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Use of Trinity University Facilities

For a summary of recent changes to this chapter, see Chapter 9A: Summary of Recent Revisions to the Faculty and Contract Staff Handbook.

Contents of this page:

  1. General Principles
  2. Definitions – Polices and Procedures
  3. Scheduling Official University Events
  4. Reservation of Special Facilities by an Individual
  5. Financial Responsibility of Users

I. General Principles

The facilities and grounds of Trinity University are used first and foremost to support the University’s educational mission and to serve the institutional needs of faculty, students, and staff. After meeting the space needs of these primary user groups, facilities may be made available for rental to other individuals and groups at the discretion of University officials.

The guiding philosophy is that all space belongs to Trinity University. There is no space, classroom, area, or venue that belongs to an individual, department, or office.

The land and buildings of Trinity University are private property, and the University reserves the right to control access to its campus and the use of its space and facilities. Federal and State statues relating to private property and the rights of individuals will apply.

Uses of space must comply with all University policies and regulations.

During the summer, academic programs and summer conferences are priority users, with other uses possible if they do not conflict with these priority users.

The Trinity Scheduling Planning and Calendaring Events system (T-SPACE) will be the single calendar officially published and linked to the calendar page on the Trinity website.

II. Definitions, Policies, and Procedures

A. Official University Events: includes all events that are approved and sanctioned by the University and that are consistent with its educational mission. Official University events are Trinity-sponsored. Examples of an Official University Event would include classes, Graduation, Alumni Weekend, and Family Weekend.

Policies and Procedures for Scheduling Official University Events

Each Official University Event held on the Trinity University campus, shall have a designated event director from an Administrative Office, an Academic Department or a University Office. The event director:

  • Assumes complete responsibility for the event and makes all event arrangements with the appropriate personnel as described in this policy;
  • Attends and monitors the event (or designates another University employee to attend and monitor the event) while it is in progress; and
  • Initiates scheduling of the event as follows:

a. Academic classes are scheduled by the Registrar.

b. If the request is not routine in nature or not clearly covered by University policies, or if it may create fiscal obligations the request must be taken to the appropriate administrator.

c. Except as noted above, no employee, office or department of the University has the authority to commit the use of Trinity University facilities or to process, evaluate, or act upon such a request.

  • Requests should be submitted no fewer than 10 business days in advance for best consideration. During peak periods, more time may be required.
  • For non-academic space, requests may be made 12 months in advance.
  • For academic space, requests may be submitted for the Fall semester beginning April 1; for the Spring semester, November 1. Summer semester requests received by February 1 will receive priority. Reservations will remain tentative until the official final summer class schedule is published, typically in early April.

A Trinity Sponsored Event: must be an official function of an academic department or administrative office of the University; the event must be approved by the chair or director of the department or office; and the office must control the program and agenda of the event. Programs, events, conferences or meetings may involve two entities; a University academic department, and/or an administrative unit and an outside organization such as a professional group, organization or association.

Policies and Procedures for Scheduling Trinity-Sponsored Events

Through R-25 the event director, an administrative unit, an office or department sponsor of an on-campus event must:

  • Request the needed facility.
  • Inform the Trinity University Police Department about the event when extensive parking space or unusual security needs are foreseen.
  • Make labor and special setup arrangements with the Facility Services.
  • Provide Housekeeping with a schedule to ensure routine or special cleaning before and after the event.
  • Request necessary audio-visual equipment and technicians from the Center for Learning and Technology.
  • Make necessary arrangements for food service with the Office of Dining Services, which has the right of first refusal for any food service at an event. No outside food can be brought on to campus for any event.
  • The event director or designee is required to attend and monitor the event while it is in progress.
  • No alcoholic beverages may be served unless the event is catered by Dining Services and unless permission has been received from the Vice President for Finance and Administration. See the Trinity University Alcohol Policy as well as Alcoholic Beverages on Campus in the Finance and Administration Policies and Procedures.
  • While a Trinity Sponsored event may have a facility usage fee waived, fees may be assessed for support services (TUPD, Facility Services, Housekeeping, the Center for Learning and Technology, and Dining Services)
  • At certain special times during the academic year (for instance, New Student Orientation, Fall Family Weekend, Spring Family Weekend, Alumni Weekend, and Commencement Weekend), priority will be given to reservations directly associated with the major event.
  • Any Trinity sponsored event that includes minors must confer with Conferences and Special Programs for mandatory compliance with state laws.

