Event and Facility Policies

Requests for space prior to the facility opening time or extending beyond the closing time of the Student Union will be assessed overtime fees. Requests for extended hours must be made 10 business days prior to the event and are dependent upon staff availability.

• Student Organizations
  • $25 / hour with prior approval* 
  • $50 / hour without prior approval
• Departments
  • $100 / hour with prior approval
  • $200 / hour without prior approval

* Requests made for access during non-academic semesters will incur the departmental cost.

In order to best support the Student Union’s mission of intentional use of space to promote community, student learning, and development, advance room or space reservations are assessed and approved based on a tiered evaluation system.

Review the tiers below to identify how far in advance space may be requested in the Student Union based on event type.

Reservation types:

Level One:

• Campus-wide impact events or annual events involving extensive complexity and/or advanced planning may request space beyond the current calendar year, up to the time the University has released the academic calendar (rolling calendar)
• Level 1 events may request space beyond the current calendar year, up to the time the university has released the academic calendar, which is published on a rolling basis. These events are defined as events that have a campus-wide impact, annual events involving extensive complexity and/or advanced planning, or similar events that have a large scale.
• Examples: events hosted by executive campus leadership (Office of the Chancellor, Vice Chancellor for student Life, etc.), new student orientation, non-college specific career fairs, events sponsored by SGA or GSS that are open to all students, and Faculty Senate meetings

Level Two: 

• Traditional events including both student organization and department signature events with established audiences, department specific career fairs, departmental times may be limited to 4:30 p.m. *only applies to the actual event, not meetings associated with the group or department. Performances may be given the ability to reserve 2 rehearsal dates as a part of the performance. All other rehearsals are included in level 3.
• Level 2 events may request space up to one year in advance, with requests approved at the end of each calendar month. These events are defined as traditional events that include both student organization and department events with established audiences, department- or college-specific career fairs, and performances.
• Performances may be given the ability to reserve two additional rehearsal dates as part of the performance. (All other rehearsal events are included in Level 3.)

Level Three:

• Level 3 events may request space in the Student Union up to one semester in advance. Fall event requests for the following year will begin processing on December 1. Spring event requests for the following year will begin processing May 1.
• Level 3 events encompass registered student organization meetings and events as well as additional rehearsals for performances.

Level Four: 

• Campus events or meetings for other groups (non-registered student organizations, staff meetings, etc.) that occur between 7 a.m. and 4:30 p.m. may be requested one semester in advance. Fall event requests for the following year will begin processing on December 15. Spring event requests for the following year will begin processing May 15.
• Time extensions may be requested using the event exemptions form. For non-traditional events, an agenda or creative brief explaining the nature of the event and the intended audience must be provided with the event exemptions form.

Level Five:

• Level 5 events are events or meetings not related to a registered student organization that begin or end after 5 p.m. Event organizers may request space in the Student Union for the fall semester starting the Tuesday after Labor Day. Event organizers may request space in the Student Union for spring and summer semesters starting February 1.

• The group initiating the reservation for the event, also known as the event sponsor
• If charges are incurred, the event sponsor is responsible for the timely payment.

Multi-group Events

• The group initiating the reservation is the party responsible for the event, also known as event sponsor.
• If charges are incurred, the event sponsor is responsible for the timely payment.

Sponsorship Requirements and Fronting

UTK’s Office of Campus Event Services and UTK’s Student Union are not authorized under Tenn. Comp. R. & Regs. § 1720-01-12.07(4) to enter contracts for the rental of UTK Properties to Non-Affiliated Persons whose proposed activities on UTK Property are not Authorized Events. All Non-University-Initiated Events must be sponsored by an Authorized Event Organizer. The event sponsor must be identified as the sponsor responsible for the event.

The responsible sponsoring party requesting event space through the Office of Campus Event Services must plan the event and be present at the event. A sponsor may not “front” for another organization for the purpose of securing a venue at no cost or reduced fees for a Non-University-Initiated Event. For example, a community group or for-profit entity may not utilize a registered student organization to reserve a venue unless the event is planned by the student organization and open to students. Authorized Event Organizers who violate this requirement may be barred from using UTK Property.

Student organizations and university departments that meet any of the criteria below will be charged the sponsored rate for space.

