PPM 5-38, Use of Facilities for Events
	Responsible Office: Vice President for Administrative Services

 

1.0 PURPOSE AND SCOPE

University facilities are established and maintained primarily for the use of the University in accomplishing its academic purposes. Indoor areas generally do not constitute a public forum available for general use by persons or organizations. The purpose of this policy is to provide a structure for access to and use of University facilities and property for temporary purposes, including consideration for the University’s interests in undisturbed instruction and learning; providing space for activities that support the mission of the University; ensuring safe and orderly usage; coordinating multiple uses of limited space; assuring preservation of the campus; assuring financial accountability for use of property; and other legitimate interests. The University retains the right to determine which activities are consistent with its primary purposes and may at any time grant or deny requests based on regulations set forth herein.  

This policy is applicable to individuals and groups who wish to use University facilities for short term purposes. Leasing of University space for long term purposes is governed by other policies. This policy does not apply to the University administration or duly authorized college, department or other administrators for allocation or assignment of space as described in PPM 5-40. Refer to PPM 5-39 for use of facilities of expressive activities. All entities who utilize space on campus must adhere to the PPM 5-37 regarding minors in campus activities.

2.0 REFERENCES

2.1 PPM 5-4d, Contracts
2.2 PPM 5-30a, Food Services
2.3 PPM 5-37, Minors 
2.4 PPM 5-39, Use of Facilities for Expressive Activities
2.5 PPM 5-40, Building Space Allocation and Assignment
2.6 PPM 6-22, Student Code
2.7 Utah Board of Higher Education R553
2.8 Utah Board of Higher Education R555

3.0 DEFINITIONS

3.1 Event - Any planned gathering (including celebrations, dances, lectures, forums, performances, rallies, social gatherings, concerns, speaker presentations, meetings, and conferences) of any size to be held, in full or in part, at a University facility. 

3.2 Facilities - All land, buildings, and other property in the possession of or owned, used, or controlled by the University (including streets and sidewalks).

3.3 Fronting - Misrepresenting the nature of the relationship, group, or sponsoring entity in order to create the appearance that an event or gathering will fall in a different category of applicable rules or requirements than the category that would normally be applicable. 

3.4 External Entities - Entities not affiliated with the University requesting to gain access to
University facilities for the purposes of their event. A University entity requesting the use of
University facilities for external events shall be considered an external entity under this policy. External entities are not permitted to utilize the University’s name, logos, or marks, or make representations that are endorsed by the University without written permission from an authorized University entity. 

3.5 Public Safety Entities - Any entity with jurisdiction over the University in charge of safety, security, health, and related issues. This would include, but is not limited to, the police department, fire marshal, facilities management, and risk management.

3.6 Student Organizations - Those organizations of students registered as required by PPM 6-22, Student Code, section 7.0 and attendant University rules.

3.7 University Organization/Entities - University administrative divisions and departments, and academic schools/colleges, centers, or departments, and employees when reserving areas as part of their role or job responsibilities at the University. 

3.8 Venue Scheduling Office - The person or persons designated by the University administration and charged with scheduling the use of University indoor and outdoor space for the purpose of administering this policy. This includes, but is not limited to, scheduling entities for the Union Building, Browning Center, Dee Events Center, Alumni Center, and academic facilities.

4.0 POLICY

4.1 Priority 

4.1.1 To maximize space utilization and foster and support the mission of the University,  reservable facilities will be allowed to be used in the priority order specified below. The University may also designate certain times and days where otherwise reservable facilities would be inappropriate for use, such as during final examination periods or commencement. These priorities are to be interpreted consistent with Utah Board of Higher Education Policies R553 and 555.

4.1.1.1 University Organization Usage. Includes those cultural, educational or training activities that are central to supporting the roles assigned to the University by the State Board of Higher Education consistent with its mission. These activities must have been created and administered by University entities. At a minimum, University events must meet the following criteria: (1) a University entity determines the purpose and content of the event; is responsible for the funding of the event; plans and organizes the logistics; has oversight of the event, including in-person attendance; and communicates the event details directly with the Venue Scheduling Office; and (2) the primary purpose is not to generate profit for an external entity.

4.1.1.2 University Co-Sponsored Usage. Includes those cultural, educational or training activities that are central to supporting the roles assigned to the University by the Utah State Board of Higher Education in alignment with the mission of the University that involve a formal partnership between an authorized University entity and an external entity in which the University holds membership or maintains a relationship that directly benefits the University community. Additional criteria and rules for University co-sponsored events may be created by Venue Scheduling Offices. 

4.1.1.3 Student Organization Usage. Includes those activities administered by the Weber State University Student Association (WSUSA) and registered student organizations, consistent with the goals and rules affirmed for University student activities. These activities include, but are not limited to, social, cultural, educational, and service projects. WSUSA organizations may have scheduling priority for indoor spaces designated as schedulable in which general student fees are directly allocated to the bonding, operation, maintenance, and staffing of the facility. 

