A. Introduction

1. This A. Ray Olpin University Union Facilities Use Policy (policy) provides for the uniform and consistent administration of facilities within the A. Ray Olpin University Union.
2. This policy applies to the temporary use of facilities in the A. Ray Olpin University Union that are made available for meetings, activities, and events. This policy does not apply to the use of space assigned on an annual or long-term basis for student organization office space assigned by the Union Programming Council.
3. As used in this policy, unless the context otherwise requires:
   1. " Union” refers to the A. Ray Olpin University Union.
   2. “University individual” specifically refers to any one student, faculty or staff member, or alumnus of the University of Utah.
   3. “Student organization” means a student organization currently recognized by the Associated Students of the University of Utah or other official departments of the University of Utah.
   4. “Group” means a student organization, University department, non-University individual or other organization.
   5. “Union facility” refers to any facility in the A. Ray Olpin University Union made available by the Union for scheduling by groups.
   6. “Booking” means any use or planned use of a Union facility.
   7. “Reservation” means arrangements for one or multiple bookings of Union facilities by one group where the bookings are logically or cohesively joined in some manner.
   8. “Regularly scheduled” means a series of bookings involving the same group for the same purpose at habitual intervals over the course of a semester.
   9. “Admission fee” means any charge or contribution associated with an event, regardless of label, which is either required or voluntary in nature.
   10. “Engaged in fund raising” means
       1. charging admission,
       2. conducting a sale, or
       3. soliciting contributions at an event where one of the purposes of the event is to obtain funds.
   11. “Security Personnel” means police, university security, fire or emergency personnel, or other such personnel that may be required by the University of Utah or its representatives.

B. General Guidelines

1. Union facilities are reserved in the order in which requests are received, with consideration being given to the size of the group, type of program, and space available. Union Reservations reserves the right to assign, and if necessary, reassign facilities to assure the maximum and most appropriate utilization of Union facilities.
2. University-credit classes may be held in Union facilities. The Union Reservations staff reserves the right to schedule classes at their discretion .
3. After a facility has been scheduled, food service arrangements can be made. Food or beverages may not be sold, distributed, or given away without Chartwells’ specific approval.
4. The individual or group scheduling Union facilities will be held financially responsible for any special clean-up, maintenance, or repair, resulting from the event or the activity.
5. The Union reserves the right to require security personnel for events in the Union. The need shall be determined based on the time, place and type of event. Security personnel may also be provided at the request of the sponsoring organization. When required, Union Reservations must arrange for security personnel. The sponsor of the event is responsible for all security charges. There is a minimum charge for security personnel provided by the University of Utah.
6. The individual or group sponsoring an event in a Union facility may determine the participants at the event and will be responsible for the actions of the participants. High Schools may make reservations to which only their own students, faculty, and family will be in attendance.
7. Individuals or groups using Union facilities shall obey published University and Union policies, regulations, guidelines, and local, State and Federal laws.
8. Individuals and groups shall use Union facilities at scheduled event times or properly cancel events. Violations of this procedure may result in the loss of scheduling privileges in the Union.
9. The Union will not actively seek reservation business from off-campus, but will instead respond to requests and inquiries about use of Union facilities.
10. Individuals and groups may be asked to provide a general comprehensive Liability Insurance for bodily injury and property damage. Verification of coverage will be made to the Union and Office of Risk Management through a certificate of insurance. This certificate must name the University of Utah as co-insured.
11. The A. Ray Olpin University Union is a smoke-free and alcohol-free building.
12. Excepting service animals, no animals are permitted entry to the Union.
13. Reservations records are available to the public in accordance with GRAMA.
14. The Union is not responsible for any lost, stolen or damaged property belonging to users of the facilities.
15. The Union Board approves normal hours of operation. These hours can and do change during the year due to holidays, semester breaks, etc. Reservations may be for any time during the Union Building hours. It is possible to request the building open beyond normal operating hours. This includes opening Union facilities on days the Union is scheduled to be closed. Extended hour fees and open building fees are assessed to cover additional staffing and operating costs.
16. Individuals or groups may not be allowed to make reservations if in the opinion of the House and Operations Committee granting such request would cause excessive damage to the facility or would injure the reputation of the Union or the University.
17. With Union approval, individuals or groups using Union facilities after hours must not leave entrance doors open, allow non-essential individuals in the building, or use public areas. Activities are to be confined to reserved rooms only. Failure to comply will result in loss of after hour’s reservation privileges .

