Scheduling Policy

The following policies refer to Centralized Scheduling at Utah Tech University and apply to all users of campus space. When making a reservation with Centralized Scheduling, users accept the terms of use outlined below:

• Space is used and occupied only for the purpose listed on the reservation. Changes to the purpose of the reservation must be approved by Centralized Scheduling prior to the date of the event.
• Utah Tech facilities and space may not be used for any illegal or dangerous purposes or for use not compatible with the University mission.
• The University and Centralized Scheduling reserve the right to assign or in some cases, move an event to a different facility than requested in order to assure the most appropriate utilization of campus facilities. Safety and security issues may also be considered.
• Reservations are filled based on a first come, first served process; however, the scheduling priorities listed below apply.
• All users, including off-campus users, are expected to adhere to all University policies, regulations and local, state and federal laws. Failure to comply with these regulations may result in the forfeiture of scheduling privileges.
• Users shall not make, or permit to be made, any alterations to the facilities without first obtaining the consent of the Centralized Scheduling office.
• Any rearrangement of the requested set up made at the time of reservation may result in a labor fee.
• Any organization leaving the facilities in disorder is responsible for cleaning and/or labor charges to restore the facility to its original condition. Outside organizations may forfeit any refundable deposits.
• At NO TIME is it acceptable to hang items on the walls or ceiling of any Utah Tech facility, particularly those that cover up lighting fixtures, exit signs, fire exits or fire extinguishers. The use of tape (including any type of duct tape), glue, staples, tacks or nails on building surfaces including, but not limited to, walls, door frames, doors, windows, window frames, elevators, floors or railings is prohibited. Please see Event Services for a list of the acceptable adhesives.
• Utah Tech facilities are smoke free by Utah law and are a tobacco free campus.
• Event Services must approve decorations.
• The following are strictly prohibited in all Utah Tech facilities unless permit by the Campus Fire Marshal: open flames (candles, lighters, torches, etc.), combustible vegetation (hay bales, cut trees, corn stalks, etc.), pyrotechnic devices, and chemical smoke or haze machines.
• Sponsors must provide documentation of adequate event insurance deemed adequate by Utah Tech Risk Management.
• Each re-servable facility at Utah Tech University has priority users.
• Building opening and closing times vary across campus. Generally, events are not scheduled prior to 7:30 in the morning. Any event scheduled outside normal building hours is required to have a special unlock/lock down reservation and may require the services of a building supervisor, house manager or ESA. In this case, additional fees may apply.
• When an event is held on campus, parking is available to non-Utah Tech guests through designated visitor parking lots. All other parking lots require a Utah Tech permit. Cars without the proper permit parked in these lots are subject to tickets. Parking illegally in a handicap space, red zones, emergency lanes, or on a sidewalk or lawn will result in a ticket. Event Services may reserve special parking dependent on the type of event. For reserved parking, an additional fee may be charged.

1. Advancement of the educational mission. Examples include Academic classes and curricular programs and activities. University President sponsored events.
2. Official student organizations and activities. University sponsored activities by approved student, faculty, and staff organizations or departments.
3. Committee or Department head approved Co-Sponsored events compliant with the University’s Mission.
4. Community and public events.

* The occupants and/or main users of a particular space will have priority over equally prioritized groups in that area. Examples include but are not limited to Athletics in the Burns Arena and The School of Visual and Performing Arts in the Eccles Fine Arts, etc.

Insurance

Certain activities may require additional insurance or the addition of Utah Tech to a sponsor’s insurance policy as an “additional insured” entity. Activities or events in question will be referred to Campus Risk Management for review.

If required, a certificate of insurance must be provided to Event Services no less than two weeks prior to the start of scheduled activity.

Entities that do not have a current policy may contact an insurance company of their choice. Utah State Risk Management (insurance carrier for Utah Tech) has arranged for event holders to purchase event insurance from a private company at favorable rates. Current information about event insurance is available on line at www.safety.utahtech.edu or by calling Utah Tech Risk Management at 435-652-7855.

