5,302: Policy for Use of University Space
Revised: July 2015
University facilities that may be used for events by non-university organizations, groups, or individuals (including university employees using university space for personal events), both sponsored and non-sponsored, include, but are not limited to the Manzanita Bowl, the Jot Travis Lawn, Knowledge Center Lawn, Hilliard Plaza, the athletic fields, Mackay Stadium, Pennington Student Achievement Center, Lawlor Events Center and designated exterior and interior spaces. Facilities at the Nelson Building, the Stead campus, the Redfield campus, and university sites located throughout the state are covered under this policy. Exceptions may be made by the president or designee(s) for these or for any university site. An event is defined as any function, meeting, gathering, workshop, or seminar, etc. attended by others, regardless of size or purpose. Permission to use university space may only be granted if such use is consistent with the mission of the University.
Use of such space must be approved in advance and is prohibited during major university events, e.g., new student orientation, commencement, athletic game days, with the exception of use of space to gather signatures on petitions per NRS 293.127565. All non-sponsored, non-university organizations, groups, and individuals are required to identify themselves and any products, information or materials being distributed as being neither sponsored by nor endorsed by the university. This disclaimer must be prominently displayed at all times for the duration of the event.
The Scheduling Services Office is responsible for approving, coordinating and scheduling the use of all centrally located space, as well as space at the Nelson Building, the Redfield Campus, and Valley Road, for non-instructional events, as defined above. There are areas of campus with internal scheduling offices and scheduling protocols. These include the Joe Crowley Student Union, Lawlor Events Center, Mathewson-IGT Knowledge Center (with the exception of classrooms), Redfield Campus, Mackay Stadium, Peccole Field, Stead, residence halls, and department conference rooms, labs and class labs. Upon request, the Scheduling Services Office may assist in coordinating arrangements for events held at any of these facilities or at remote university sites. Exceptions may be made by the President or designee(s).
In order to preserve space and flexibility for regular meetings of classes during prime academic periods, academic classes have scheduling priority over events. Events include department meetings, review sessions, student club meetings, non-university group meetings, etc. Events will not be scheduled until the tenth day of the semester on week days during the hours from 9:30 a.m.-12:00 p.m. and 1:00 p.m.-6:45 p.m. in high demand buildings (Ansari Building, AB; Davidson Math and Science Center, DMSC; Cain Hall, EJCH; Frandsen Humanities, FH; Leifson Physics, LP; Living Learning Community, LLC; and Schulich Lecture Hall, SLH; William Raggio Building, WRB).
Events scheduled outside these hours may be scheduled prior to the tenth day of the semester but not before class schedules have been optimized. All events are subject to being moved if the room is needed to accommodate an academic class.
Events especially important to the University or community as a whole that also require a great deal of advance coordination may be granted an exception and be scheduled in advance. This will be determined by Scheduling Services.
Failure to comply with the guidelines will result in the loss of the privilege to use university facilities for up to one year. Appeals may be directed to the Associate Vice President for Planning, Budget and Analysis.
Please see section 5,401 for Building Security and Access.