C. Scheduling A. Ray Olpin University Union Facilities

1. The Union Reservations Office is the official agency responsible for coordinating the use of all Union facilities. Reservation requests for the use of Union facilities must be submitted to the Reservations Office.
2. University individuals and groups may reserve Union facilities by approval of Union Reservations. Non-University entities require approval by the Union Programming Council’s House and Operations Committee before reservations are confirmed. These waivers are good for one academic year.
3. Reservation requests may be made by phone, in writing, by fax, by e-mail or in person.
4. Union facilities for regularly scheduled meetings are available on a semester by semester basis only and may be requested beginning on Reading Day at 8:00am the semester prior to when the meetings will be held. Reservations for such meeting rooms may be requested up to the beginning of the subsequent semester. Scheduling multiple reservations for an event in the Ballroom is limited and/or subject to the waiver application process .
5. There is no time limitation for individuals and groups affiliated with the University scheduling events in the Union.
6. Individuals and groups not affiliated with the University may schedule events up to six months in advance of the event.
7. Requests for reasonable accommodation should be made at the time of the reservation request or as soon as accommodation is known to be needed.
8. No individual or group may release space to another individual or group. Reservations for space are group or event specific, and may be changed only by the Reservations office.
9. All book sales must be sponsored by either an academic department/organization and are limited to twice a semester.

D. Waivers

1. Specific items in the A. Ray Olpin University Union Facilities Use Policy may be waived upon approval by the House and Operations Committee. Waiver forms are available from Union Reservations.
2. Procedure
   1. Requests for waivers must be submitted to the House and Operations Committee for approval prior to the date of the event. If Union facilities need to be reserved prior to when the waiver request can be considered, the organization will be expected to abide by the existing policy.
   2. The request should thoroughly describe the event and include what would be the alternative if the waiver cannot be approved.
3. Some requests are event driven and are left to administrative discretion at the time of the event.
4. Union Reservations may approve a waiver if the request and event are held prior to the next H&O meeting. The waiver will be presented at the next H&O meeting.

G. Cancellations

1. Groups will be held responsible for all charges incurred prior to cancellation resulting from commitments made to facilitate reservations.
2. If a group fails to cancel a room reservation at least 30 days prior to the scheduled reservation for the ballrooms and Saltair room and 7 days prior to the scheduled reservation for all other Union facilities, the group will be assessed the room rental fee. Reservations made inside of time limitations are exempted from room cancellation charges.
3. If a group fails to use a reserved room and did not cancel the room reservation, the group shall be assessed room rental fees.
4. An authorized officer from student organizations must cancel student organization reservations.

