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Event Services follows University Policy and supporting procedures to accommodate space requests

Event Request Forms

Additional Event Forms

Please submit either a 25Live or external event request form before submitting any of the additional event forms. 

 Procedures

Accommodations for Individuals with Disabilities

Accommodations for Individuals with Disabilities

Events will work with the assigned coordinator to make sure the location and event set up matches the accommodations needed. Please contact the Office of Accessibility Services Accessibility Services | Utah Valley University for visitors who wish to request an accommodation related to accessing UVU services, programs, activities, facilities, or communications.

 

Structures

The requirements of Policy 161: Freedom of Speech govern these procedures. These structure procedures may not violate Policy 161 and must be applied in a viewpoint-neutral and nondiscriminatory manner. To the extent there is a difference between Policy 161 and these procedures, Policy 161 will govern. See Policy 161 Section 4.14.

Definitions

What is a structure?(See Policy 161 Section 3.7.)

What are commercial structures? (See Policy 161 Section 3.3.)

Who are members of the university community?(See Policy 161 Section 3.4.)

Who is a university organization?(See Policy 161 Section 3.10.)

Non-Commercial Structure Procedures (University community and University organizations)

Members of the university community and their organizations may erect non-commercial structures on campus to express their views or opinions subject to the limitations on unlawful/unprotected speech and reasonable and nondiscriminatory time, place, and manner restrictions.

  • The requested structure must comply with Policy 161 and these procedures.
    • The structure does not contain unprotected speech. Policy 161 Section 4.2.2.
    • The structure is deemed by UVU not to potentially cause a safety hazard, violate building/fire codes, or otherwise violate UVU facilities policies or procedures.
    • The structure will not impede the normal functions of or events of the University.
    • The structure will not block or impede entry to any building or interfere with normal pedestrian or vehicular traffic.
    • The structure will not cause physical damage to the campus or its landscaping.
    • Outdoor structures may not exceed 30 feet in width, 8 feet in height, and 8 feet in depth.
    • In door structures may not exceed 10 feet in width, 8 feet in height, 8 feet in depth.
    • Structures may not be used for habitation.
    • University maintenance personnel or other university officials may remove any noncommercial structures that do not comply with this policy.
    • A structure will be approved only if the request adheres to Policy 161. including the following:
  • Members of the university community and their organizations that wish to erect a structure must first submit their request through 25 Live and complete the structure permit form at least 14 business days before the requested structure placement date. The structure request must then be approved by Event Services and Campus Connection.
  • Outdoor locations where structures may be placed are the SLWC Plaza and the Pope Science Courtyard. Indoor structure locations are the Lockhart Arena Concourse and the Student Life Wall (located in the Sorensen Student Center across from the bookstore).
  • Structures placed outside of the above listed locations will need additional approval from the area's supervisor.
  • Any structure request may be subject to additional approval by the university's Fire Marshall/Risk and Safety departments. This additional review will take place at the discretion of Event Services.
  • Generally, a structure can be placed for up to 7 days, 12 hours per day for booths and buildings of any kind, and 24 hours per day for other structures based on availability.
  • University organizations are not subject to the above-described procedures when they wish to place structures inside their office suites. University organizations wishing to place structures immediately outside of their office suites are not subject to the above-described procedures but must obtain prior written permission from the Campus Image Committee . University organizations are subject to the requirements of Policy 161 Freedom of Speech.

Commercial Structure Procedures Persons/organizations who are not members of the university community)

  • The policies and procedures for requesting a structure is the same as outlined above under Non-Commercial Structure Procedures sections 1-5.
  • The fee for the placement of commercial structures, indoor or outdoor, is $125.00/day per structure per organization.
  • The length of time, place, and manner of structure placement is up to the discretion of Event Services. Commercial structures may only be staffed for up to 8 hours per day between the hours of 8:00am and 5:00pm.
  • If the structure is set up overnight or otherwise after business hours, UVU is not responsible for any theft or damage to the structure. It is the responsibility of the organization requesting the structure to maintain its security.

 

Table Reservations

The requirements of Policy 161: Freedom of Speech (Policy 161) governs these procedures. These Reserving Table Procedures are viewpoint-neutral, nondiscriminatory, and may not be interpreted to violate Policy 161. To the extent there is a difference between Policy 161 and these procedures, Policy 161 will govern. Refer to Policy 161.

What tables are covered by these procedures?

Any organization that would like to reserve a table in UVU hallways or concourses for commercial or non-commercial purposes to publicize a service or event must reserve a table through the campus scheduling office and follow these procedures.

Who are members of the university community?

For the purposes of Policy 161: Free Speech and the structure procedures, all enrolled students, all persons employed by the University, including but not limited to administrators, faculty, and staff, and all organizations comprised of members of the university community, such as UVUSA and chartered student clubs.

What is a university organization?

For purposes of Policy 161: Free Speech and the structure procedures, university administrative departments and academic schools/colleges, centers, institutes, or departments.

What is a table?

A table is used to display or disseminate information at various approved table locations throughout campus for daily use.

What is a fair?

A reservation is considered a fair when an event requires maximum table capacity in a concourse.

Reservation Procedures for Non-Commercial (UVU) Organization

Tables

University organizations may reserve a table through Event Services to promote their departmental resources and events. Tables are available on a first come first serve basis and reserved through 25Live. Requests to reserve a table must be received 10 business days before the requested date. Once approved, the reservation confirmation will be provided by e-mail within 5 business days. Tables are available Monday through Saturday anytime during UVU Hours of Operations

Locations

For an ongoing updated list of table locations visit 25Live. The LA Concourse and WB Concourse are for academic department use only.

Food

If you wish to use food as part of your promotion you must follow UVU Policy 221 and work with UVU Catering Services.