• Partnership: Through partnership or collaboration, the university department or student organization is providing an external organization with shared access to space. Partnerships provide a service for, or enhance, the mission of UTK.
• Revenue Generation: The event generates revenue for a university department or external organization, may include membership fees or registration fees.
• Participation: The event audience consists primarily of Non-UTK students, faculty, staff and guests.

Space rental includes setup/breakdown, tables, chairs, and any AV systems permanently installed in the space. Supplemental service fees may still apply. Fee structures for Non-University Events by Non-Affiliated Persons and Sponsored Events is available.

• Space reservations are booked with a standard period for event set up.
• Additional set up time may be allocated based on the scope and complexity of the event.
• If interested in requesting additional set up time, please direct inquiries to the Student Union Event Services staff.
• Groups may not hold multiple spaces on multiple days for the same event, while a final date is being confirmed.

AV and sound must be requested at the time of requesting space to ensure the space is completely set prior to the meeting or event.

• Student Union staff are responsible for setting and the powering on and off of all equipment.
• Event sponsor is responsible for damage to equipment.
• Ethernet port activation must be requested to the Student Union a minimum of 10 business days in advance.
• Webcasting and other services via OIT must be coordinated with the Student Union. Notice of 10 business days notice must be given to the Student Union.
• Last-minute changes/requests for tech services may not be available. Charges may apply for last-minute requests.

To maintain the cleanliness and longevity of the facility, there are limitations on decorations. Additionally, the University’s decoration policy is available.

• All decorations need advanced approval by Student Union staff, including balloons.
• At end of event, the sponsoring group must remove all decorations.
• Damage and clean-up fees applicable, as necessary.
• Glitter and confetti are Use of either will incur a cleaning fee.
• Shall not obstruct exit signs, the clear path to an exit, view of an exit, a fire alarm pull station or fire extinguisher.
• Must be flame resistant or flame retardant.
• Candles and open flame decorations are explicitly not permitted.
• Props such as clay, modeling compound, glow sticks, paint, etc. that could damage fixtures should be used with caution.
• Live or cut trees are prohibited for use inside buildings.
• Artificial trees shall be labeled or identified as being flame retardant or flame resistant.
• Artificial trees shall not impair the required width of any component (e.g. hallways) of egress.
• No bubble, fog, or smoke machines.
• No fountains or water machines.
• No decorative materials may be attached to, be suspended from or cover any part of the ceiling including light fixtures.
• Must not be attached to any window frames, walls, doors or doorframes by any method that damages the finish when removed. This would include nails, tacks, brads, staples, screws and adhesives.
• Any decoration material which is normally considered flammable, such as batting, cloth, cotton, hay, stalks, straw, vines, leaves, trees, moss, corn stalks, crepe paper and similar materials must be of fire-resistant quality and should bear the seal of approval of the FM or UL.
• Plastics, Styrofoam’s, and polyurethane foams cannot be used for decorations or furnishings.
• Garland, lights, or other decorations shall not be wrapped around or attached to handrails.

Decorations should not cover any signs, including door numbers, exit signage, and similar postings.

• Event sponsors are responsible for the cost of repairs to the facility; cleaning, repair or replacement of equipment in the event any damage is incurred.
• Event sponsors are responsible for items that are stolen during an event.

• Event sponsor may request off-campus rental equipment, deliveries, and floral arrangements.
• Event sponsors are responsible for arranging deliveries and removal of all deliveries and floral arrangements.
• Seven (7) business day notice to the Student Union is required.
• All delivery and pick-up times must be coordinated through the Events Services office.
• The Student Union has the right to refuse deliveries of rental equipment if said delivery was not coordinated through the Event Services office.
• Storage and delivery policies also apply to off-campus rental equipment and floral arrangements.
• The Student Union Event staff can arrange for rental equipment and deliveries on behalf of the Event Sponsor via university agreements with off-campus vendors.
• All rental fees will be charged back to the Event Sponsor via invoice.
• The Student Union has partnered with Random Acts of Flowers and can assist, if notified of intent by Event Sponsor, in arranging the donation/pick-up of floral arrangements.

• 21st Mortgage Plaza & Cumberland Plaza: Amplified sound is not permitted during class times (8:00 a.m.-5 p.m.) due to proximity to Haslam College of Business and Stokely Management classrooms.
• Airwalls in Pilot Ballroom, 262, and 362 are not soundproof. As such there are limitations on sound that are dependent upon other occurring events.
  • Ballroom: sound levels may not exceed 62.2db unless permission is granted in writing from Student Union Event services

• The Federal Copyright Act states anyone wishing to show a film or other copyrighted material must first obtain a public performance license agreement.
• Owning a copy of the material, renting the material, or streaming the material is considered a violation of the Act.
• The Center for Student Engagement can assist in obtaining copyright permissions for Event Sponsors wishing to show copyrighted material.
• All Event Sponsors must submit the license to Event Services seven business days prior to the event.