Liability

The Sponsor (indemnitor) hereby agrees to release, indemnify, and hold harmless Utah Tech University, its agents, and volunteers (indemnities), from all liability and expenses associated with the use of Utah Tech facilities. This includes liability resulting directly or indirectly from acts of omissions of indemnities or the Users, unless such liability results from the sole negligence of indemnities. This also includes attorney’s fees, court costs, and mediation/arbitration costs, as well as damage to property or expenses of every kind resulting from the use of the facilities. This provision shall bind all successors, assigns, agents, employees, heirs, family members, spouses, personal representatives, or anyone else claiming to represent the Sponsor.

Disclaimer

The University retains the right to cancel or reschedule an event due to unforeseen conflicts or for other prudent reasons. When an event needs to be rescheduled or relocated, event sponsors will be given as much notice as possible. By special exception, the President’s office may supersede policies, procedures and fees. Any event designated as a Campus event or Campus Sponsored by the President or the President’ Council, may necessitate that previously scheduled events be rescheduled or relocated to accommodate the University.

Contracts

Contracts are issued upon booking the reservation or receiving the estimates. Contracts contain the specific terms related to events, overnight stays, conferences, camps and rentals. The provisions contained in the contract constitute the entire agreement between the parties with respect to the subject matter of the agreement, a no prior or simultaneous statement or incentive with respect to the subject matter by either party or by any agent or representative of either party not contained in the contract shall be valid or binding between the parties. The Sponsor agrees that if the University is forced to use legal counsel or a collection agency to enforce the agreement, the Sponsor will pay the collection costs, attorney’s fees and court costs incurred by the University in obtaining payment of amounts due under the agreement and any associated interest in accordance with University policy and Utah state code.

Furnishings

The furniture in Utah Tech facilities is to remain in place. If you need, furniture moved or a room configuration altered, please contact Guest Services to make arrangements. Furniture cannot be brought into campus facilities unless approved during the room reservation process through the Office of Centralized Scheduling.

Open Flames

The use of candles or scent warmers, and/or all open flame devices are prohibited in any Utah Tech buildings. Exceptions are permitted only with the approval of the Campus Fire Marshal.

Smoking

Pursuant to the Utah Clean Air Act, smoking is prohibited in all campus buildings. Additionally, the statute provides that there shall be no smoking within 25 feet of any public building. Please refer to the Utah Tech Policy at

Cancellation Policy

Any cancellation of an event must be made in writing directly to Event Services submitted via email (eventservices@utahtech.edu). Canceling your event by calling catering or facilities, management does not constitute a cancellation with Event Services and therefore separate charges may apply.

Force Majeure

Either party may terminate or suspend its obligations if such obligations are delayed, prevented or rendered impractical as a result of fire, flood, riot, earthquake, casualty, civil commotion, Act of God, or any law, ordinance, rule or regulation which becomes effective after the date of the contract, provided and to the extent such occurrence is beyond the reasonable control of the party whose event is affected. In such event the affected party shall not be liable to the other for delay or failure to perform its obligations, except there shall be a prorated reduction in any fees payable or otherwise due and/or a refund of any deposits paid.

Cancellation or Changes made by the University

If the University closes to the public because of reasonable concern due to weather emergencies, power outages, water outages, civil unrest, threat to national security or any other occurrence which may threaten the safety of persons on campus, events may be canceled. The University shall not be responsible for any costs to the Sponsor resulting from a cancellation or delay due to such a decision. The University will not charge for its contracted facilities and services that are not used due to cancellation by the University and all deposits will be refunded.

Major Events

Major events require a minimum of 30 calendar days’ notice of cancellation. For Campus Sponsored, Off Campus or Not for Profit events, cancellation more than 30 calendar days of an event will mean a forfeiture of any deposit, however, sponsor will not be additionally penalized, unless Event Services has incurred costs as a direct result of the Sponsor’s event. If the cancellation occurs, less than 30 calendar days prior to the event check-in date, the event must remit the balance of the current estimate including food, labor and rental costs. Campus major events canceled within 10 working days will result in assessment of direct charges such as catering, labor and set up costs incurred by the University.

Summer Conferences

Sponsors canceling a summer conference more than 30 calendar days from the event will forfeit any deposit, but will not be additionally penalized, unless Event Services has incurred costs as a direct result of the Sponsor’s event. If the cancellation occurs, less than 30 calendar days prior to the event check-in date, the Sponsor must remit the balance of the current estimate including food, labor and rental costs.

