Scheduling Workshop

Why?

Why is a new facility use policy needed? And why a new Application for Use of Facilities form?

• Growth is a constant at MTSU. Over the last 20 years, we’ve witness unmatched growth in students, staff, and facilities. This growth has placed many demands on MTSU personnel as everyone attempts to balance the usage of available space between academic needs, student activities, and the constant requests for special event space.

• The purpose of this policy is to establish rules and regulations for more efficient use of University-owned or leased facilities. This includes academic buildings, Union facilities, athletic facilities, and outdoor areas.

• The scope of this policy applies to all faculty, staff, students, guests, and visitors to Middle Tennessee State University.

User Definitions

University Academic Activities are those activities directly related to the instructional mission of the University; such as: University academic credit bearing classes, course related events resulting from academic course work, such as research, outside study, tutoring, and field testing. Faculty departmental meetings are also included in this category.

EXAMPLE 1: If a UNIV 1010 class needs to use a different academic space than already assigned. Moving because HVAC system in BAS is out, so class moves to

MASS COMM.

Contact Scheduling Center to be assigned a different space.

Staff meetings for departments may also be scheduled in academic space by the Scheduling Center.

EXAMPLE 2: If a UNIV 1010 class wants to use a non-academic space for part of the class then they must contact that facility scheduler/event coordinator:

UNIV 1010 wants to use Rec Center for a part of the learning experience. Forms may be required for use of this type of space.

A PSY 1030 class wants to utilize the KUC Theater for research. Forms are required for use of this type of space.

User Definitions

University Sponsored Events are those activities directly related to the life of the campus community beyond the classroom; such as: athletics, recreation, student programming activities, and academic camps/conferences/workshops. There are two sub-categories for such an event.

     1. Official University Events:  Official University Events are those programs that are scheduled or sponsored by faculty, staff, administrative offices and departments that are planned primarily for members of the University community.  Guests and alumni may attend these programs.

     2. Student Events: Student Events are those programs, activities and services that are scheduled or sponsored by student clubs or organizations that are officially recognized by the University and planned primarily for members of the campus community.  Members of the community, guests and alumni may attend these programs. 

EXAMPLE 1: Official University Events Seigenthaler Chair events, Honors Lecture Series, Departmental lectures. Must contact appropriate facility scheduler for use of space. Facility form required.

EXAMPLE 2: Student Events MTSU officially recognized student organizations. Student org is hosting a lecture, meeting, or social event. Must contact appropriate facility scheduler for use of space. Facility form required.

User Definitions

University Related Events match the same criteria as a University Sponsored Event, but also include a charge for registration and/or admission.

University Co-Sponsored Events are academic programs, conferences and/or meetings involving two entities: a University school, academic department, administrative unit or student organization and an outside organization such as a professional association in which the University holds membership or maintains a relationship that directly benefits the University community.

EXAMPLE 1: University Related EventsUniversity Department plans and hosts a conference that requires a registration or admission fee. Must contact appropriate facility scheduler for use of space. Facility form required.

EXAMPLE 2: University Co-Sponsored EventsThe Agribusiness Department pairs up with the local 4-H organization and hosts a competition. Chemistry Department pairs up with “Expanding Your Horizons.” Must contact appropriate facility scheduler for use of space. Facility form required.

User Definitions

The following conditions must be met for all Sponsored, Related and Co-Sponsored events:

1. The university department/organization is responsible for all communication including reservation and event arrangements with the venue scheduling staff.

EXAMPLE: The Agribusiness Department must contact the event scheduler for all communications, not the 4-H group.

2. A university department/organization representative must be present and actively participate with the event.

EXAMPLE: The Kappa Delta’s must actively participate when the Girls Scouts sell cookies on campus. The Ag. Department representative must be present and is the event contact.

3. The university department/organization is responsible for all charges related to the event.

EXAMPLE: When charges are incurred to produce a specific event, a departmental account/index number is required.

User Definitions

Non-University/ External Events are those programs and activities organized by any person, business or community group not encompassed in the organizational structure of the University.  Only Non-academic buildings can be reserved for Non-University/External Events. Non-University/External groups can reserve space up to four (4) times per semester. This includes non-profit organizations.

EXAMPLE: World Outreach Church rents Murphy Center for Easter weekend events.

User Fees Definitions

Support Services Fees (Direct Costs):  Any cost that is incurred as a direct result of the event occupying the facility.  These fees include but are not limited to Security, Custodial, Food Services, Building Attendant, Technical Attendant and Production Services. Services must recoup their cost. Services are not making profits.

User Fee (Facility Use):  Room occupancy fee

Administrative Fee: University Coordinator’s time

User Fee Structure

University Academic Activities: No charges (except as noted below)

EXAMPLE: No charge – UNIV 1010 moves to a different academic space. Rec Center must charge for outdoor coordinator’s expertise.

University Sponsored Events:     1.  Official University:  Support Services Fees (Direct Costs), Applicable     2.  Student:  Support Services Fees (Direct Costs), Applicable

EXAMPLE: Department or approved student organization has a large conference and additional services are needed. On Friday and Saturday in BAS/300+ people=custodial needs and technical assistance, etc. Must be paid with a MTSU account/index number.

University Related Events:     1.  Official University:  Support Services Fees (Direct Costs), Applicable Administrative Fees.     2.  Student:  Support Services Fees (Direct Costs), Applicable Administrative Fees.

