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

Governing Policies

Policy 425

Policy 161

Procedures

Structure Procedures

Structure Procedures

Updated 1/3/2018 Dean of Students Office

Procedures are posted on the Event Services webpage.

The requirements of Policy 161: Freedom of Speech (Policy 161) 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.

What is a structure?

A structure is defined as any object (other than objects such as handbills, signs, small lawn signs, notices and posters, arm bands, or personal attire) used in expressing views or opinions, including but not limited to booths, buildings, billboards, banners, large lawn signs, and similar displays. (See Policy 161 Section 3.7.)

Tables are not considered a structure. If you are interested in reserving a table, please refer to UVU’s Scheduling a Table procedures, which can be found https://www.uvu.edu/eventservices/scheduling/index.html .

 

What are commercial structures?

For the purpose of Policy 161 and these procedures, commercial structures are structures intended, in whole or in part, for the profit of the person, organization, or institution engaged in the speech. Commercial speech at UVU includes speech paid for by persons or organizations who are not members of the university community. The sponsors of commercial structures are subject to established university fees and must comply with appropriate university procedures. (See Policy 161 Section 3.3.)

 

Who are members of the university community?

For the purposes of Policy 161 Free Speech and these procedures, members of the university community are all enrolled students, all persons employed by UVU, 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.

 

Who is a university organization?

For purposes of Policy 161 Free Speech and these procedures, university organizations are university administrative departments and academic schools/colleges, centers, institutes, or departments.

 

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

  1. 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.
  2. Members of the university community and their organizations that wish to erect a structure must first seek to obtain a permit from Event Services by fully completing and submitting a Request for Non-Commercial Structure Permit Form online at least 14 business days before the requested structure placement date. On this form, the applicant must identity the member or members of the university community responsible for the structure; the proposed location, size, and design of the structure; the period of time the structure will be in place. 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. A non-commercial organization may place a structure once a semester.
  3. The requested structure must comply with Policy 161 and these procedures. The person/organization seeking a structure must sign UVU’s Structure Agreement before a permit will be approved and must comply with the requirements of this Agreement, such as staffing the structure during daytime school hours.
  4. Structures may be placed in outdoor locations such as the SLWC Plaza or the Pope Science Courtyard. Indoor locations include the Lockhart Arena Concourse and in front of the Student Life Wall (located in the Sorensen Student Center across from the bookstore).
  5. Members of the university community may apply to place structures outside of above-named areas where they show in their permit application that the message is intended for an audience elsewhere on the campus. Structures may be placed in other locations per approval from the Fire Marshall.
  6. A structure will be approved only if the request adheres to Policy 161. including the following: a. The structure does not contain unprotected speech. (See Policy 161 Section 4.2.2.)
    1. The structure does not contain unprotected speech. (see Policy 161 Section 4.2.2)
    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.
    3. The structure will not impede the normal functions of or events at the University.
    4. The structure will not block or impede entry to any building or interfere with normal pedestrian or vehicular traffic.
    5. The structure will not cause physical damage to the campus.
    6. Outside structures may not exceed 30 feet wide by 8 feet high by 8 feet deep.
    7. Inside structures may not exceed 10 feet wide by 8 feet high by 8 feet deep.
    8. Structures may not be used for habitation.
  7. University maintenance personnel or other university officials may remove any noncommercial structures that do not comply with this policy.
  8. A-Frames may be checked out through Campus Connection and used for day of event directional signage. A $25 deposit is required when checking out the A-Frames. The index number is not charged if the A-Frames are returned. If a university organization has its own A-Frames the university organization must receive approval for locations through Campus Connection. A-frames should be made out of solid material and may not be larger than 24x36.
    1. A-frames should be made out of solid material and no larger than 24x36
    2. A-frames must be against the wall or the structure.
    3. To conform with ADA guidelines easels are not allowed in areas intended for foot traffic such as a hallway, walkway, or concourse.
    4. For event advertising purposes
    5. A-frame locations are available through Campus Connection.
    6. Two A-frame locations are available per event one week prior to the event date.
    7. If Campus Connection has to remove the A-Frames there is a $25.00 charge.
  9. UVUSA/Clubs may receive permission for additional structure locations in the SLWC and SSC. To request permission, please send an email to palmeral@uvu.edu and include the following information: i. Requested dates ii. Requested locations iii. Event information
  10. 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. http://www.uvu.edu/marketing/campusimage/. University organizations are subject to the requirements of Policy 161 Freedom of Speech. 

 

Commercial Structures

  1. Persons/organizations who are not members of the university community who are applying to erect a commercial structure must apply for a permit by fully completing and submitting a Request for Commercial Structure Permit Form online at least 15 business days before the requested structure placement date. On this form, the applicant must identity the person and organization responsible for the structure; the proposed location, size, and design of the structure. 2. The requirements of Sections (3), (4), (6), and (7) of the Non-Commercial Procedures listed above also apply to Commercial Structures.
  2. The fee for the placement of commercial structures, indoor or outdoors, is $125.00/day per structure per organization.
  3. Commercial structure permits may only be obtained for 8 hours per day from 8:00am-5:00pm Monday-Friday for a 1-day period three times a calendar year dependent upon availability of space.

 

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 found to:

 

http://www.uvu.edu/campusconnection/general/campusprint.htm

 

RESERVING

PROCEDURES

Reserving Table Procedures

Procedures are posted on the Campus Scheduling Office webpage.