A Non-Trinity Sponsored Event: is not a function of an academic department or administrative office. An off-campus requestor must contact the Office of Conferences and Special Programs or the Director of Laurie Auditorium, if applicable, to handle all event details. The off-campus requestor must sign a facility use contract, provide proof of liability insurance and is responsible for all fees connected with the event. Certain restrictions apply for non-Trinity sponsored events.

Policies and Procedures for Scheduling a Non Sponsored Trinity Event

  • Requests for periodic, regularly recurring use of Trinity University facilities will not be granted. Use of Trinity University facilities for non-trinity sponsored events requires that the event be consistent with the interests and purposes of the University as expressed in policies and statements adopted by the Board of Trustees.
  • The off-campus group will sign a Facility Use contract and provide proof of liability insurance. A facility usage fee is charged, and fees are also assessed for support services (TUPD, Facility Services, Housekeeping, the Center for Learning and Technology, and Dining Services) and for costs incurred by the University. The off-campus group may be asked to submit a deposit for up to fifty percent of the estimated total invoice. The Office of Conferences and Special Programs may charge an administrative fee for coordinating an off campus group.

In working with non-Trinity sponsors, the Office of Conferences and Special Programs will perform the following functions:

  • Book the needed facility through R25;
  • Submit service requests to Facility Services;
  • Provide Housekeeping with a schedule to ensure routine or special cleaning before and after the event;
  • Request necessary audio-visual equipment and technicians from the Center for Learning and Technology;
  • Make necessary arrangements for food service with the Office of Dining Services, which has the right of first refusal for any food service at an event. In some cases, the off campus requester will work directly with the Office of Dining Services.
  • Inform the Trinity University Police Department about the event;
  • Consult the Director of the Trinity University Police Department when extensive parking space or unusual security needs are foreseen;
  • Prepare and send an invoice to the off-campus group after the event.
  • Provide the off-campus requestor/group a detailed list of policies and procedures.

Booking of events for non-Trinity Sponsored off campus groups will be subject to the following restrictions:

  • No for-profit business seminars, workshops, or classes.
  • No regularly recurring meetings or events.
  • No public religious service, large or small.
  • No fundraising events.
  • No individual faculty or staff sponsorship of community events. A University department or office may permit a community group to use campus facilities, but in this case the event must meet all requirements of a Trinity-sponsored event.
  • No alcoholic beverages may be served unless the event is catered by Dining Services and unless permission has been received from the Vice President for Finance and Administration. . See the Trinity University Alcohol Policy as well as Alcoholic Beverages on Campus in the Fiscal Affairs Policies and Procedures.
  • Weddings are held only in the Parker Chapel. Wedding receptions are held only in the Parker Chapel Reception Room and only if the wedding is held in the Chapel.
  • At certain special times during the academic year (for instance, New Student Orientation, Fall Family Weekend, Spring Family Weekend, Alumni Weekend, and Commencement Weekend), non-Trinity-sponsored will be limited.

A Student Organization Sponsored Event: is an official function of a registered, sponsored, Greek or chartered student organizations. The event must be scheduled and approved via the Student Involvement Office in order to be considered official, whether the event is occurring on or off campus.

Policies and Procedure for Scheduling a Student Organization Sponsored Event

  • Policies and procedures for scheduling a Student Organization Sponsored Event can be found in the Student Organization Handbook.

Academic space includes, but is not limited to, lecture halls, classrooms, laboratories, dance and fine arts studios, theatres, and seminar rooms used for credit-bearing, instructional purposes. Academic spaces are scheduled and managed at all times by the Office of the Registrar.