Student Organizations

Student organizations canceling an event within 48 hours will pay direct costs incurred by the University to include, but not limited to, catering, labor, security and rentals. Student organizations repeatedly canceling events on short notice may lose its scheduling privileges. Campus major events canceled within 10 working days will result in assessment of direct charges such as catering, labor and set up costs incurred by the University.

Approvals

A student organization requesting space for events must have the approval of an advisor and the Office of Student Involvement and Leadership. Approval and scheduling must be completed a minim a two weeks prior to the activity or event. Faculty and staff requesting event space that will result in expenditures, such as administrative fees, labor charges or catering must have the approval of the appropriate department. The department Director/Dean is responsible for reviewing the event to assure that the expenditures are appropriate and meet the mission of the department. Failure to obtain the appropriate approvals or failure to comply with policies or procedures may result in the cancellation of the event and either temporary or permanent loss of facilities use privileges. Events with obvious risks require approval of Campus Risk Management.

Student Organizations use of the Gardner building

Student organizations may reserve the Gardner Building and its services on a first come, first serve basis. Student organization events may use the Gardner at no fee up to $500 in direct costs (labor, equipment, etc.). It is the responsibility of the student organizations to pay the difference above $500 grant. A student organization event with an entrance fee must pay direct costs out of its revenue and may not qualify for the $500 grant.

Music

Event Services has some music production capabilities and can contract for services. Sponsors may hire disc jockeys or entertainers to provide music.

Concerts

Concerts sponsored in conjunction with a University event or sponsored at the request of the student body will not incur rental fees. Concert are to adhere to OSHA requirements and local audible decibel standards Direct charges will apply only when needs extend beyond that which is considered standard in a concert setting such as chairs, stage and custodial.
When an outside organization or promoter rents the Burns Arena for a concert, a flat rate of $4,000 is charged, along with direct charges including, but not limited to labor, additional equipment and security.
All concerts must be insurable and provide a certificate of insurance to Event Services prior to the event.

Date Auctions

Utah Tech University does not allow any group, student or otherwise to host, sponsor, or endorse date auctions. A date auction is an event or an element of an event, which involves “selling” a person along with an experience, an item or service, usually for a specific period of time. The social and physical implications associated with date auctions include, but are not limited to sexism, racism, and association to slavery, date rape, violence, or other unwanted physical harm. The main objective of this policy is to maintain a safe environment and minimize risk at University events.

Fundraisers

Any fundraiser in direct competition with university auxiliary services (i.e. Utah Tech Campus Store, Dining Services etc.) must receive permission from the Vice President of Administrative Services prior to approval by the Director of Student Involvement & Leadership and Centralized Scheduling. Event Services has the right to refuse any fundraising request it determines to be in direct competition with its operation. Public events for the purpose of fundraising on behalf of a student organization must be approved by the Director of Student Involvement and Leadership. The club advisor(s) of the sponsoring student organization must be in attendance for the duration of the event. Campus Sponsored and Outside Events can only feature vendors wishing to sell products after receiving permission from Event Services in cooperation with the appropriate staff. Campus Sponsored Events and outside events may require additional fees per vendor.

Gambling

Gambling as defined in Utah Code is prohibited on campus. For additional guidance, please see UCA 76-10-1101 to 1109.

Recreational Moving Conveyances

No person may operate a skateboard, long board, bicycle, scooter, motorized scooter, roller blades, or roller skates inside any Utah Tech facility. Disability accommodations supersede this policy. Furthermore, operating such conveyances on campus may be limited by additional restrictions. Please refer to Utah Tech Policy

Animals

Animals are generally not allowed in the University facilities with the exception of service animals and must comply with ADA provisions. Events or activities that require the use of animals will be considered on a case-by-case basis. In considering exemptions to this provision, the appropriate office (Office of Student Involvement and Leadership for student organizations, Event Services, Risk Management, for others) will assess the size, species and safety to both the animal(s) and participants.

Gun Shows

Events where the sole purpose is to display and sell guns, knives, and other weapons are not permitted on campus.

Copyrighted Videos, DVD’s, and Movies

Utah Tech facilities are considered public venues; therefore, in order to show a copyrighted movie (regardless of medium) the Sponsor must obtain permission or purchase the rights to show the movie during the event. Proof of permission or rights to show the work must be provided to Event Services before advertising for the event can occur. Event Services can guide Sponsors through the process of purchasing the rights to show work(s) that are protected by copyright.