Revised October 2012
This policy provides guidance for
the scheduling of University of Nebraska at Kearney facilities and grounds for
This policy does not cover reserving
space for classroom and class lab activities. The Registrar's Office is
responsible for academic scheduling. Questions concerning class schedules
should be directed to the Office of Student Records & Registration at (308)
The Nebraskan Student Union,
Athletics, and Residential and Greek Life will each have access to the campus
event scheduling software. This will allow them to have the ability to
schedule certain types of activities within certain facilities.
Priorities of Use
The University of Nebraska at
Kearney is pleased to make facilities available to responsible groups and
organizations, whenever in the judgment of the University, such use will not
interfere with the academic mission of the University or provide undue risk to
personnel or property.
The University reserves the right to
substitute facilities and/or cancel arrangements at its discretion and to give
preference to academic programs of the University, recognized student
organizations, and other events sponsored by the University.
University departments and
recognized organizations sponsoring an event, dance or concert shall be held
liable for damages. The presiding officer and the advisor of an organization
sponsoring an on-campus event, dance and/or concert are required to be in
attendance during the entire time of the event, and are financially responsible
for any damage to, or theft of University property. The sponsoring organization
will pay for any damage and additional charges that occur whether or not a
member of the department or organization caused the damage.
Student activities are subject to
University guidelines, supervision and conduct.
Individuals needing accommodation
under ADA should notify the Facilities Service Desk (308) 865-1800, or ADA
Coordinator at UNK (308) 865-8655 prior to the event.
Any individual or group requesting
use of University facilities is required to complete a Facility Reservation
Request form and provide proof of liability insurance, if required, at least
six weeks in advance of their event. Specific details for audio-visual
equipment, food service and room arrangements should be submitted at that time.
Requests received less than two weeks in advance of the event do not allow
enough time for coordination of support services, and therefore cannot be
honored. The University reserves the right to substitute facilities and/or
cancel arrangements at its discretion and to give preference to academic
programs of the University. The University further reserves the right to
review, specify and restrict any advertising, sales transactions or product
Requests involving the use of
personal tents will be reviewed by the Facilities office and UNK Police and
Parking Services. In general, no requests
to erect staked, overnight-use, “camping”, tents will be approved. Pop-up, non-staked type tents may be approved
depending upon location and use of the tent.
Facility Use Fees
Fees will be assessed to all groups
whose primary purpose is anything other than serving the constituency of the
University of Nebraska at Kearney. Fees may be negotiated, if in the judgment
of the University, the program or event will benefit the mission of the
University. Facility Use Fees apply only to the reserving of space.
They do not include support services or catering.
Criteria for Waiving Facility Use Fees
The organization must be part of the
University of Nebraska system (direct involvement by University of Nebraska
faculty, students or staff), or non-profit, or a government agency; and the
event must be educational and consistent with the University of Nebraska at
Kearney mission; and the event must bring potential students to the University
of Nebraska at Kearney campus; or the event must otherwise be beneficial to the
University of Nebraska at Kearney. Exceptions may be made by the Facilities
Business Manager with approval from the Director of Facilities Management and
Support Services Fees
All non-UNK related events are
subject to service fees for University staff and equipment that provides
support for the event. UNK related events may also be subject to support
services fees if the event is requested to be scheduled during hours in which
support services staff would accumulate overtime pay.
The University will determine the
type and level of support required for an event based upon the information
provided by the requestor. The decision of the University is final.
In general, only University
personnel may be utilized for support of the event as it relates to the
facilities, parking, public safety, food service, and other areas directly
related to the campus.
All campus catering will be
coordinated through the University dining service (Chartwells). The use
of other vendors is not permitted.
Other fees may be levied as required
for a particular event.
Liability for Damage and
By reserving the facility(ies), the
group shall enter into an agreement to hold the University of Nebraska at
Kearney, the University of Nebraska Board of Regents, and any agents,
representatives, or employees of any of these bodies, free of any liability
incurred in connection with use of the facility(ies). By reserving a facility,
the group shall also bind itself to indemnify the University of Nebraska at
Kearney for any property damages other than normal wear.
All non-university groups (groups
which are not directly funded and governed by the university) must provide a
certificate of liability insurance naming the Board of Regents of the
University of Nebraska as “an additional named insured” in the coverage amount
of $1,000,000 minimum, for the duration of the event. A certificate of insurance is required
whether or not a rental fee is assessed. In its sole discretion, the University
may waive any or all certificate of insurance requirements.
An event will be deemed approved
upon the completion of a signed agreement by the Facilities Business Manager or
designee, outlining all requested services and facilities for a specific event,
and upon the signature of the Vice Chancellor for Business and Finance as
required. Proof of liability insurance must be made prior to final approval of
the facility use agreement.
For particularly large and/or
complex events, a separate contract may be written to outline the specific
duties and responsibilities of each party. All contracts are to be
reviewed by the Facilities Business Manager.
Only the Vice Chancellor for Business and Finance and his/her
designee(s) may sign contracts.
Payment is required within 60 days
of invoice date. A 10% late charge may be applied to accounts not
paid within 60 days, with an additional 5% assessed every 30 days
thereafter. At the University’s discretion, payment may be required in
advance. The University reserves the right to deny reservation requests
of vendors with a history of late payments to the University.
Security and Building
The University reserves the right to
restrict or refuse activities that may be deemed a risk to the health and/or
safety of participants or the mission of the University.
The University reserves the right to
require the presence of UNK Police Officers at any event. The cost of security
may be charged in addition to facility use fees and will be negotiated with the
user prior to approval of the use agreement.
All campus buildings are secured
after normal working hours and access to them will be controlled by university
UNK Police Officers are on duty 24
hours a day to respond to calls for assistance and may be reached at
Individuals visiting the UNK campus
between the hours of 8:00 a.m. and 5:00 p.m. weekdays must obtain a visitor
parking permit from the Chancellor’s office in Founders Hall or UNK Parking
Services in the General Services Building.
Reserved parking, for large events
taking place weekdays between the hours of 8:00 a.m. and 5:00 p.m., is subject
to approval and availability, and an additional fee will apply. Parking fees
for reserved parking will be negotiated with the user prior to approval of the
Temporary parking permits will be
required for small events taking place weekdays between the hours of 8:00 a.m.
and 5:00 p.m. They may be obtained from the office of Facilities Management
Basic Rental Fees
Please contact email@example.com for general pricing and rental fees or firstname.lastname@example.org for events pricing and rental fees for Nebraskan Student
The Facilities Business Office will
make every effort to assist in finding an alternate date in the event of
inclement weather. However, alternate dates will not be scheduled in advance of
The use of university equipment off campus is
restricted to professional use only, and is not to be used for events that are
personal in nature. Written permission must be obtained from the
University official responsible for the property. Please contact the Facilities
Business Manager to obtain permission to use tables, chairs, staging and other
event equipment off campus. Policies regarding University property may be
viewed at http://www.unk.edu/admin/vcbf/.
Use of University Equipment
Back to the Events and Reservations Home Page