H. Information and Solicitation Space

1. Intention Statement: Most people come to the Olpin Union to relax, study, eat, or attend events. To encourage an open and inviting atmosphere, the University and the Olpin Union limit the time, place, and manner for information and solicitation activities. Designated table space for these activities is provided in a high census area to be used by University groups and other sponsored organizations trying to reach the University community. This policy establishes a balance between groups seeking visibility and individuals present for other purposes.
2. Inside Table Space
   1. Six table spaces are available in a well trafficked location in the Crimson Commons.
   2. Each space is 6'x3' and includes two chairs. Reserving groups must provide extension cords, cash boxes, etc.
   3. All supply or display items must be placed on top of or underneath the table and removed at the end of each day’s reservation.
   4. Banners/signs may be draped over the table space, however, they cannot be secured with tacks or tape nor can they overlap onto the floor or the adjoining table space.
   5. No additional display, demonstration, or sale space is allowed. All publicity must be confined to the table.
   6. Posters or signs cannot be fastened to walls, pillars, or glass.
   7. Tables may not be reserved for display purposes only and must be staffed at all times.
   8. The Union will not provide any overnight storage for groups and is not responsible for any lost, stolen, or damaged property.
3. Table Usage
   The Union generally classifies table usage into three broad categories: information, vendor, and solicitation. These are defined as follows:
   1. Information tables: Table spaces are available to recruit members, advocate various issues, fund-raise for an on-campus department, club, organization, or other benevolent causes or promote programs and services. Members or individuals of the campus group perform fund-raisers mentioned above voluntarily. Information groups are limited to ten days table usage per reservation. Upon completion, groups may make an additional reservation for ten days based on availability.
   2. Vendor tables: Table spaces are available for sales of consumer goods. Off-campus solicitation groups are limited to ten days table usage per semester. The products must be sold directly off the table - if additional services are sold “off the table”, then that would be classified as a solicitation table. Table fees are due at the time the reservation is made.
   3. Solicitation tables: Table spaces are available for advertising, order taking, and/or sales of consumer services. Off-campus solicitation groups are limited to ten days table usage per semester. Tables used by off-campus groups involved in fund-raisers are always classified as solicitation tables. Table fees are due at the time the reservation is made.
4. Sponsorship
   All tables are sponsored by Union Programs and administered by Union Administration. Union Programming Council reserves the right to restrict certain table usage.
5. Table Reservations
   1. Request table space from the Union Reservations Office at least one day in advance. Reservations are made only for the current semester.
   2. Beginning on Finals Week at the end of the semester, organizations may start reserving table space for the upcoming semester.
   3. Tables are for use from 9:00 a.m. to 5:00 p.m.
   4. Unclaimed tables are not made available to others wishing to relocate to a “better” table.
   5. Cancellations without prior notice may jeopardize future reservations.
6. Table Etiquette
   Individuals are required to stay behind their table unless otherwise approved by the Reservations Office. Conduct activities in a respectful manner. Complaints brought to Union Administration regarding aggressive solicitation will result in immediate removal without refund and future reservations jeopardized.
7. Food and Beverages
   Food or beverage arrangements must be made through University Dining Services by Chartwells. Food or beverages may not be sold, distributed, or given away without Chartwells’ specific approval. The one exception to this is prepackaged food; individually wrapped candy may be given away.
8. Unloading and Parking
   Loading/unloading may be done at the Union’s East entrance. Parking is available in the pay lot directly east of the building, but no validations will be given out.
9. Outside Table Space
   The number of outside tables is subject to available space on the Patio Walk. These tables are subject to the same policies as the inside tables. There is no back-up space for these tables. In case of inclement weather the reservation should be cancelled or rescheduled.

I. Banners

1. Eight areas of the Union have been designated for the hanging of banners on a regular reservable basis:
   1. The banner poles at the entrance to the Ballroom Corridor.
   2. The railing facing the main lobby on the stairway landing to the fourth floor.
   3. The outside railing at the top of the stairway from the Union Patio to the Ballroom Corridor.
   4. The railing on the Mezzanine level at the west end of the Ballroom Corridor.
   5. The railing on the first floor at the bottom of the stairway across from the Recreation Desk.
   6. The banner hooks along the stairwell leading from the Recreation Lobby to the east end of the ballroom corridor.
   7. The banner hooks on the west end stairwell landing between the 1st and 2nd floor.
   8. The banner hooks across from the Union Programming Council offices.
2. Policy for the above named banner areas
   1. Banners in reservable locations have a two-week limit for presentation, renewable at the end of the reservation.
   2. Content is restricted to Union events or to items of general university interest. Examples of the latter are: “Welcome Back” banners, “Remember to Vote”, “National Awareness Week”, etc….
   3. Special waivers may be made to accommodate banners for ballroom events (reverse side of banner pole, take down one and put up another, etc.).
   4. Groups may reserve only one space during a given period.
   5. Exceptions will be considered by waiver.
3. One additional area has been designated for the hanging of banners. This area is defined as the railing along the Union Patio.
   1. Space on the Patio rails is available on a first come, first serve basis with a recommended one-week display period.
   2. Content is limited only by applicable free speech laws
   3. During ASUU elections, each party is allowed one six-foot (6’) space on the Patio rail.
4. Requests to display banners in other spaces in or on Union property will be considered by waiver.
5. Additional permanent banners spaces can be added if the need arises. These requests will be made to the House and Operations Committee for a decision.

