BF4022: Access to and Use of Campus Property and Facilities: Access to Facilities & Prioritized Users

Relevant excerpt

4. Access/Use of campus property or facilities, other than for those scheduled for official University, administrative and/or normal educational purposes, shall be through a process of application, review, and administrative approval as established by University consistent with this policy.

5. Application for use of campus facilities or property may be filed with the Office of Conference Planning and Operations (CPO). For applications for conferences and/or special events, please contact CPO to discuss pricing, space needs, and associated services. CPO can be reached at (901) 678- 5000 or visit their website at http://conferences.memphis.edu/.

9. University requires that access to or use of campus facilities or property by affiliated entities and affiliated individuals for an event other than a regular meeting of its membership that will include an invited guest speaker and/or be open to persons outside group membership be made through the procedures established pursuant to this policy. The sponsoring entity will be responsible for the conduct of both the speaker and non-affiliated guests at the event as well as for compliance with all laws, and University rules or policies while present on campus or using campus facilities or property. An application for such access or use of campus facilities or property must clearly set forth the identities of both the affiliated individual/entity filing/sponsoring the application as well as the non-affiliated entity being sponsored. The application will be subject to the same procedures and regulations applicable to all applications for use of campus facilities.

12. The application of this policy and all University policies are limited to one (1) time only events, short term, intermittent, and/or repeat use of campus facilities where access/use of facilities/property are permitted without an associated rental/lease or fee. Such uses shall be limited to circumstances where University does not actually, or effectively, cede occupancy or control of any University property. Approval for repeated or intermittent use of any facility or property pursuant to this policy may not exceed four (4) months in length and may only be renewed or repeated after review to determine that such use does not conflict with a University need, or another request for access/use of the facility/space by another eligible person/entity.

C. Application & Permitting Process

1. The policies and procedures related to the application for access/use of campus property/facilities shall include the following: 1. Application(s) for access to, or use of, campus facilities or property submitted in writing at least five (5) working days in advance of the proposed use (excluding weekends and holidays) to Director Conference Planning and Operations. Where an application for an event involving an outside speaker involves payment of a total fee and/or expenses in more than $2,500.00 from University funds, the request must be submitted at least twenty (20) working days prior to the date of the proposed speaking engagement.

7. The various considerations potentially leading to a denial of an application shall include, at minimum, the following: …
(b) Frequency of previous use during an academic period in comparison to that of a contemporaneous applicant,
(c) Use of the property or facilities requested would be impractical due to scheduled usage prior to or following the requested use, or due other extenuating circumstances,
(d) The applicant or sponsor of the activity has not provided accurate or complete information required on the application for registration,
(e) The applicant or sponsor of the activity has been responsible for violation of institutional policy during a previously registered use of campus property or facilities,
(f) The applicant has previously violated any conditions or assurances specified in a previous registration application …
(k) The activity conflicts with existing contractual obligations of the University,

D. General Conditions for Use of Property or Facilities

3. Sound amplification equipment may be used only when prior approval has been requested and approved by the appropriate official taking into account the University’s mission and the nature of the facility or property requested, location, time of day. Sound amplification is not permitted in the unassigned areas.

Download PDF