University Center Event Scheduling Guidelines
UNIVERSITY CENTER
Event Scheduling Guidelines
Policies and Procedures
Please note these are only scheduling guidelines as each venue may have additional
policies and procedures for its particular area.
Who Schedules the Events in the University Center (UC)?
Scheduling & Conference Services is responsible for scheduling all locations within
the University Center (UC).
Who can Request an Event in the UC?
Any group that is part of a University department can request space through Astra, or 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.
Teleconferencing
The UC Ballroom does not have telephone conferencing capability.
Web Conferencing
Teams and Zoom offer video conferencing. They work across desktop, tablet, mobile
and room systems.
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
All users are expected to read the University Center Policies as they supersede any scheduling guidelines.
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 UC Operations team is responsible for setting up the event. Click for a blank layout of the UC Ballroom. Submit the event setup diagram no later than two (2) weeks prior to the event date
to eventmgmt@uttyler.edu.
For facility questions or additional information, email uc@uttyler.edu.
If the temperature in the room is uncomfortable, the Physical Plant can be contacted at (903) 566-7030.
Blocked Parking
For the first two (2) weeks of each fall and spring semesters, NO blocked parking
requests will be approved by Parking and Transportation. Parking spaces on Tuesdays
and Thursdays are extremely limited and may not be approved depending upon the number
of spaces requested. Please consider Monday, Wednesday, or Friday.
Blocked parking can be requested Monday – Friday from 8:00 a.m. – 2:00 p.m. Requests after 2:00 p.m. and weekends will not be approved.
Food Service/Catering
Sodexo is UT Tyler’s on-campus food service provider. Click to view Sodexo's Catering Website.
Food and Beverages in UC Theatre
Only bottled water is allowed in the UC Theatre. If the event is having food, the
UC Theatre Foyer needs to be reserved for food setup. Event attendees can eat in the
Foyer or the food court.
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.
Porter Service and Excessive Cleaning
At no additional cost, the Facilities department will provide a porter service for
all internal 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 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 these circumstances.
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, only facilities designated as
“Special Use Facilities” by the President are available for public use. Therefore,
the University Center cannot be requested by a community organization.