J. Decorations, Exhibits, and Displays

1. Union Reservations must approve the method of placing decorations, exhibits, and displays in reserved Union facilities.
2. Doorways, hallways, corridors, staircases and fire exits cannot be blocked or obstructed.
3. Decorations may not be attached to ceilings, light fixtures, walls, floors, woodwork, draperies, windows, curtains or any painted or papered surface unless approved by Union Reservations.
4. No glue, tacks or nails are permitted on the walls, doors, floors, ceilings, glass or woodwork of Union facilities. Only special tape is allowed on Union facility surfaces (check with Union Reservations). Easels, flipcharts, clip stands, T-stands, and tack boards are available for posting purposes.
5. Light bulbs may not be placed where the heat from the bulbs might create a fire hazard. “Special effects” equipment, such as smoke, fog, and fire machines, are not permitted in the Union without consent of Union Reservations.
6. Signs, banners and displays made with flammable materials may be used only where no danger of fire exists, as determined by Union Reservations.
7. Groups utilizing decorations, exhibits or displays must arrange for their own labor.
8. The Union is not responsible for loss of any materials of displays, gifts, favors or other items left in the building.
9. Decorations, exhibits, and displays must be removed immediately following the event or activity, unless other arrangements have been approved by Union Reservations. If it becomes necessary for Union staff to remove materials left by a group, the sponsoring organization will be billed for all costs of removing the materials.
10. Candles must be enclosed in glass to prevent a fire hazard.
11. All table centerpieces must be non-flammable or constructed of fire resistant materials.
12. Confetti, rice, dance wax, artificial snow, and similar materials may not be used in Union facilities.
13. Live evergreen trees are permitted if they are balled, wrapped with burlap and watered. Cut evergreens are permitted only with permission of Union Reservations.
14. Union Reservations must approve any special needs for decorations, exhibits, and displays beyond the scope of this policy.

K. Pass-through Charges

1. Within the limits explained on the Reservations Charge Sheet, use of equipment and furnishings in the Union’s extensive inventory is without charge.
2. Additional equipment rented from third party suppliers to support a group’s reservation will be billed at cost to the group.
3. Sub-contracted personnel charges (i.e. sound, lighting, security, electrical) will be passed on to the reserving group.

L. Extending Building Hours (early open/late close) and Opening on Closed Days

1. Requests are made through the Reservations Office at least ten days in advance.
2. The House and Operations Committee will determine outcomes of these requests.
3. Approval is subject to the availability of Union staff.
4. Additional fees and operating costs will be charged to the group making the request if the request is approved.

M. Billing Procedures and Payment Responsibilities

1. On-campus organizations with the ability to pay with campus orders will be invoiced and are expected to pay upon receipt of invoice.
2. All individuals and groups, which do not pay with campus orders, will pay in advance of the reservation.
3. Credit may be extended to repeat customers at the discretion of Union Reservations.
4. The person making the reservation will be expected to pay for services provided.
5. Groups, which default on payment of invoices, will need to pay for future services in advance of the reservation.

N. Tobacco Task Force; Designated No-Smoking Areas and Smoking Areas

1. Designated “No-Smoking” Areas: Raised patio area, fourth floor balconies, south exit door staircase outside of the Ballroom.
2. Designated “Smoking” Areas: South sidewalk area outside of the dining services atrium where picnic tables are set up, including the south entrance overhang outside.