Fulfillment of last-minute changes and requests is based on time, staff availability, and resources.

• Fulfillment of late space requests may occur if an appropriate room and/or staffing are available.
• Set-up changes/requests and tech services may not be available.
• Charges may apply for some last-minute requests.

Cancellations must be submitted to [email protected]. Advanced notice must be given, or the reservation will be considered a no-show. Groups may be charged up to 10 percent of the room rental cost for late cancellations. If groups frequently cancel reservations for space held, groups may be limited in reserving future space. 

A no-show is documented for any meeting or event when the group fails to show within the specified start times below. Groups may be charged up to 10 percent of the room rental cost for no-shows.  

• within the first 20 minutes of a meeting or event scheduled for two hours or less
• within the first 45 minutes of a meeting or event scheduled for more than two hours

Repeated no-shows may result in a revocation of privileges. The Student Union Director (or designee) will review appeals.

• First offense: Warning email sent to Event Sponsor.
• Second offense: Warning email sent to Event Sponsor. Probation for the remainder of the semester. (While on probation, the reserving group may continue to use the space; no additional spaces can be reserved for that semester. However, the next no-show will result in cancellation of the remainder of reservations.)
• Third offense: All remaining reservations cancelled, and the Event Sponsor will be placed on probation for the following (non-summer) semester.

Digital displays in common areas of the facility are available for marketing purposes. The displays can only be utilized for:

• Programs/services happening in the Student Union
• Events sponsored by University departments.

Digital displays may be available to promote campus wide initiatives at the discretion of the Student Union. Student organizations and external events are not permitted to be displayed on the digital signage.  The Student Union is unable to target digital advertising to specific Union locations or times.

Submissions less than one week prior to the event cannot be accommodated.

To request the use of the digital signs please visit the digital sign information page.

Transoms:

The Student Union is visited by 2.5 million guests annually.  Given this level of traffic, the Student Union allows the transoms above several primary access points to be reserved for graphic promotions.

• Transoms available for use include:Volunteer Blvd entrance
• 21st Mortgage Plaza entrance
• Cumberland entrance
• Philip Fulmer Entrance
• Ped Walkway Entrance
• Transom may be reserved by University departments to promote programs or services for students with campus-wide impact.
• Priority will be given to programs and services occurring in the Student Union.
• Transom promotion is unavailable to external groups during the academic year.
• Transom graphics may only be mounted for three weeks, with ½ week before and after for mounting & removal.
• Graphics must be approved by the Student Union staff prior to application.
• University department is responsible for application of graphics.
• Student Union staff will remove the graphics.

In order to request transom promotion, please email [email protected].

• Aramark’s Vol Dining is the exclusive caterer for the Student Union. To place an order, visit Vol Dining’s catering menu or call 865-974-2406.
• All alcohol-related requests must be requested through Aramark. Visit the UT System Alcohol Policy for more information.

All collection box requests must be approved by the Student Union Event Services office.

• The Student Union can accommodate up to two organizations or departments who can each place one collection box at an appropriate location in the Student Union.
• Appropriate locations include immediate adjacency to the Information Desk, VolShop lobby, Center for Student Engagement common area.
• The Student Union cannot allow competing collection boxes (i.e. two sponsors collecting books will not be approved for the same time period).
• Each box must be clearly labeled as belonging to the sponsoring organization or department and the non-profit receiving the items.
• These boxes may stay for a maximum of two weeks and must be emptied regularly by a member of the sponsoring organization or department.
• Donation boxes will be stored within the Student Union on home football game days.
• Any materials remaining after two weeks will be taken to UT Surplus and the sponsoring organization will lose collection box privileges for the remainder of the academic year.

