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University Administrative Manual

5,304: Use of University Space by Non-University Organizations, Groups and Individuals

Last Revised: September 2011

The University and its facilities are deemed to be a "non-public forum," except for those specific areas identified as "public forums" in section 5,303. The University and its facilities shall be used only in accordance with federal, state, and local laws and shall not be used for the purpose of organizing or carrying out any unlawful activity. The University and its facilities are provided primarily for the support of the regular educational functions of the university and the activities necessary for the support of these functions which take precedence over any other activities.

All persons on university property are required to abide by university policies and regulations of the Board of Regents and shall identify themselves upon request to university officials or appropriate university employees acting in the performance of their duties.

Use of University Space by Non-University Organizations, Groups, and Individuals

Arrangements to use designated areas must be made in advance through the Scheduling Services Office and are subject to cancellation when in conflict with university events. The fee structure is available from the Scheduling Services Office. A signed application must be on file in the Scheduling Services Office prior to the start of an event. The University does not assume responsibility for licensing and taxes. Both licensing and any applicable state or local taxes are the responsibility of the commercial enterprise utilizing university facilities. Off campus groups are prohibited from using campus software in centrally scheduled space; however they may utilize their own cord and laptop for use with a university video presenter.

Actions by non-university organizations, groups, and individuals shall be consistent with the maintenance of university facilities and the free flow of persons and shall not interfere with other scheduled activities. Interference with entrances to buildings, classrooms, offices or study areas is strictly prohibited.

Sponsored Use of Space by Non-University Organizations, Groups, and Individuals

An event is sponsored when there is a non-university group involved and the event is not directly related to the purpose or mission of the university, and/or if the proceeds are not kept on campus. A university official who has authority to sign for funds for a university organization, department, unit, or division can act as the "official representative" on behalf of the university group sponsoring the non-university group/event. An individual cannot act as a sponsor on his or her own behalf.

Only an official representative of the university group, who has authority to sign for funds, can enter into a sponsorship arrangement. The official representative shall request the use of designated university space, exterior or interior, through the University's Scheduling Services Office or the Joe Crowley Student Union (CSU) Scheduling Office. When a university group sponsors an event on campus, the university group, in addition to the off-campus group or individual, shall be fiscally responsible for all expenses and fees that apply. Rates shall be at the appropriate non-profit or commercial rate. Guidelines for Scheduling Services can be found at University Scheduling and for the CSU Office or Student Union.

In order for these offices to review a request, an application form must be completed and on file in the appropriate scheduling office, with all necessary signature approvals, no less than 15 working days in advance of the requested date(s).

Department/unit sponsorship must be approved in writing by the department chairs/directors. Graduate student organizations must consult with the Graduate Student Association (GSA) advisor. University recognized undergraduate student groups must submit an application to the Associated Students of the University of Nevada's (ASUN) Student Events Advisory Board (SEAB) where, if approved, the request will be forwarded to the appropriate scheduling office for final approval. In order for the request to be reviewed by both bodies, an application form should be submitted no less than 30 working days in advance of the requested date(s).

University groups are limited to sponsoring two outside events per academic year. Written exceptions to this limit must be approved in advance by the Associate Vice President for Planning, Budget and Analysis for any centrally scheduled space or by the Associate Vice President of Student Life Services for events at the CSU.

All notices, advertisements, literature, or other communications for the event must clearly represent the event as being sponsored by the university group and include contact information. Posting guidelines can be found at University website.

All billing must go through the group's university account. If the group does not have a university account, billing must go through the account of their department, ASUN or GSA. The IPO/Deposit is due within two weeks of the reservation being made. If it is not received within two weeks the space may be released and the group may lose scheduling privileges and/or incur additional charges.

In addition to all expenses, the university group must pay a sponsoring fee. Fees can be found at the appropriate scheduling office website, for Scheduling Services and download the Joe Crowley Room/Rate Structure PDF for the CSU Office.

Program responsibility and liability for the event rests with the non-university organization, group, or individual being sponsored, the university sponsor and the official representative(s). The official representative(s) or the designee(s) from the sponsoring university group must be physically present at the event being sponsored for the duration of the event, including set-up and post-event clean-up. Both the official representative and the designee must be identified on the application form which will remain on file in the University Scheduling Services Office or CSU Scheduling Office.

Failure to comply with the guidelines will result in loss of scheduling privileges for up to one year for the non-university organization, group, or individual being sponsored and the university sponsoring group. Also, the non-university group will lose its campus sponsorship and will be charged as a corporation or a non-profit.

Appeals of University Scheduling Services Office may be directed to the Associate Vice President for Planning, Budget and Analysis. Appeals of CSU Scheduling Office decisions may be directed to the Associate Vice President of Student Life Services.

Fundraising and Concerts

University facilities are available for concerts and fundraisers on a space available basis. All expenses incurred in conjunction with fundraising events must be covered by the sponsoring campus organization. Refer to section 1,600 of this manual for details on fundraising. Advanced deposits covering all expenses are required from the group hosting the event.

University Event: A university department may schedule appropriate facilities through the University Scheduling Services Office or the CSU Scheduling Office with the following provisions:

  1. Full costs will be assessed.
  2. All profits revert to the requesting department

University Co-Sponsored Event: A university department may co-sponsor an event and schedule facilities through the University Scheduling Services Office or the CSU Scheduling Office. In addition to all expenses, the university group must pay a sponsoring fee.

Non-University Event: A non-university organization may schedule the appropriate facilities through the University Scheduling Services Office or the CSU Scheduling Office. All expenses must be paid in advance.

Fees can be found at the appropriate scheduling office website: University Scheduling Services and Student Union Scheduling for the CSU Office.

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University of Nevada, Reno
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