A.    Currently there are two policies relating to scheduling facilities on campus. In an effort to promote better coordination and make scheduling on campus easier for end users, this policy combines scheduling offices and procedures.

A.    All scheduling of institutional facilities must be scheduled through the university’s Central Scheduling Office.

B.     The Central Scheduling Office will inform all non-university entities of university policies and procedures and require all forms to be completed prior to use of the facilities.

C.     The Central Scheduling Office will also schedule facilities for all university entities. The Central Scheduling Office will make reasonable efforts to accommodate space requests by institutional entities.

A.    All events must be scheduled through the Central Scheduling Office. Application for use of institutional facilities may be reviewed on a basis for health and safety concerns and other institutional policies. Appeals to the decision of the Central Scheduling Office may be made to the Office of the President.

B.     Facilities will not be rented to non-university entities for commercial purposes without the written                                                approval of the Board of Trustees. Due to the nature of the function of the McKay Events Center, including the baseball facility, this procedure will not apply to the McKay Events Center and the baseball facility.

C.     With the exception of the Sorensen Student Center, rental income will be deposited into a dedicated credits account. Department reimbursements will be done once a year after evaluations of the dedicated credits account.                                                                                                                 

D.    There is a standard set-up for wedding receptions. If a non-standard set-up is required there will be an extra charge, to be negotiated with the university.

E.     All events must be accompanied by a rental/use agreement prepared by the Central Scheduling Office. Campus departments may not schedule department labs, fields, etc. to non-campus groups without scheduling through the Central Scheduling Office.

F.      Cancellations must be made 1 week prior to an event to avoid assessment of fees.

G.    Any and all food must be scheduled through the Dinning Services Office for scheduled events.

H.    Non-university Entities: A non-university entity is defined as any group or individual that is non-university funded. State Risk Management requires any outside entity renting or using the facilities to purchase insurance or submit a Certificate of Insurance listing the university as certificate holder.

I.       Rental fees:

1.      University or State Entity (actual University or State department) may be required to pay the actual expenses that are over and above the normal operating costs.  An estimate of these expenses will be provided with the use agreement.

2.      Non-university Entity

*Scheduling of labs or specialized classrooms requires approval of the appropriate department chair, and those rooms may be charged at different rates.

3.      Non-profit IRS 501C3 and 170B1A Organizations: Classrooms $10.00 per hour, ½ price rental for Sorensen Student Center rooms.       

4.      All UVU sponsored conferences or users charging a registration fee will be charged $2.00 per registrant wear and tear fee.

J.       The Sorensen Student Center will give priority scheduling to ASUVU. ASUVU must submit their master calendar by June 1 for scheduling requests for the coming academic year. After June 1, all scheduling requests will be considered on a first-come, first-served basis.