4.1.1.4 External Entity Usage. External events involving a group or organization not affiliated with the University or any individual who uses University facilities for their own purposes independent of the University and its mission. This includes activities consistent with allowable use of facilities to persons other than University Organizations. Any event that does not meet the requirements for University or co-sponsored events is considered an external event. External entity usage may be distinguished by non-profit or for-profit status. 

4.1.2 Fronting. Any individual who is found to be involved in fronting may face restriction, be charged for costs incurred on the part of the University, or other appropriate consequences, including cancellation of the event without refund, if expenses have been incurred. Further rules regarding the level of involvement of entities seeking sponsorship of a University or Student Organization may be created by the Venue Scheduling Office and/or the Vice President for Student Affairs. 

4.2 Food and Beverages 

All food sold and provided on campus must be supplied by University Food Services, approved by the University in an agreement with a user of University facilities, or as otherwise allowed in other sections of the Policies and Procedures Manual, including exceptions allowed under PPM 5-30a. All food service will be in compliance with University food policies and guidelines. 

4.3 Camping or Overnight Usage

4.3.1 Usage of facilities will only be allowed to be reserved during University operating hours. 

4.3.2 The University expressly reserves the right to require that any event end at an earlier time, given considerations of safety, crowd control, weather, noise and potential disruption of favorable community relationships. This determination will be made at the time of finalizing a reservation/contract at which time all parties shall be made aware of any special ending time requirement.

4.3.3 In order to protect University property and to protect the safety and health of the University community and the public, camping overnight and lighting or maintaining campfires on University property or living in privately owned, temporary lodging parked or erected on University property is prohibited.

4.3.4 For purposes of this policy, campfire means an outdoor fire, burned in the open or in a receptacle other than a furnace or incinerator, used for the cooking of food or providing personal warmth or for recreational purposes. Campfire does not mean a University owned barbeque grill or a University owned fire pit operated in accordance with rules governing such use of grills or fire pits.

4.3.5 For purposes of this policy, camping overnight includes any of the following:

4.3.5.1 Sleeping, at any time between the hours of 11:00 p.m. and 7:00 a.m., outdoors, with or without bedding, sleeping bag, blanket, mattress, tent, hammock, or other similar protection, equipment or device.

4.3.5.2 Establishing or maintaining outdoors, at any time between the hours of 11:00 p.m. and 7:00 a.m., a temporary or permanent place for sleeping or cooking by setting up any bedding, sleeping bag, blanket, mattress, tent, hammock, or other sleeping equipment or by setting up any cooking equipment, with the intent to remain in that location overnight.

4.3.6 Camping does not include the following:

4.3.6.1 Waiting in line for the sale of tickets to an event that will take place on University property.

4.3.6.2 Tail-gating activities on University property within areas designated by the University that occur the night before or the night of a sporting event. 

4.4 Public Safety

4.4.1 To facilitate scheduling and maintain public safety, any person wanting to use University facilities must adhere to University Security Guidelines. University entities that sponsor, coordinate or approve events or activities are responsible for security and must coordinate all public safety with Public Safety Entities. University Police Department and other Public Safety Entities, working in coordination with Venue Scheduling Offices, will require compliance with University Security Guidelines, consistent with this policy, which establish objective standards for determining the need for security and other health and safety requirements. All entities must comply with PPM 37, Minors.

4.4.2 Individuals or entities wishing to use University facilities will be responsible for the cost of necessary and reasonable health, safety and security needs which exceed the standard costs of public safety. Such costs will be based on objective criteria and consistently applied, consistent with legal standards. 

4.4.3 The University reserves the right to refuse to permit an event or activity if based on information available it is reasonably believed that there is a credible threat attendant to the event that unreasonably places the University community at risk of significant and immediate harm, as assessed by the Public Safety Entities utilizing the University Security Guidelines, and the University does not reasonably have sufficient resources to adequately address such risk. Individuals or entities must follow all state requirements pertaining to public safety.

4.4.4 All event attendees may be subject to search for contraband, prohibited weapons, drugs, alcohol, and other illegal or prohibited materials, as permitted by law. Participants will be notified through clearly posted signs at the event entrance that they will be subject to a search. 

4.4.5 Open flame, body armor, explosives, or other items determined to be a threat to the safety or welfare of individuals or property in the use of facilities are prohibited. The University also reserves the right to separate groups or provide buffer areas as needed to protect the safety of individuals or property, prevent disruption of the campus, provide for ingress and egress.

4.5 Damage to Property

Any damage to University or personal property in the course of use of University space is prohibited, including damage to lawns, shrubs, and trees. Individuals and groups using facilities agree to be responsible for any fees, legitimate out-of-pocket expenses or damages because of the entity’s conduct (or the conduct of its guests) in use of the facility. Groups or individuals may be denied future use of facilities upon evidence of misuse

4.6 Commercial Use 

Retailing, commercial solicitation, canvassing, sponsorship, and marketing activities of any product or service on campus are generally prohibited, except as provided under University vendor guidelines, which may be available from Venue Scheduling Offices.