• Tabling space is reserved through events.utk.edu or by emailing [email protected].
• There are 12 tabling locations available in the Student Union.
• A map of tabling locations is available.
• Each tabling location is 6’ depth X 8’ width.
• Upon arrival for their reservation, organizations and departments need to check in at the Information Desk to have Student Union staff set their table.
• The Student Union reserves the right to limit volume and/or discontinue table sound.
• Organizations and departments may not wander from the reserved space and/ or actively solicit within walkways or in areas that would hinder ingress/egress / ADA compliance.
• In the event of rain or other inclement weather, tabling locations are allocated at the discretion of the Student Union staff.
• Due to limited hallway space outside meeting and event spaces, the Student Union will place registration and check-in tables as close to the requested space as possible without hindering ingress/egress / ADA compliance.
• Tabling requests are limited to 1 table per reservation/group.
• Chairs are not provided with tabling requests, but groups may bring their own. 
• Non-Union provided tables are not permitted. Any table placed in non-approved locations will be removed. 
• Violation of the policy may result in cancellation or denial of future tabling requests.
• Tabling requests are subject to the Sponsorship & Fronting guidelines as all UTK events.

• Tabling space may be requested through 25Live or by emailing [email protected]. 
• The Student Union can provide tables for smaller events or tabling locations on 21st Mortgage Plaza. 
• Tables need to be requested from Facilities Services, 865-946-7777, or visit the Facilities Services website.

• Both commercial and non-commercial solicitations are prohibited in nonpublic areas of the university.
• Solicitations and sales in public areas of the university are restricted to invitees, registered organizations, and faculty, staff, and students of the university and are subject to reasonable restrictions as to time, place, and manner.
• As it pertains to student organizations, “solicitation” is defined as the seeking of funds or support by a registered student organization from sources other than its members, including the procurement of supplies and other forms of support and the selling and distribution of items, materials, or products and services.
• Please note that bake sales are not permitted in the Union.
• Information on solicitation, information distribution, and associated university and state policies area available on the Center for Student Engagement website under Solicitation and Event Requests.

Storage in the Student Union is extremely limited.

• The Student Union retains the right to limit stored items and does not guarantee available storage space.
• The Student Union will not be held responsible for any damage, theft, or loss of items left in stored facilities.
• The Student Union must be notified in advance of planned deliveries that may or may not require storage.
• Pick-up of stored items must occur no later than one business day after the event.  Any items left will be disposed of at the end of the courtesy business day.

For reasons of liability, safety, health and sanitation, no animals of any type are allowed in any University of Tennessee, Knoxville campus-owned or leased buildings with the following exceptions:

• Service animals as defined by the Americans with Disabilities Act of 1990, for use by faculty, staff, and students. The University of Tennessee Knoxville recognizes the ability of persons with documented disabilities to utilize service animals as defined by the Americans with Disabilities Act 1990 (ADA). Faculty or staff of UTK who require a service animal should consult with the Office of Equity Opportunity and Accessibility. Students who require a service animal should consult with the Office of Disability Services for accommodation. Service animals, including Human Animal Bond in Tennessee (HABIT) animals, are permitted only when they are working in appropriate locations or as part of the evaluation process.
• Approved research animals as used in accordance with the Institutional Animal Care and Use Committee (IACUC)
• Animals used for undergraduate and graduate research and teaching or instructional purposes are allowed provided the animals have IACUC approval or the owner has a letter from a licensed Veterinarian attesting the animal is healthy and would pose no harm to the public. The letter from the Veterinarian should be available upon request.
• Animals professionally trained for theatrical purposes and directly supervised by show personnel within a controlled environment.
• Animals professionally trained for search and rescue activities or law enforcement.
• Animals in official University-approved parades on campus.
• Official University mascots, including opposing teams.
• Emotional support animals in university housing that have been approved for students by the Office of Disability Services as a reasonable accommodation.

• Due to safety concerns for members of the University community, the use of any wheeled or mechanical transportation in the Student Union is prohibited.
• This prohibition includes but is not limited to, bicycles, hoverboards, skateboards, skates, or scooters.
• Due to the risk of fire, hoverboards cannot be plugged into an electrical outlet inside the Student Union.
• This policy does not affect devices used for the accommodation of a disability.

The following activities may not be held in the Student Union:

• Regular and recurring class meetings, extra class meetings, required project meetings, seminars, and/or individual course orientations.
• Other recurring academic activities such as certificate and other credit-bearing programs.

• Posting of any item on Student Union painted surfaces, doors, or windows is prohibited.
• Hand billing in the facility is prohibited.
• Items posted or distributed in violation of this policy will be removed, and the individual posting/distributing them will be assessed any costs of removal or repair of damage.