not allowed to be hung on the outside of the building. Prohibited items include but are not limited to confetti, glitter, silly string, and rice. The use of these items will result in an additional cleaning fee.

Facilities Information
The recital hall is also used for academic courses.

If the temperature in the room is uncomfortable, the Physical Plant can be contacted at (903) 566-7030.

Stage Size
The stage is approximately 12 feet x 35 feet.

Braithwaite Dressing Rooms
A reservation at the Braithwaite Recital Hall does not ensure use of the dressing room. The Braithwaite dressing room can be made available upon request and is reserved on an hourly basis. The dressing room is outfitted with a single bathroom to include a shower stall. The counter comfortably seats three people and features light mirrors. The University is not liable for items lost, stolen, or damaged while stored in the dressing room.

Food Service/Catering
No food or drink is allowed inside the Braithwaite Recital Hall. Food and drink are permitted in the Meadows Gallery Lobby. If food service is included as part of the event, a porter will be assigned to support with cleanup and maintenance during the event. Sodexo is UT Tyler’s on-campus food service provider. Click to view Sodexo's Catering Website.

Alcohol
If alcohol is being served at the event, it is mandatory vbond@uttyler.edu be contacted. Permission via the Event Management Coordination (EMC) form must be received in order for alcohol to be served at the event, and UT Tyler Police Department (UTPD) is required to be onsite (additional charge to client). All other requirements found in Section 10 of the Event Procedure Manual must be followed.

Smoking
As of August 2016, the University of Texas at Tyler will be a smoke- and tobacco-free campus. All students, staff, faculty, and visitors are prohibited from smoking and using, selling, free distributing, and advertising tobacco products and electronic cigarettes in all facilities and on all University properties. For more information, please refer to UT Tyler - Tobacco-Free Campus.

Campus Carry Policy
For UT Tyler’s Concealed Handgun Policy, Effective August 1, 2016, click Campus Carry Policy.

Custodial and Setup/Teardown Fees
Setup of tables in the Meadows Gallery Lobby is provided by the School of Performing Arts. Any use of hallways should not restrict access or interfere with any other areas.

If additional custodial and setup/teardown is needed, the School of Performing Arts may refer the event contact to Scheduling & Conference Services.

Porter Service and Excessive Cleaning
At no additional cost, the Facilities department will provide a porter service for all events serving food or for large events. Extraordinary cleanup, or any damage incurred from event usage, will be billed to the department.

ADDITIONAL INFORMATION FOR REGISTERED STUDENT ORGANIZATIONS
Registered Student Organization Reservations
Only registered student organizations are allowed to request space on campus. Please refer to the Student Organization Guidelines for additional details. There is a 14-day lead time for requests through Patriots Engage.

Publicity, Signs and Flyers
All signs, posters, and fliers must be approved by Student Engagement unless they are posted on a bulletin board or other designated location that is occupied and controlled by an academic or administrative unit per chapter 6, section 6-506. Please refer to UT Tyler's Student Organization Handbook for bulletin board posting locations.

Posting Guidelines will help determine if a registered student organization’s sign/flyer/poster or banner is ready for approval.

Porter Service and Excessive Cleaning
Extraordinary cleanup or any damage incurred from event usage will be billed directly to the student organization responsible. Additionally, the organization may be referred to Student Engagement for potential disciplinary review. Scheduling and Student Engagement reserve the right to deny future use of this venue based on thesecircumstances.

Insurance
Questions regarding student organization insurance should be addressed to Student Success (903) 566-7018.

ADDITIONAL INFORMATION FOR COMMUNITY MEMBERS
Community Member Reservations
As outlined in the UT Tyler Handbook of Operations, the Braithwaite Recital Hall and Meadows Gallery Lobby are designated as “Special Use Facilities” by the President. They may be available for public use only when there is a clear connection to the mission of the university. For requests submitted by community organizations, there is a minimum notice of 10 days required, with a maximum booking window of up to 90 days in advance.

Community members requesting space are required to:

1. Request space using our the online request forms.
2. Sign a Facilities Use Agreement
3. Pay usage fee and additional support services fee
4. Provide the Risk Manager with a certificate of insurance evidencing insurance coverage as indicated in the Facilities Use Agreement.

Upon receipt of a request, Scheduling & Conference Services will send an email with acknowledgment that the event request has been received. This acknowledgment is not confirmation. An event record will be created in our scheduling software and placed in a "pending" status to remove the room from inventory.

A Facilities Use Agreement will be created and sent to the event contact for review. As soon as the agreement has been executed by both parties, the event status will be changed to “scheduled.” An email confirmation will be sent to the event contact. Inquiries should be sent to eventmgmt@uttyler.edu.

What Amenities/Services do UT Tyler Provide
UT Tyler can provide, at an additional cost, the following amenities/services
• Porter services
• Extra trashcans
• Onsite police presence
• UT System Tenant User Liability Insurance Policy

Audiovisual Needs
Any audiovisual will need to be outsourced to a vendor at the cost of the event.

Facility Usage Fee
The Braithwaite Recital Hall facility usage fee is $350 for three (3) hours. This does not include any fees for a porter provided by Facilities, which may be needed. If the event requires more than three (3) hours, Scheduling & Conference Services can provide a quote for the event contact.