Events Scheduling Procedures

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General Information

  • All areas of the campus must be scheduled for use. 
  • Locations can be scheduled:
    • Monday through Friday 7 am to 11 pm
    • Saturday 7:00 am to 5 pm (unless otherwise authorized)
    • The Student Center's hours are Monday through Saturday 6 am to midnight   
    • Except blackout dates which include federal, state and campus holidays and other dates

Request UVU Events 

Central scheduling of events and locations is done through the Campus Scheduling System. Requests should be made at least 5 business days in advance of the event. Requests for departmental scheduled location should be directly to the department.

Request Non-UVU Events

"Non-UVU " is defined as any groups or individuals who are not state or federally funded or co-sponsored by a UVU organization or department. Non-profits groups can receive discounted fees, but must provide proof of non-profit status. Non-UVU events are assessed a rental fee and in some cases are required to provide proof of insurance or purchase insurance through the University before events will be scheduled. Event and location requests should be requested through the non-UVU event request form. These requests should be made at least 10 business days in advance of the event. 

Request UVU Club Events

All UVU clubs are required to submit any UVU space requests to the UV Clubs Office. The Clubs office will then email them to the appropriate scheduling office. Requests should be made at least 14 business days in advance.

How Far in Advance Can Events be Requested?

Event requests can be submitted beginning June 15th of the current year, but not further out than December 31 of the following calendar year.  

Event requests in the Sorensen Center for the Fall  through Spring of the following year will not be scheduled until approximately June 15 when the UVUSA and academic special events have been scheduled. UVUSA has first priority for the Sorensen Center and the Student Life and Wellness Building.

Classrooms can be requested as follows:

  • Fall Semester – after July 15
  • Spring Semester – after November 1
  • Summer Semester – after March 1

Scheduling Priorities

Most areas are scheduled on a first come, first served basis. However, when receiving multiple requests, the Campus Scheduling Office will prioritize them in the following order:

  • First Priority: President's Office/Staff
  • Second Priority: UVU Faculty/Staff and UVUSA
  • Third Priority: UVU Sponsored Groups
  • Fourth Priority: Off-Campus Groups

Canceling of Events

If you need to cancel an event that has been previously scheduled please notify the one of the campus schedulers Joel Herd or Tracy Aubrey

Scheduling Policies

The policy for scheduling campus facilities includes the following sections:

  • University Offices Responsible for Facility Scheduling
  • Scheduling, Fees, and UVU Dining Services
  • Fronting of Events
  • Use of University Facilities by University Entities
  • Use of University Facilities by Non-University Entities
  • Scheduling
    • Sorensen Center Facilities
    • The Events Center and Baseball Facility
    • Classrooms for Credit Classes
    • The Capitol Reef Field Station
    • The Library

Requests to Film or to Perform Photo-shoots on UVU Campus. 

As of October 2014, UVU will only permit film shoots during the Summer break.  This does not include projects required for UVU credit classes, however, the shoot must be completed during the semester the student is enrolled for the credit class requiring the shoot.

Freedom of Speech policy

Commercial Organizations (Non-UVU Organizations) requesting a table

Commercial organizations may reserve a table to pass out fliers or promote their organization. Tables are available Monday –Friday from 9:00am-3:00pm through Event Services  801-863-8612. The cost is $125.00 per reservation and may only be made three times a calendar year per organization. Organizations must request to reserve a table 14 days in advance. Locations are the Student Life Wall across from the Bookstore in the Sorensen Student Center and the Lockhart arena concourse. 

  • Commercial organizations seeking to recruit potential employees should work through the Career Development Center.
  • Commercial organizations seeking to participate in an athletic sponsorships should contact the Athletics Department. 
  • Commercial organizations seeking to advertise in the UVU Review or attend the UVU Review Vendor should contact the UVU Review. 

Miscellaneous Information

No tape, thumb tacks, or push pins are to be used except for in designated areas. Permission from University Marketing (863-8206) or the Physical Plant (863-8130) is required for use of designated areas.