Revised December 2013
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)
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 distribution.
A Facility Reservation Request must be filled out and approved by
Facilities for sidewalk chalk advertising.
The policy involving sidewalk chalk can be found at http://www.unk.edu/administration/vcbf_policies.aspx?id=8051 .
Facilities Reservation Request Forms can be found at: http://www.unk.edu/offices/facilities.aspx?id=603
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.
Athletics Facilities Use
use of Athletic Facilities in Health and Sports, Cushing, and Foster Field are
subject to the Athletics and Intramural event and practice schedules as well as
the Facilities staff availability to set up the event, work the event and tear
down of the event. Athletic and
Intramural schedules will not be altered to accommodate non-Athletic and
non-Intramural event requests unless approved by Athletics/Intramurals and
Facilities. Requests requiring set up,
Custodial, and tear down outside of the regular working hours of the Facilities
staff will be considered on a case by case basis and will be dependent upon
staff availability. If approved, the
event will be charged $25 per hour, per person for all tasks associated with
the event as well as a maintenance and materials fee. Availability of these areas is especially
limited during the Academic year.
Reservations for Campus
Buildings and Campus Grounds
Reservations for rooms/spaces in all campus buildings,
except the Alumni House, Frank House and Residence Halls (see below) and green
space/campus grounds are made through the Facilities Business Office, 865-8692 or 865-8469. Reservations for the Nebraskan Student Union can
be made at 865-8392. You may call to see if the area you are looking to reserve is available, fill out the Facility Reservation form, and send (via fax, campus mail, or email) or deliver to the General Services Building, room 105 on the UNK campus. The Facility Reservation Request form with the signatures of the Contact Person and Student Organization Advisor should be given to the Facilities Business Office 3 WEEKS in advance of your event. All
student group requests must be signed by the Office of Student Life as well as
the Student Organization Advisor before the event can be scheduled. It is necessary to obtain approval,insurance and agree upon liability responsibilities. The Facilities Business Office will send you confirmation when your reservation is approved or disapproved within three weeks of application. Once approved and scheduled, notification
will be sent to the Building Supervisor, UNK Police and Parking Services, and Custodial
of your event, or requests to change dates or locations, must be communicated
to the Facilities Business Office at least two weeks in advance if
possible. Failure to communicate
cancellation of plans could result in overtime charges or other fees.
Liability and Risk Management
University departments and recognized organizations
sponsoring an on-campus student organization event, dance or concert shall be
held liable for damages. The presiding officer and the advisor of a student
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. Alcohol and/or
drug use is strictly prohibited. If
evidence of alcohol or drug use is linked to the event, the organization will
not be permitted to schedule future events.
On-campus events will conclude by 11:00 pm, and may be asked to conclude
earlier should noise violate City of Kearney code or campus Residence Hall
quiet hours, or if there are general complaints from the campus community or
surrounding city neighborhoods. 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.
Requests involving the use of personal tents will be
reviewed by the Facilities office, UNK Risk Management 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.
Requests involving activities that pose a risk to the safety
and wellness of those on campus or the campus landscaping and buildings, such
as flying debris or hazardous materials, including but not limited to “car
bash” events, will not be allowed.
Requests involving youth activities on campus must adhere to the Youth Activity Safety Policy.
Liability for Damage and Insurance
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.
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.
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.
Other fees may be levied as required for a particular
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 Access
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
Academic and Administrative buildings will not be used
for overnight camping or sleeping.
Overnight guests to the UNK campus may check with the Office of
Residence Life at 865-8519 for available space in the Residence Halls. Events requiring overnight stays shall be
structured as a “camp” through the sponsoring UNK department and may be
subject to camp or guest housing fees. Guest room space is limited during the
academic year and may not be available during that time.
events that take place overnight involving UNK students will be considered on a
case by case basis.