EXAMPLE: Same as above and additional Administrative Fees are applicable

University Co-Sponsored Events:     1. Support Services Fees (Direct Costs)     2. Administrative Fees     3. Proof of Liability Insurance Required

EXAMPLE: The Ag. Department must use an account/index number to pay all costs. The 4H outside organization must provide a $1 million dollar liability insurance policy.

User Fee Structure

Non-University/External Events:     1. User Fees     2. Support Services Fees (Direct Costs)     3. Administrative Fees     4. Proof of Liability Insurance Required     5. Contract Required

EXAMPLE: World Outreach Church pays Murphy Center’s User Fees and also signs a contract.

University fees will be based on the type of space, the length of usage, and the competitive market rates for comparable square footage.  Administrative fees follow the same logic for justification. 

Building Attendant $10/hour

Additional Chair Rental $1 each

Custodial/Special Setups $18/hour

Parking Attendant $20/hour

Production Services Technician

$15/hour w/4 hour minimum + Additional Equipment

Security $30/hour w/2 hour minimum

Additional Table Rental $5 each

Administrative Fee $30/hour

Basic Examples of Support Services Fees (Direct Cost):

Please note that some charges are venue or event specific, please contact facility coordinator for specific fees. These services may now require MTSU account/index numbers prior to event.

Murphy Center includes Dressing Rooms and Green Room

$3,000.00

Monte Hale Arena $1,000.00

Gym 1 $300.00

Gym 2 $300.00

Dance Studio A $300.00

Dance Studio B $300.00

Alumni Memorial Gym $1,000.00

Floyd Stadium $4,000.00

Club Level Stadium $500.00

Press Level Stadium $500.00

Bouldin Tennis Center $350.00

Reese Smith Field $350.00

Softball Field $350.00

MC Examples of User Fees-External Groups Only (per day):

Instructions and guidelines to request space on MTSU campus

1. Check www.mtsu.edu/webviewer (Master Calendar) for appropriate facility and/or available space.

Instructions and guidelines to request space on MTSU campus

2. Contact correct scheduler for tentative hold www.mtsu.edu/eventcoordination

Space Scheduler Phone

Academic Spaces for events(non-course related)Academic Courses

Charles TreeceKelly HigginbothamEmily Shandley

494-8890898-5002898-5815

Fairview Eve Shockley 898-5530

Honors Building Georgia Dennis 898-5645

James Union Building (JUB) Brenda Wunder 898-2797

Keathley University Center (KUC) and Knoll

Stan McCloud 898-2591

Murphy Center Complex Horace Jones Field, Floyd Stadium, Alumni Memorial Gym

Rita Whitaker Libby Magill

904-8129 898-5189

Recreation Center and FieldsKim SandmanLisa Eddy

898-5488898-2104

Tennessee Livestock Center Matthew Wade 898-5575

Tennessee Miller Coliseum Travis Emore 494-8961

Tennessee Miller Coliseum/Club Level

Kelli Higginbotham 898-5002

Tom H. Jackson (Old Alumni Bldg.) and grassy area in front

Quintina Burton 494-8892

Tucker Theatre Hunter Raymond 898-2181

Walnut Grove, Green Spaces along Middle Tenn. Blvd. and the Quad

Colette Taylor 898-5812

Wright Music Hall Tim Musselman 898-2493

Instructions and guidelines to request space on MTSU campus

3. Complete and print Application for Use of Facilities form. Hard copy must be submitted with original signatures:  Students-advisor & student organization signatures. Faculty/Staff-department budget head signature

Instructions and guidelines to request space on MTSU campus4. All paperwork (forms, contracts, insurance information, etc.) must be approved, finalized and received by the scheduler ASAP or at least 5 business days (Mon-Fri) prior to the event or meeting.

Additional forms include (but not limited to):Bring Food to Campus formBanner ApplicationOutside sound approvalMC marquee advertisingParking requests

Contact facility scheduler for additional information or forms

5. See event check list for additional services (additional forms maybe required).

www.mtsu.edu/eventcoordination

Event Planning and Logistics

Event Coordination and/or Facility Scheduler

Table/chair rental Event Coordination 898-5002 $5 per table, $1 per chair

Production Services/Technical Assistance

Audio/Visual Support 898-2872 4 hr. minimum @ $15 per hour + additional equipment cost

Custodial/Setups Facility scheduler will make these arrangements

Facility scheduler will make these arrangements

$18 per hour

Aramark food/catering Food Services 898-2208 Prices will vary

Parking Services Event parking lot request. 898-2850 Parking attendant $20 per hour

Security Public Safety 898-2424 2 hr. min @ $30 per hour

Shuttle Bus Transportation 898-2850

Moving and Receiving Receiving & Distribution 898-2959

Greenery/plants Ground Services 898-2546

Audio/Visual Checkout A/V Services 898-2711

Photography Photographic Services 898-2875

Printing Printing Services 898-2924

Promotion News and Public Affairs 898-2919

Promotional Material Design

Publications and Graphics 898-2896

Telephone Services Telecommunications 898-2991

The following MTSU services provide event planners with the knowledge and resources for a successful event. Please contact the facility scheduler for specific facility policies, building hours and applicable fees.

Services Department Contact Price

Questions???Open Forum

Contact any scheduler or our office at 898-5002

http://www.mtsu.edu/eventcoordination/