8.06 Special Use Facilities

This is not the current policy. For the latest, click here.

I. POLICY STATEMENT

In accordance with Rule 80106 of The University of Texas (UT) System Rules and Regulations of the Board of Regents, the president of The University of Texas at San Antonio (UTSA) may designate specific facilities such as special event centers, conference centers, concert halls, theaters, auditoria, or other facilities as “Special Use Facilities” and may designate rules for the use of such Special Use Facilities.

II. RATIONALE

This policy provides for institutional control and oversight of the usage of Special Use Facilities at UTSA. A dedicated special use policy is required by the UT System Board of Regents’ Rules and Regulations, Rule 80106.

III. SCOPE

This policy governs the usage of UTSA Special Use Facilities by individuals, groups, associations, or corporations without the necessity of joint sponsorship by the UT System or any of the institutions.

IV. WEBSITE ADDRESS FOR THIS POLICY

http://www.utsa.edu/hop/chapter8/8-6.html

V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

UTSA or UT System Policies or the Board of Regents' Rules & Regulations

UT System Board of Regents' Rule and Regulations Rule 80106, Special Use Facilities
UTSA Handbook of Operating Procedures (HOP) policy 5.07, Use of University Center Facilities
UTSA HOP policy 8.05, Use of University Facilities by Outside Groups
UTSA HOP policy 9.36, Tobacco Free and Smoke Free Campus

VI. CONTACTS

If you have any questions about HOP policy 8.06, Special Use Facilities, please contact the following office:

The Office of Events Management & Conference Services
210-458-4155

VII. DEFINITIONS

Athletic Purposes: “Athletic purposes” refers to utilizing facilities overseen by the director of Athletics or the director of Campus Recreation exclusively for sporting activity. It does not include using those facilities as a meeting space or a non-sporting event space.

Conferences/Conventions: Conferences/conventions are events involving only registered members of an external organization as attendees and speakers, presenters or facilitators and occurring no more than annually.

Special Use Facility: Special Use Facilities may be reserved and used by non-university individuals, groups, associations, or corporations without the necessity of joint sponsorship by the UT System or any of the institutions. Currently designated Special Use Facilities at UTSA include the Institute of Texan Cultures (ITC), Recreation and Wellness Center and Recreation Field Complex, the Convocation Center and Athletic Facilities, and the University Center.

VIII. RESPONSIBILITIES

President
The President designates specific facilities such as special event centers, conference centers, concert halls, theaters, auditoria or other facilities as “Special Use Facilities” and may designate rules for the use of such Special Use Facilities.
Facility Responsibilities
The contact person or office responsible for the specific building or facility reviews, responds to, and manages all requests and logistics for reservations and use of the corresponding facility.

Location	Authorization for Food/Drink	Designated Reservation Office
Recreation and Wellness Center and Recreation Field Complex	By special arrangement	Director of Campus Recreation
Convocation Center and Athletic Facilities	Concession only or by special arrangement	Director of Athletics
Institute of Texan Cultures	By special arrangement	Executive Director, ITC
University Center	By special arrangement	Events Management and Conference Services
Assembly Room	By special arrangement	Extended Education
Durango Building 1st Floor	By special arrangement	Extended Education
Aula Canaria	By special arrangement	Extended Education
Buena Vista Theatre	By special arrangement	Extended Education

IX. PROCEDURES

Regulations Governing Use of Special Facilities
1. Designation as a Special Use Facility does not constitute the facility a public facility or forum that is open to use by individuals, groups, associations, or corporations on a first come, first served basis.
2. Priority in the reservation and use of Special Use Facilities shall be given to programs and activities of the UT System or UTSA that are in furtherance of and related to the educational, cultural, recreational, and athletic programs of the institution.
3. As a lower priority, the rules and regulations may provide for reservation and use of Special Use Facilities by individuals, groups, associations, or corporations without the necessity of joint sponsorship by UTSA.
4. Campus space is not generally available to be leased or rented for public purposes by those not associated with the University, but as a lower priority to events sponsored by the University and University community, external users may request to use space for athletic events/camps, private social gatherings for invited guests (e.g. weddings, proms, quinceaneras, birthday parties), conferences/symposiums/workshops/retreats/trainings related to the education profession and/or institutional mission, activities (meetings, trainings, hearings) of other governmental entities/agencies and business/industry associations related to the institutional mission. Any external users must abide by all applicable laws and University policies.
5. Priority scheduling rules vary for each of UTSA’s Special Use Facilities, but may not be inconsistent with this policy.
6. Rates must be charged for the use of the Special Use Facility that, at a minimum, ensure recovery of that part of the operating cost of the facility attributable directly or indirectly to such use.
7. The user will sign a facilities usage agreement that is in accordance with the model contracts developed by the UT System Office of General Counsel.
8. Special Use Facilities may provide for the rental of space for display of samples of merchandise in designated areas inside the facility that have been approved by the president of UTSA or his or her delegate, and for advertising by displays on an electronic scoreboard or message center inside the facility or on the facility’s outdoor electronic marquees or message center. Such rules and regulations may further provide for the sale of advertising space on ticket envelopes for events sponsored by the facility and in any publication of the facility distributed in connection with a sponsored event or announcing future sponsored events.
Special Policies Applicable to Non-University Users
In addition to all general policies, and the specific policies set forth above, the following policies apply specifically to non-University users, including Registered Student Organizations and Registered Faculty and Staff Organizations:
1. Individual Candidates for Political: Individual political candidates and their election organizations are not permitted to reserve Special Use Facilities. Such candidates may be invited by Registered Student Organizations or Registered Faculty and Staff Organizations as guest speakers and may appear in the facility, provided that the organization extending the invitation is responsible for reserving the facility and meeting all costs related to the event.
2. Advertising: All news releases, handbills, advertisements, television and radio announcements, or other media utilized to inform the public of a non-University event to be held in a Special Use Facility must carry a disclaimer, approved by the director of the facility, to the effect that use of The University of Texas at San Antonio facilities does not imply endorsement of the event or the sponsoring organization by the University.
Reservations
All groups or individuals requesting use of any UTSA Special Use Facility may contact the appropriate office listed above at Section VIII.B or utilize the online form included in Section X. below.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION

None

XI. FORMS AND TOOLS/ONLINE PROCESSES

Online form to reserve UTSA Special Use Facilities: http://utsa.edu/calendar/request.cfm

XII. APPENDIX