Officers are on duty 24 hours a day to respond to calls for assistance and may
be reached at 308-627-
4811. If a
room or building for a scheduled event is not unlocked, please call
Click here for the current campus parking map: http://www.unk.edu/map/
Individuals visiting the UNK campus
between the hours of 7:30 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 7:30 a.m. and 5:00 p.m., is subject
to approval and availability, and an additional fee will apply (please see the UNK Police and Parking Services Special Event Parking Policy at: http://www.unk.edu/administration/vcbf_policies.aspx?id=9674 ). 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 7:30 a.m.
and 5:00 p.m. They may be obtained from the office of Facilities Management
and Planning or requested and obtained from UNK Parking Services in
the General Services building.
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 event. If
inclement weather is a possibility, the sponsoring group must determine 24
hours prior to the event if a change of venue or cancellation is necessary, and
contact the Facilities Business Office accordingly. Furthermore, the Facilities Business Office
reserves the right to determine if weather is bad enough to warrant a change of
venue or cancellation.
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
Sales, Raffles, & Special Activities
at Athletic Events
Requests involving sales, raffles, and other special
activities at UNK Athletic events, will require a facility reservation form to
be completed and provided to the UNK Athletic office as well as a cover letter briefly describing the event,
sponsoring organization or party, contact information, etc. A good example is to include the information you have provided on the Facility Reservation Request form and summarize the reason for the event, i.e., charity,organization fundraiser, etc. UNK
Athletics will determine if your event will complement the athletic event you want to coordinate with. Athletics will then sign the Facility Reservation Form as buildingsupervisor and forward to the Facilities BusinessOffice. For more information please contact
the Athletics office in the Health & Sports Center
Food Service including
Sales, Raffles and Special Activities
Coordinated with the Director of Chartwells Food Service, Nebraskan Student Union, 865-8428.
Chartwells is the contracted caterer for the UNK campus. Chartwells will provide all food and beverage servicerequests. Under special circumstances, permission may be granted to bring in food from other sources.Contact Jon Watts at Business Services or Josh Methe at Chartwells to
obtain written permission to use a food vendor other than Chartwells for your
Catering is defined as: Serving such special parties as banquets,teas, receptions, faculty and/or studentgroup affairs, or snacks for meetings, and including any other special services requested by the University in serving the campus community.
Special Event Catering:Chartwells has agreed to provide food service at special functionsincluding but not limited to teas, social functions, receptions, luncheons and/or dinners held at the University. Hours of service,menu and prices are to be negotiated between the sponsoringgroup and Chartwells, subject to the approval
of the Director of Business Services. All function rooms will be scheduled throughthe room scheduling process,and food service requests
will be coordinated through the Director of Food Services.The University shall control the space commitmentand scheduling of authorized institution- catered events. Chartwells shall consult on and coordinate the menu, detailsof services required,and advise on effective program arrangements required with the individual,
department, or group requesting cateringservice.
Any UNK group or organization wishing to hold a
fundraising/donation event on behalf of a charity, or for that organization’s
own use, can do so provided they make clear that the event is not a UNK
sponsored event. No wording that the
University of Nebraska at Kearney or UNK is sponsoring the event is allowed on signs,
flyers, or any other marketing tools used by the organization. The sponsoring organization will be
responsible for selling tickets, collecting and remitting sales tax on the
ticket sales to the Nebraska Department of Revenue, paying vendors and related
1099 reporting, and reporting the revenue on their 990 tax return using their
own tax ID number and NOT the University’s tax ID number. It must also be clear to donors that any
donations are made to the sponsoring organization or charity, NOT to the
Reservations are coordinated through the Staff Secretary or the Assistant Director of the Alumni Association, 865-8474. An additional charge for extra
tables and chairs may apply for non-UNK events.
Reservations are coordinated through the Director and Curator of the Frank House
or their designee, 865-8284.
An additional charge for extra tables and chairs may apply for non-UNK events.
To reserve guest housing, or other conference/recreation
space within the Residence Halls (including University View at Nester), contact
the Office of Residence Life, 865-8519.
Museum of Nebraska Art (MONA)
For reservations please call 865-8559.
Department of Distance Education, Communications Center, 865-8927.
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