MTSU Event Scheduling Policy

MIDDLE TENNESSEE STATE UNIVERSITY

PURPOSE: This policy is to establish rules and regulation for a better coordinated use of University-owned or leased buildings, indoor facility, outdoor areas and athletic facilities.

SCOPE: This policy applies to all faculty, staff, students, guests and visitors of Middle Tennessee State University.

Event Type Definitions:

University Academic Activities are those activities directly related to the instructional mission of the University; such as: University academic credit bearing classes, course related events resulting from academic course work, such as research, outside study, tutoring, and field testing. Faculty departmental meetings are also included in this category.

University Sponsored Events* are those activities directly related to the life of the campus community beyond the classroom; such as: athletics, recreation, student programming activities, and academic camps/conferences/workshops. There are two sub-categories for such an event.

1. Official University Events: Official University Events are those programs that are scheduled or sponsored by faculty, staff, administrative offices and departments that are planned primarily for members of the University community. Guests and alumni may attend these programs.

2. Student Events: Student Events are those programs, activities and services that are scheduled or sponsored by student clubs or organizations that are officially recognized by the University and planned primarily for members of the campus community. Members of the community, guests and alumni may attend these programs.

University Related Events* match the same criteria as a University Sponsored Event, but also include a charge for registration and/or admission.

University Co-Sponsored Events* are academic programs, conferences and/or meetings involving two entities: a University school, academic department, administrative unit or student organization and an outside organization such as a professional association in which the University holds membership or maintains a relationship that directly benefits the University community.

*The following conditions must be met for all Sponsored, Related and Co-Sponsored events:

1. The university department/organization is responsible for all communication including reservation and event arrangements with the venue scheduling staff.

2. A university department/organization representative must be present and actively participate with the event.

3. The university department/organization is responsible for all charges related to the event.

Non-University/ External Events are those programs and activities organized by any person, business or community group not encompassed in the organizational structure of the University. Only Non-academic buildings can be reserved for Non-University/External Events. Non-University/External groups can reserve space up to four (4) times per semester. This includes non-profit organizations.

Application for Use of Facilities will be submitted by all users desiring use of University facilities. Forms are available from the Events Coordination Office.

Denial of Use may be made by all schedulers for reasons including, but are not limited to, previous cancellations without notice, outstanding debt/non-payment, or inappropriate use of facilities.

Hours of Use will be permitted during normal hours of operation as posted by the respective facility. Hours may vary during holidays, final exam weeks and the summer semesters. Events scheduled before or after regular hours are subject to prior approval and arrangements by the scheduler.

Fee Definitions:

Support Services Fees (Direct Costs): Any cost that is incurred as a direct result of the event occupying the facility. These fees include but are not limited to Security, Custodial, Food Services, Building Attendant, Technical Attendant and Production Services.

User Fee (Facility Use): Room occupancy fee

Administrative Fee: University Coordinator's time

Facility Use Fees:

University Academic Activities: No charges (except as noted below)

University Sponsored Events:

1. Official University: Support Services Fees (Direct Costs), Applicable

2. Student: Support Services Fees (Direct Costs), Applicable

University Related Events:

1. Official University: Support Services Fees (Direct Costs), Applicable Administrative Fees.

2. Student: Support Services Fees (Direct Costs), Applicable Administrative Fees.

University Co-Sponsored Events:

1. Support Services Fees (Direct Costs)*

2. Administrative Fees

3. Proof of Liability Insurance Required

*MTSU services are required to be used. These services include but are not limited to: Production Services, Custodial Services, Ground Services, Public Safety, and Parking Services.

Non-University/External Events:

1. User Fees

2. Support Services Fees (Direct Costs)

3. Administrative Fees

4. Proof of Liability Insurance Required

5. Contract Required

University fees will be based on the type of space, the length of usage, and the competitive market rates for comparable square footage. Administrative fees follow the same logic for justification. Rates will be established by the Facility/Venue Manager, in association with the appropriate Department Chairperson, Dean, or Director, and presented for approval to the MTSU Vice-President Council. Rates will be reviewed and adjusted annually prior to the start of the fiscal year.

Notwithstanding any fee or no fee designated above, the evening and weekend charge at the Foundation House shall apply to all users.

Insurance and Bond Requirements:

Where indicated and as required by Tennessee State Board of Regents Policy No. 3:02:02:00, in utilizing campus property or facilities, non-affiliated groups, organizations and individuals shall provide: 1) adequate bond or other security for damage to the property or facilities during the period of the use; 2) personal injury and property damage insurance coverage; 3) a performance bond or insurance guaranteeing or insuring performance of its obligations under the contract; and, 4) other types of insurance in such amounts as are designated by the University.

Fronting Prohibited:

Fronting is defined as permitting a non-University individual or organization to use University property and/or services under the guise that the activity is a University-Sponsored or University Co-Sponsored Event in order to avoid fees. Fronting is prohibited by University policy. Anyone wanted to schedule MTSU property must follow the instructions and guidelines (as outlined by the MTSU Event Coordination Department) to request usage, follow the solicitation and fundraising guidelines and pay all fees as outlined by University policy.


Event Definitions:

Simple Student Sponsored Event: A simple organizational meeting, literature distribution, information table or simple event that supports the planning, promotion or preparation of a complex event. See examples of different types of table reservations here .

Complex Student Sponsored Event: A complex event is any event which involves large attendance, security, admissions fees, multiple or large venues or spaces, performance contracts or other activities which require significant time and effort by the student organization and University personnel.