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 Section 4.14.

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 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 from 9:00am-9:00pm.

 

Locations

For an ongoing updated list of table locations visit 25Live. The LA Concourse, WB Concourse, and GT Concourse are for academic department use only and may be reserved through 25Live.

 

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 must reserve tables through the Clubs Office by submitting a scheduling request form: https://orgsync.com/5947/forms/61725

           

Fairs

Fairs may be scheduled in the following concourse locations through 25Live: Hall of Flags, RL Concourse, SB Atrium, CB Concourse, and HP Concourse. The following outside locations may be reserved through 25Live: SL Plaza and the PS Courtyard. Each department may schedule up to two fairs per semester per location.

 

The LA Concourse, WB Concourse, and GT Concourse are for academic use only and may be reserved through 25Live. Each department may schedule up to two fairs per semester.

 

Clubs must reserve tables for a fair through the Clubs Office by submitting a scheduling request form:  https://orgsync.com/5947/forms/61725

 

Commercial Organizations

Commercial organizations may reserve one table to pass out fliers/handbills or promote their organization. Tables are available Monday –Friday from 9:00am-3:00pm and scheduled through Event Services (801-863-8612). 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 and may only be made three times a calendar year per organization. The cost is $35.00 per reservation for a certified 501c3 non-profit and government organizations and may only be made three times a calendar year per organization.

 

Locations

Table locations include the Student Life Wall across from the Bookstore in the Sorensen Student Center, south end of the Hall of Flags, and the Lockhart Arena Concourse. 

 

 

Food

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

 

Requirements

In order to reserve a table you must provide a Certificate of Insurance.

 

Recruiting Employees

Commercial organizations seeking to recruit potential employees must work through the Career Development Center. http://www.uvu.edu/cdc/

 

UVU Review Vendor Fair

Commercial organizations seeking to advertise in the UVU Review or attend the UVU Review Vendor Fair to promote products or services not related to recruiting employees, must contact the UVU Review. (Vegor Pedersen, VegorP@uvu.edu)

 

UVU Athletics

Commercial organizations seeking to participate in an athletic sponsorship, not dealing with recruiting employees, must contact the Athletics Department. (Nate Mathis, Nate.Mathis@uvu.edu)

 

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 found to:

 

http://www.uvu.edu/campusconnection/general/campusprint.html

 

 

 

 

Guidelines

 

OREM CAMPUS, OUTDOOR EVENTS ENDING AFTER 10:30 P.M. GUIDELINE

The following is not official university policy but rather a guideline used to facilitate the internal actions of the University or a particular unit within the University. Guidelines are not binding on the University and may be amended by the University at any time. A guideline, such as the one to follow, does not establish any contractual rights or obligations between the University and any individual

 

Executive Summary

To continue the development of a positive relationship with the community and to adhere to Orem City code, the following guidelines should be followed while hosting an outdoor event after 10:30 p.m. on the Orem campus. These guidelines do not supersede UVU Policy 161 Freedom of Speech.

Related University Policies and Local, State, or Federal Code

This guideline complies with:

Orem City Code 9-2-9-5 Disturbing the Peace

UVU Policy 161 Freedom of Speech

UVU Policy 425 Scheduling Campus Facilities

Venue

All outdoor events ending after 10:30 p.m. on the Orem campus should be held in schedulable campus spaces west of the Sorensen Student Center Courtyard and south of the Wolverine Services building. Outdoor events ending after 10:30 p.m. on the Orem campus will not be permitted in campus facilities adjacent to local neighborhoods (for example, McKay Education Fields, Parking Lot M21, Alumni House, etc.). In addition, the hosting party will be responsible for any clean-up of the facility beyond standard use.

Procedure

The following essential steps should be completed four weeks prior to hosting a scheduled, on-campus, outdoor event anticipated to end after 10:30 p.m. All events held after 10:30 p.m. must be approved by President’s Council. The Dean of Students will gather a list of potential outdoor events held after 10:30 p.m. from throughout campus and present the events to President’s Council every July. The Dean of Students will notify the person responsible for planning the event about the approval status. Once President’s Council has approved the events the following steps must be followed:

  • Coordinate with UVU Police to determine the number of officers, additional security, EMS, bathrooms, etc., that will be required. (If the venue does not provide adequate services, the event host shall be responsible for additional services, including any financial expenses that they incur.)
  • Notify Orem City Police of the event.
  • Contact the Director of Community Relations to coordinate notification efforts to neighboring communities.
  • For events with an age restriction of 18 years or older, attendees will be required to show photo ID for admission. The age restriction and need for ID should be clearly communicated in the weeks prior to and at the time of the event through sufficient publicity.
  • Contact the grounds and facilities departments to allow for necessary watering, lawn care, electricity, etc. Any damages to the venue will be the financial responsibility of the event host.
  • Notify Parking Services of the event and location.
  • As applicable, notify the campus community of the event through UVU Announce and the Campus Events Committee.
  • When sound (for example: music, emcee, speakers, etc.) is being used at the event, the sound should generally be projected west towards I-15 to prevent noise from carrying into neighboring communities.

 

Appeals Form 

Any person seeking to appeal decisions made pursuant to Scheduling Policy 425 including but not limited to event request denials, cancellations, and assessment of fees or damages may do so by submitting the following form.