Non-academic space includes conference rooms, meeting rooms, outdoor areas, and all other spaces not primarily intended for credit-bearing, instructional purposes.

Restricted facilities include the Great Hall, the Forrest M. Smith Dining Room, and all other spaces that may be reserved only with special permission from the President’s Office.

III. Scheduling Official University Events

Each event held on the Trinity University campus, whether Trinity-sponsored or non-Trinity-sponsored, shall have a designated event director. The event director:

  • Assumes complete responsibility for the event and makes all event arrangements with the appropriate personnel as described in this policy;
  • Attends and monitors the event (or designates another University employee to attend and monitor the event) while it is in progress; and
  • Initiates scheduling of the event as follows:

A. Academic classes are scheduled by the Registrar.

B. If the request is not routine in nature or not clearly covered by University policies, or if it may create fiscal obligations not covered by the Office of Conferences and Special Programs or Laurie Auditorium will be taken to the appropriate administrator.

C. Except as noted above, no employee, office or department of the University has the authority to commit the use of Trinity University facilities or to process, evaluate, or act upon such a request.

D. In order to ensure the fair and efficient use of University space, the following principles will apply:

  • When making tentative space reservations for an event, users are limited to no more than three days per specific event/meeting. Furthermore, it is expected that users will advise the appropriate person(s) immediately when a tentative space reservation can be canceled. A tentative reservation must be confirmed at least 10 days before the event, or the reservation will be canceled.
  • Reservations for regularly recurring Trinity sponsored events are permitted for periods not to exceed 4 months. If any occurrence is cancelled or will not be held, the event director is responsible for cancelling the reservation in writing, no later than 7 days in advance. Failure to do this could result in loss of future facilities usage privileges.
  • For Trinity sponsors, space reservations remain tentative until confirmation is made via e-mail or other written communication. For non-Trinity sponsors, space reservations remain tentative until the Office of Conferences and Special Programs receives the signed Facilities Use contract and a deposit, if applicable. The deposit is fully refundable when cancellation occurs two weeks or more before the event.
  • Requests should be submitted no fewer than 10 business days in advance for best consideration. During peak periods, more time may be required.
  • For non-academic space, requests may be made 12 months in advance.
  • For academic space, requests may be submitted for the Fall semester beginning April 1; for the Spring semester, November 1. Summer semester requests received by February 1 will receive priority. Reservations will remain tentative until the official final summer class schedule is published, typically in early April.

IV. Reservation of Special Facilities by an Individual

An individual may request to reserve the following facilities:

A. Parker Chapel. Weddings, receptions, and funerals may be scheduled through the Chapel Office, which handles all arrangements. The policy for Chapel use is available in the Chapel Office and at their website.

B. Laurie Auditorium. The Director of Laurie Auditorium makes reservations for concert promoters (including sole proprietorships, partnerships, and corporations) for performing arts events in Laurie Auditorium, the Green Room, Gallery Room, and Room 110. The policy for use of Laurie Auditorium is available in the office of the Director of Laurie Auditorium.

C. Holt Conference Center. Events in the Holt Conference Center are scheduled through the Office of Conferences and Special Programs. No private social functions can be scheduled in the Holt Center.

D. Great Hall. Events in Great Hall are scheduled through the Office of the President.

V. Financial Responsibility of Users

The event director, on behalf of the sponsoring individual or organization, assumes responsibility for all fees assessed for support services (Trinity University Police Department, the Facility Services, Housekeeping, Center for Learning and Technology, and Dining Services).

A. Facility use fees are not charged to University departments or administrative offices for Trinity-sponsored events unless a fee is charged and/or a donation is requested for admission.

B. Facility use fees charged for non-Trinity-sponsored events reflect the operating cost of the facility. Prior to approval of the event, the sponsoring group or individual will:

  • sign a Facility Use contract and assume responsibility to make prompt payment to the University;
  • reimburse the University for any and all damages resulting from the event; and
  • provide proof of insurance or bonding for risks associated with the event at least fourteen days prior to the event.

The policies and procedures included in this document are subject to approval by the University’s Executive Staff and to periodic review and updating.