4.7 Parking

Parking regulations are enforced all year, including periods when classes are not in session. Visitors to the campus, including those who have been granted the privilege to use University facilities, must comply with parking regulations as published by Parking Services.

4.8 Sound Amplification Equipment

Sound equipment shall only be used at sound levels which do not disrupt or disturb legitimate University activities or interests. Violations of this restriction shall constitute grounds for revocation of the permission to use the sound amplification equipment. Individuals or groups may contact the Venue Scheduling Office for information about appropriate decibel levels for particular facilities on campus. Measurements may be taken at any University boundary or at any point within the facility affected by the noise.

4.9 Political Activity

The University does not endorse any political party or any candidate for political office. Use of facilities by University entities to support a political party or candidate for federal, state, county or city office or position is prohibited. This does not prohibit University entities from engaging in non-partisan activities, hosting debates, or renting space to third parties for political purposes, consistent with rules governing rental of space.

5.0 Scheduling Procedures and Standards

5.1 Rules, Procedures and Forms

5.1.2 Not all facilities are open for reservation. Shepherd Union Scheduling, Events, and Conferences will provide a list of reservable spaces on campus and provide direction to the appropriate Venue Scheduling Office. Acceptance of an application for reservation does not grant automatic approval for an event. Given the demand for the use of some facilities, requests for a particular venue may need to be submitted a significant amount of time before the proposed event. The University reserves the right to require ticketing for any facility or event. Venue Scheduling Offices shall create written rules and procedures consistent with this policy for regulating the use of University facilities, which will be made available to those desiring to use facilities. 

5.1.3 University Organizations.

University organizations are not permitted to negotiate the use of University facilities or services with external organizations, except in coordination with the Venue Scheduling Office. Only authorized employees may submit scheduling requests or permit reservation of space. Agreements must be entered into with external organizations and may only be executed in accordance with PPM 5-4d. 

5.1.4 Co-sponsored Events

5.1.4.1 Co-sponsored events must be approved by a responsible University entity with contract signatory authority, as designated in PPM 5-4d.

5.1.4.2 The sponsoring University entity must directly participate in the event and approve all
marketing materials promoting the event. All event marketing must clearly advertise the identity
of the hosting external entity and include the sponsoring University entity’s department logo.

5.1.4.3 Sponsoring University entities are responsible for ensuring that requested events meet the
requirements for co-sponsorship under this policy and applicable Event Services guidelines and
protocols. If a co-sponsored event does not meet applicable requirements, the external entity and
sponsoring University entities shall be responsible for repayment of deferred fees.

5.1.4.4 A representative from the sponsoring University entity must be present for the duration of the co-sponsored event.

5.1.4.5 Sponsoring University entities may be held accountable for the cost of any damages related to the co-sponsored event.

5.1.5 External Entities

For use of indoor facilities for external entities that are available for use, the Venue Scheduling Offices may use viewpoint neutral criteria appropriate for the space to determine when events may be held, and legitimate requirements, such as deadlines for approvals, etc. Rules may be based on, but are not limited to, criteria such as usage category (which may be defined further than as identified herein), number in attendance, type of event (speaker, dance, banquet, etc.), event time, whether or not the event is open to the public, etc.  The individual or group requesting use of facilities shall provide information required by the Venue Scheduling Office in order for the Venue Scheduling Office to appropriately arrange for the usage of space.  Failure to provide sufficient information may be grounds for denial. Each office shall create appropriate forms and keep records of all use of University space. PPM 5-39 is applicable regarding use of space for expressive activities. 

5.2 Fees

5.2.1 Any rental fee charged for the use of facilities shall be made in accordance with a uniformly administered schedule of fees adopted by the Venue Scheduling Office, consistent with this policy, including usage categories. The fee schedule shall be approved by the President or designee. As a general operating practice, the University's fees for use of facilities and services shall not be less than the average charges for comparable facilities or services at private establishments in the community, consistent with Utah Board of Higher Education Policy R555. Concerns about competition with a privately owned business may be submitted to the Vice President for Administrative Services or their designee for hearing. 

5.2.2 Direct expenses may be charged to all groups regardless of their usage category. Direct expenses include, but are not limited to, personnel, equipment, and other associated costs necessary to prepare and operate the facility for the event, and restore the facility to its normal use status following the rental period.

5.2.3 An event deposit may be required. This deposit will be applied to the rental fee unless damage occurs to the facilities, in which case it will be used to cover repairs and/or replacement. Groups or individuals may be denied future use of facilities upon evidence of misuse. Guidelines will be provided to groups or individuals renting facilities. These guidelines will describe University expectations for use of the facilities, including hours of operation, required approvals, expectations for personal behavior, etc.

5.2.4 Individuals or groups requesting use of University facilities shall comply with the insurance requirements of the State of Utah, the Utah Division of Risk Management, and the University Risk Management Office. Proof of insurance and endorsement of additional insured may be required prior to using any University owned facilities. Such information will be available through the University Risk Management Office. 

 

Revision History

Creation Date:  2-2-23

Amended: