5,302: Policy for Use of University Space

Revised: July 2018 

Scope of Policy

This policy and related UAM provisions govern the reservation, scheduling or use of any Facility, Special Use Facility, Outdoor Area or Special Use Outdoor Area (as defined below) at the University or owned or leased by the University. This policy applies to all faculty, staff, departments, recognized student organizations and university affiliated organizations. This policy relates to events, including meetings, programs, conferences, speaker presentations, workshops, trainings, gatherings, rallies, and other activities, which are scheduled through Scheduling Services. Events at university facilities that have their own internal scheduling and protocols (defined below as "Special Use Facilities") also fall within the scope of this policy. Scheduling academic classes is not within the scope of this policy. Scheduling department labs and conference rooms with a capacity of up to 25 persons is not within the scope of this policy. Departmental labs and conference rooms may only be scheduled for classes and labs or those events sponsored by a University Group. 

Definitions

Facilities: The designated interior spaces at the university campus include any theatre, auditorium, lecture hall or conference room with a capacity for 26 or more persons and any designated interiors which are owned or leased by the University.

Outdoor Areas: The outdoor areas of the University include the Manzanita Bowl, the Jot Travis Lawn, Knowledge Center Lawn, Hilliard Plaza, the areas adjacent to the E.L. Wiegand Fitness Center and the Pennington Student Achievement Center, as well as designated exteriors of university-owned or leased properties which are schedulable. The Outdoor Areas are also subject to UAM 5,303 regarding Public Forums on University Grounds for Non-Commercial Speech.

Special Use Facilities: A facility or portion thereof that has its own use priorities and internal scheduling offices and protocols. These Special Use Facilities include the Joe Crowley Student Union, Mathewson-IGT Knowledge Center (with the exception of classrooms), Redfield Campus, facilities assigned to Intercollegiate Athletics, and the residence halls. Special Use Facilities are subject to this policy but retain their ability to schedule Events and Major Events.

Special Use Outdoor Area: A Special Use Outdoor Area is an outdoor space with its own schedulable or reservable space, including the Quad, the intramural fields and exterior tabling areas as designated by the Scheduling Services Office and the Joe Crowley Student Union. Special Use Outdoor Areas are subject to this policy but retain their ability to schedule Events and Major Events. The Special Use Outdoor Areas are subject to UAM 5,303 regarding Public Forums on University Grounds for Non-Commercial Speech.

Event: Includes but not limited to, any function, meeting, gathering, rally, program, conference, speaker presentation, workshop, training, seminar, department meeting, review session, or student club meeting, that does not meet the definition of a Major Event.

Major Event: A Major Event is an event where:

a. Over 100 persons are anticipated to attend; or
b. The event is a concert or dance; or
c. Alcohol is intended to be served at the Event.

In addition, the University has the authority to designate an Event to be a Major Event if it reasonably determines, based on the facts and circumstances, that more than 100 persons are likely to attend the Event, and nature of the Event is likely to significantly affect campus safety and security (based on assessment from the University Police Services) or is likely to interfere with campus services, functions or activities. Any determination that an Event constitutes a Major Event shall be based on the university's assessment of information other than the content or viewpoints anticipated to be expressed during the Event.

University Event: University events include but are not limited to, ceremonies, new student orientations, commencement, athletic game days.

Outside Group: An organization, entity, group or individual not associated, affiliated, or employed by the University.

University Group: University departments or units, ASUN and/or ASUN-recognized clubs, GSA and/or GSA organizations.

Procedures

1. Use of University Space

Facilities, Outdoor Areas, Special Use Facilities and Special Use Outdoor Areas may be reserved, scheduled or used for Events or Major Events only by a University Group or an Outside Group sponsored by a University Group. Exceptions may be made by the President or designee(s) for the Facilities, Outdoor Areas, Special Use Facilities or Special Use Outdoor Area or for any other university site.

Sponsorship of an Outside Group by a University Group is effective upon written approval by the department chair/director or dean. In the case of graduate student organizations, approval shall be obtained by the Graduate Student Association (GSA) advisor. In the case of university recognized undergraduate groups, the group shall submit an application to the Student Events Advisory Board (SEAB). If the request is for an Event, upon its approval by the SEAB, the request shall be forwarded to the responsible scheduling office for review and/or final approval.

The University reserves the right to charge fees for sponsored Events and Major Events.

All Outside Groups sponsored by a University Group are required to identify themselves and any products, information or materials as not being endorsed by the University. This disclaimer shall be prominently displayed at all times for the duration of the Event or Major Event; on materials, the disclaimer shall appear in font size filling no less than 10 percent (10%) of each page of the materials. This disclaimer shall be announced at the beginning of the event.

The use of Facilities, Outdoor Areas, Special Use Facilities and Special Use Outdoor Areas is subject to approval in advance and may be prohibited during University Events, with the exception of the use of space to gather signatures or petitions per NRS 293.127565.

Failure to comply with this policy and the related UAM provisions shall result in the loss of the privilege to use the Facilities, Outdoor Areas, Special Use Facilities and Outdoor Special Use Areas for up to five years for both the University Group and the Outside Group. Appeals related to the loss of privileges shall be directed to the Office of the Provost.

Please see UAM 5,401 for Building Security and Access.

2. Scheduling of Events

The Scheduling Services Office is responsible for reviewing, approving, coordinating and scheduling the use of Facilities and Outdoor Areas for Events. The internal scheduling offices for Special Use Facilities and Special Use Outdoor Areas are responsible for approving, coordinating and scheduling the use of their respective Special Use Facilities and Special Use Outdoor Areas. Upon request, the Scheduling Services Office may assist in coordinating arrangements for Events held at any of the Special Use Facilities and Special Use Outdoor Areas. Exceptions may be made by the President or designee(s).

University Groups and Outside Groups shall comply with the rules and requirements of the Scheduling Services Office and the Facility, Outdoor Area, Special Use Facility and Special Use Outdoor Area where the Event is desired to take place.

In order to preserve space and flexibility for regular meetings of classes during prime academic periods, academic classes have scheduling priority over Events. Events will not be scheduled in classrooms until the tenth day of the semester on weekdays during the hours from 9:00 a.m. - 6:45 p.m. Events taking place during the first 10 days of the semester may be scheduled (requested) on the first day of classes. Events scheduled outside these hours may be scheduled prior to the tenth day of the semester but not before class schedules have been optimized. The final exam schedule prevails during final exam periods. All Events are subject to being moved if the room is needed to accommodate an academic class or if they interfere with regular university business functions.

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 shall be determined by Scheduling Services Office in conjunction with the Office of the President.

3. Scheduling of Major Events

The Scheduling Services Office is responsible for reviewing, approving the use of Facilities, Outdoor Areas, Special Use Facilities and Special Use Outdoor Areas for Major Events. The internal scheduling offices for Special Use Facilities and Special Use Outdoor Areas are responsible for scheduling and coordinating the use of their respective Special Use Facilities and Special Use Outdoor Areas. Upon request, the Scheduling Services Office may assist in coordinating arrangements for Major Events held at any of the Special Use Facilities and Special Use Outdoor Areas. Exceptions may be made by the President or designee(s).

University Groups and Outside Groups shall comply with the rules and requirements of the Scheduling Services Office and the Facility, Outdoor Area, Special Use Facility and Special Use Outdoor Area where the Major Event is desired to take place.

Major Events may not exceed the maximum room capacity for the desired facility space.

At least three weeks before hosting a Major Event, the University Group shall notify the responsible scheduling office to reserve the Facilities, Outdoor Areas, Special Use Facilities or Special Use Outdoor Areas and also shall notify the Scheduling Services Office to obtain approval for the Major Event. Requests for reservations of space received fewer than three weeks prior to the Major Event may not provide adequate time for review and assessment and may not be approved.

The University Group must complete and submit a Risk Information Form to Police Services regarding the Major Event. Police Services shall conduct a security assessment based on information provided on the Risk Information Form and such other information as Police Services may obtain. Police Services shall evaluate the risks based on objective and credible evidence of specific risks, and not on assessment of the viewpoints, opinions, or anticipated expression of the speakers. Permissible factors for consideration include but are not limited to: (a) the proposed location of the Major Event; (b) the estimated number of participants; (c) the time of the day that the Major Event is to take place; (d) the date and day of the week of the Major Event; (e) the proximity of the Major Even to other activities or locations that may interfere, obstruct, or lessen the effectiveness of the security measures being implemented; (f) the resources needed to secure the Major Event; (g) the anticipated weather conditions; (h) the estimated duration of the Major Event; (i) prior history or experience with events of a similar nature; and (j) any similar content or viewpoint neutral considerations relevant to assessment of security needs.

In granting or denying approval of the Major Event, the Scheduling Services Office may consult with other university offices, including without limitation, Police Services, Environmental, Health and Safety, Risk Management, Parking Services, Facilities Services, Student Services, General Counsel's Office, Provost's Office and the Office of the President regarding public safety, logistics, and impacts on other university functions services, or activities. As a condition of approval, the University may impose conditions or requirements on Major Events.

A proposed Major Event may be declined or delayed if, in the judgement of the University, the proposed Major Event would: (a) unreasonably disrupt other university functions, services or activities; (b) conflict with other Events or other university activities or functions; or (c) have inadequate logistical, security, or budgeting plans. Any determination to decline or delay a proposed Major Event shall be based on the university's assessment of information other than the content or viewpoints anticipated to be expressed during the Major Event.

After approval, if the University reasonably concludes that an imminent threat to safety or property exists or if the Major Event is not in compliance with all university policies, including but not limited to the Major Event requirements stated in this Section 5,302, the University may prevent the start of a Major Event, terminate a Major Event in progress, or relocate a Major Event from one place to another.

Nothing in the policy limits the authority of Police Services or other appropriate law enforcement authorities to declare an unlawful assembly and order immediate dispersal or otherwise enforce criminal laws.

If the Major Event involves an Outside Group sponsored by a University Group, the following additional rules may apply:

a. The University Group or Outside Group shall not publicly advertise or promote a Major Event before applying for approval to hold the Major Event as provided in this policy. Public advertising or promotion of a Major Event before applying for approval shall be grounds for denying the application to hold the Major Event. Submitting an application to hold a Major Event does not guarantee that approval shall be granted for the date, time, or Facility, Outdoor Area, Special Use Facility or Special Use Outdoor Area requested.

b. The Outside Group and the University Group shall formally identify who is responsible for the planning, advertising, security, implementation, or costs of the Major Events. The Outside Group may be required to obtain insurance, a security bond or sign a contract in order to obtain approval on to hold a Major Event at the University. The Outside Group shall reimburse costs of basic event security provided by Police Services. The requirement of insurance, a bond, executed contract or additional security fees shall not be charged to the Outside Group based on concerns that the subject matter of the Major Event or the viewpoints, opinions, or anticipated expression of those sponsoring or participating in the Major Event might provoke disturbances or response costs required by such disturbances.

c. The Outside Group shall agree to reimburse the University for any damage or injury arising from its Major Event and agrees to defend and indemnify the University from all losses, liabilities, or claims arising from its Major Event.

d. The Outside Group and the University Group shall comply with all university policies. At all times during the Major Event, the Outside Group and the University Group each shall have on-site, a responsible person charged with supervising the Major Event.

4. Approval Process

Approval to hold an Event or Major Event may be denied on any of the following grounds: (a) the application for approval to hold the Event or Major Event is not fully completed and/or submitted in a timely manner; (b) the application seeks to use a facility or area that the University has not designated as being available for Events or Major Events; (c) the University Group or Outside Group has not timely tendered any required user fee, insurance certificate, or security deposit; (d) the application contains a material falsehood or misrepresentation; (e) the University Group or Outside Group has on prior occasions damaged university property and has not paid in full for such damage, or has other outstanding and unpaid debts to the University; (f) the Event or Major Event conflicts with other functions, activities, Events, Major Events or University Events; and (g) the Event or Major Event is prohibited by law, by this policy, or by other NSHE or university policies.

For a detailed description of the approval process, see https://www.unr.edu/scheduling.

5. Final Approval

A preliminary hold or reservation or indication of availability does not constitute approval of the use of the venue at the proposed date and time. Final approval for Events requires written approval from the responsible scheduling office and final approval for Major Events requires written approval from the Scheduling Services Office.