Student organizations who are actively registered through the Dean of Students Office are not charged for use of space or technology in the University Center.  They are also exempt from any Building Staffing Fees.  If a student organization requests Media Tech coverage for their event, if additional custodial support is required, or if security is deemed necessary for their event the applicable charges will be assessed.  Those fees will be discussed with the organization prior to the event being approved.  If security is deemed necessary for a student organization event the payment for security will be made directly to UTC Police.

 

Community alumni chapters of registered student organizations will be charged all appropriate fees regarding use of space, technology, staffing, etc., even if the UTC student organization members are invited to attend.

For most events, University departments and offices are not charged for using space or technology in the University Center.  Events that require staffing (i.e. Building Staffing if outside operating hours or Media Tech Staffing if requested) will be charged the applicable fees. 

 

Events from university departments and offices are charged the applicable Facility Fee and Technology Fee when certain conditions are present.

• Target Audience – If the target audience of the event is the Non-UTC Community (i.e. not UTC students, faculty, and staff)
• Non-UTC Audience Majority – If the majority of those expected to be in attendance are not from the UTC community (students, faculty, & staff), even if the target Audience is the UTC Community.
• Co-Sponsoring with a Non-UTC Entity – Co-sponsoring with a non-UTC entity does not automatically cause the charge for space and technology. If a department or office co-sponsors with a non-UTC entity, and that entity is the primary contact for the event there will be charges for space and technology.
  • It is important to note the UTC entity’s responsibilities when co-sponsoring with a non-UTC entity. The UTC entity must ensure…
    • All non-affiliated individuals/entities comply with the terms of the Facilities Use Policy, other UTC and/or UT policies, and all local, state, and federal laws.
    • Any and all costs or fees associated with the event are paid.
    • All advertising complies with University policies.
    • All communication including reservation and event arrangements with the University Center staff.
    • UTC department representative must be present for the duration of the event.

The submission of the space request does not constitute co-sponsorship of an event.  The co-sponsoring UTC department must be an active participant in the planning and implementation of the event, including day-of participation.  

 

Private individuals, non-profit, and for-profit entities can rent University Center rooms for meetings and events.  These events will incur Facility Fee charges for use of the space, and may incur additional charges for use of technology, staffing, or other University Center-provided services.

 

Non-UTC entities are limited to a maximum of two reservations per semester during the fall (August – December) and spring (January – April) semesters.  During the summer (May – July), non-UTC entities are not limited on the number of reservations allowed in the University Center.     

 

The University may require non-UTC entities, including events by private individuals, to provide a certificate of insurance and a signed minors-on-campus indemnification form.  Non-profit entities are also required to show proof of current registered non-profit status.

 

Co-sponsorship by a UTC office, department, or registered student organization does not exempt a non-UTC entity from any fees regarding the use of space, technology, staffing, etc.  Similarly, UTC faculty, staff, students, and alumni are not exempt from fees for personal, non-UTC related events.

 

Be aware that the University Center may not be able to host your event for various reasons.  For example,

• During certain busy or more important times of the year (Welcome Week, Commencement weekends, etc.), the University Center may be unavailable because of other potential campus events/needs.
• During the Fall and Spring semesters, we may be unable to host your event during the day on weekdays because of limited parking on campus. There is some visitor/event parking on campus, but parking for larger meetings may be available.

 

More detailed information about fees for UTC departments and offices and non-UTC entities can be found below.