UVU Student Clubs

Student clubs need to complete the Clubs Scheduling Request Form, on the Clubs website, to reserve tables. You can also contact the Clubs Office, clubs@uvu.edu, for other ways to promote your club.

Commercial Organizations

Commercial organizations may reserve one> table to pass out fliers/handbills or promote their organization. Tables are available Monday - Friday and scheduled through Event Services

At https://www.uvu.edu/eventservices/scheduling/form_external.html. Once approved, the reservation confirmation will be provided by e-mail within 5 business days.

Fees

The cost to reserve a table is $75.00 per reservation for any business or any non-UVU entity. The cost is $35.00 per reservation for a certified 501c3 non-profit and government organizations. The reservation fee covers the cost of using (one) 6ft x 3ft table, up to four chairs, a tablecloth, and table skirt (provided by Event Services).

Locations available for Outside Organization Rental

Table locations include the Student Life Wal, the Ragan Art Wall, the south end of the Hall of Flags, and the Lockhart Arena Concourse. Event Services will help clarify table location once scheduled.

Requirements

For non-UVU entities to reserve a table, the entity you must provide a Certificate of Liability Insurance and sign UVUs Use of Premises Agreement.

Recruiting Employees

Commercial and non-UVU organizations seeking to recruit potential employees must coordinate these efforts through the UVU Career Development Center.

Parking Lots

Events held in UVU parking lots or requesting any type of parking services may require additional approvals from Parking Services. https://www.uvu.edu/parking/validation.html

 

Specialty Conference Rooms

Specialty conference rooms on campus may require additional approval to schedule for meetings or events. Event Services will notify the event organizer if such approvals are needed.

Fulton Library Bingham Gallery

Use of the FL Bingham Gallery for internal UVU sponsored and co-sponsored events requires written VP approval submitted to Event Services prior to the confirmation of the event. The FL Bingham Gallery is not available for external events.

Indoor Event Space
  • *Priority UVU Group Event Scheduling will be completed prior to dates being released to the public. Please work with your department representative for priority scheduling. No events can be scheduled in Academic Spaces the first (3) weeks of the semester and during final exam weeks and the end of every semester.*
  • These dates listed below are the general scheduling timeline that events can be requested and submitted to Event Services for the upcoming school year.

UVU Indoor Event Space

Semester

UVU Groups

Non-UVU Groups

 

Fall/Spring

(August-April)

August 1, (same year)

August 15, (same year)

 

Summer

(May-July)

March 1, (same year)

April 1st, (same year)

  • *All dates are flexible or subject to change depending on the completion of academic scheduling. All academic classroom scheduling will be completed before any events can be scheduled in designated academic space for the upcoming school year. We schedule events on an academic calendar and cannot schedule events for future events outside of the proposed schedule.*
Outdoor Event Space
  • Outdoor event space can be requested for the following school year by the dates listed. Outdoor event space are available one a first come, first serve basis, according to the Freedom of Speech Policy 161.

UVU Outdoor Space

Semester

UVU and Non- UVU Groups

 

 

 

Fall (August-December)

July 1, (same year)

 

 

Spring

(January-April)

July 1, (prior year)

 

 

Summer

(May-July)

March 1, (same year)

           
Event Ticketing

University Tickets: https://uvu.edu/tickets/ 

Event Signage

 

Reservation Procedures for Non-Commercial (UVU) Organization

Tables: University organizations may reserve a table through Event Services to promote their departmental resources and events. Tables are available on a first come first serve basis and reserved through 25Live. Requests to reserve a table must be received 10 business days before the requested date. Once approved, the reservation confirmation will be provided by e-mail within 5 business days. Tables are available Monday through Saturday anytime during UVU Hours of Operations.

Locations: For an ongoing updated list of table locations visit 25Live. The LA Concourse and WB Concourse are for academic department use only.

Food: If you wish to use food as part of your promotion you must follow UVU Policy 221 and work with UVU Catering Services.

UVU Student Clubs: Student clubs need to complete the Clubs Scheduling Request Form, on the Clubs website, to reserve tables. You can also contact the Clubs Office, clubs@uvu.edu, for other ways to promote your club.

Commercial Organizations

Commercial organizations may reserve one table to pass out fliers/handbills or promote their organization. Tables are available Monday - Friday and scheduled through Event Services

At https://www.uvu.edu/eventservices/scheduling/form_external.html. Once approved, the reservation confirmation will be provided by e-mail within 5 business days.

Fees: The cost to reserve a table is $75.00 per day for any business or any non-UVU entity. The cost is $60.00 per day for a certified 501c3 non-profit and government organizations. The cost is $40.00 per day for co-sponsored groups. The reservation fee covers the cost of using (one) 6ft x 3ft table, up to four chairs, a tablecloth, and table skirt (provided by Event Services).
Table locations include the Student Life Wal, the Ragan Art Wall, the south end of the Hall of Flags, and the Lockhart Arena Concourse. Event Services will help clarify table location once scheduled.

Requirements: For non-UVU entities to reserve a table, the entity you must provide a Certificate of Liability Insurance and sign UVUs Use of Premises Agreement.

Recruiting Employees: Commercial and non-UVU organizations seeking to recruit potential employees must coordinate these efforts through the UVU Career Development Center.

Appeals

Any person seeking to appeal decisions made pursuant to sections 4.8-4.14 of Policy 161 such as the denial of a request to post signs, notices, or posters; the removal of signs, notices, or posters by university staff; the assessment of damages caused by protests/demonstrations; the denial of permission to erect a structure or restrictions placed upon a structure's permit; etc., may do so by submitting a written appeal including the specific reasons for the appeal request within five business days of the adverse decision.