6.8.1.1              General Information

6.8.1.2              Americans with Disabilities Act

6.8.1.3              Smoking Policy

6.8.1.4              Syndicate

6.8.1.5              Union Gallery

6.8.1.6              Information Center Ticket Sales

6.8.1.7              Bulletin Boards

6.8.1.8              Banner Policies

6.8.1.9              Catering

6.8.1.10          Reservations and Reservable Spaces

6.8.1.11          Information/Vendor Tables

6.8.1.12          One O’ Clock Lounge & Courtyard, Piano

6.8.1.13          Student Organization and Departmental Meetings

6.8.1.14          Alcohol

6.8.1.15          Lyceum

6.8.1.16          UNT Student Dances

6.8.1.17          Decorations

6.8.1.18          Loading and Unloading Equipment

6.8.1.19          Appeals Process

2.   Guests under the age of 18 must be accompanied by a parent/guardian or other adult.

3.   The University Union assumes no responsibility for the damage or loss of articles, equipment or other items left in the facility prior to, during or following an event.  All personal and supplier effects are to be removed at the end of the event.  Items found in the facility will be turned into the Information Center located on Level 3. 

4.   Gambling is prohibited in the University Union. 

5.   In compliance with fire code, program attendance cannot exceed room capacity.

6.      All food and beverage is prohibited in the Lyceum.

7.      Animals are prohibited in the Union with the exception of guide animals.

8.   Skateboards, skates, bicycles, or other wheeled apparatus are not allowed in the facility.  Wheelchairs, mobility devices and carts, dollies, etc. used to transport materials are allowed.

9.   Union equipment and/or furnishings may not be removed from the premises.

10. The University Union reserves the right to deny use of the facility for programs, meetings, events, or any other activity deemed a health or safety issue to the UNT campus community.

It is the policy of the University of North Texas not to discriminate on the basis of sex, race, color, religion, national origin, age, disabled veteran status, veteran of the Vietnam era or qualifying disability under the Americans with Disabilities Act (ADA) in its programs, activities, admissions, or employment policies.   In addition to complying with federal and state equal opportunity laws and regulations, the university through its diversity policy declares harassment based on individual differences (including sexual orientation) inconsistent with its mission and educational goals.

Individuals qualifying under the Americans with Disabilities Act (ADA) in need of special assistance to participate in a program, service or activity sponsored by the University Union are asked to contact Scheduling Services a minimum of three (3) business days in advance of the event.  Scheduling Services is located on level 2 of the University Union. Telephone: (940) 565-3804 or TDD access through Relay Texas 1-800-735-2989.

Suggestions, problems, complaints or grievances concerning the services, programs or activities of the University Union should be brought to the attention of the Union Director, Union Office, level 4 of the University Union. Telephone: (940) 565-3811 or TDD access through Relay Texas 1-800-735-2989.

The Union policy follows University Policy.  Smoking in the University Union is banned in all areas and within twenty (20) feet of all exterior entrances.  Smoking areas are provided around the exterior of the Union.

1.   Reservations for the Syndicate must be arranged through Syndicate Manager.

2.   The Syndicate may be reserved for events scheduled Monday through Saturday.  Events scheduled on Sunday may require additional fees.

3.    Events may not be scheduled to end later than midnight.

4.   A Union technician is required for all events held in the Syndicate which require stage lighting and/or sound support.  Technicians will be assessed at the current hourly rate.

5.    Non-Union technical equipment is permitted with approval in advance by the Union Technical Coordinator. Non-Union technical equipment cannot be mixed with Union technical equipment and/or the Syndicate house system.  

6.   For all events held before 5:00pm Monday through Friday, catering must be arranged through Scheduling Services located on Level 2.  Events held after 5:00pm Monday through Friday and all day on Saturday or Sunday may utilize off-campus catering services for food and non-alcoholic beverages.

7.   Per state fire regulations, the occupancy limit of the Syndicate is 488 persons.

8.   Any damage to, or loss of equipment in the Syndicate must be reported to the Syndicate staff on duty.

1.   The Union Gallery hosts exhibits chosen by the Union Gallery Selection Committee.  The Selection Committee is comprised of faculty from the School of Visual Arts, Union staff and art students.

Applications to display work in the Gallery may be obtained through Design Works or online at https://home.unt.edu/union/galleryapp.htm.

2.   The Union is not responsible for any damage or theft during installation, exhibition or removal of a show.

3.   Union will not act as intermediary or representative for any sales from the Gallery.

4.   Any audio/visual materials used within the Gallery must not interfere with other activities within the Union.

5.   Refreshments for opening shows will be provided by the University Union.

6.   All food and beverage for opening receptions must be provided by Verde Catering.

 Physical

1.   Working electronic components are limited to low wattage bulbs.

2.   Maximum height of work allowed is 9.5 feet.

3.   Work may be displayed from walls, placed on sculpture stands or positioned on the floor.  Pieces may not be suspended from the ceiling.

4.   Adequate floor space must be allowed to meet Americans with Disabilities Guidelines.

5.   All work must be confined within the gallery space.

6.   Artists will be held responsible for all costs associated with damages/repairs to furnishings/space that are a direct result of the exhibit.

1.   Work containing food, bacteria or other live/organic substances is prohibited.

2.    All work containing liquids must be enclosed or secured.

3.    Work containing live or dormant animals, insects, etc. is prohibited.

4.    Work different in style, media or content from application slides must be approved prior to gallery opening by Union representative.

5.   Due to the multipurpose nature of the facility, some artwork may not be appropriate for the Union Gallery.  Works with graphic language, graphic nudity or images or graphic themes are subject to censor and may be prohibited.  The Union reserves the right to remove inappropriate pieces.

1.   The Union Information Center is available to sell tickets for campus departments, registered organizations, etc.  A service charge for handling tickets will be assessed.

2.   The Union Business Office must receive all tickets at least one (1) business day in advance of sale. 

3.   All tickets must be consecutively numbered and have the following information: sponsoring organization, date, time, price, refund policy and location of the event.

4.   Events requiring more than one admission price must be approved in advance by the Union Business office.  Two different color tickets or a one color ticket with a stub must be provided.  Student dances are excluded.  See Section 6.8.1.16 on UNT Student Dances.

5.   Campus departments must provide the Union Business office with an account number and an income code.

6.   Off-campus groups or campus organizations must provide the Union Business office with a contact person and a mailing address.  Payment arrangements will be made at time of ticket delivery.

7.   Advertising, handling of comp list and the event staff (ticket takers, ushers, etc.) are the responsibility of the issuing group.

8.    Only Union staff members are allowed in the ticket booth.

9.    The Information Center will not reserve tickets without payment.

6.8.1.7
Bulletin Boards

1.   Posters or decorations are prohibited on facility surfaces including walls, posts, windows, doors, walks, fountains or planters.

2.   All materials to be posted on the bulletin board located on Level 2, across from Design Works, must have prior approval by the Information Center.

3.   An open bulletin board is provided on Level 2 at the Post Office entrance.  All material is removed at the beginning of each month.

4.   Any written material that is not in English must have an English translation adjacent that has been approved by International Studies & Programs.

5.    The Union reserves the right to remove any material that is considered inappropriate (unsuitable use of language and graphics) or does not follow these guidelines.

6.8.1.8
Banner Policies

Courtyard Banners

1.   Banners are to advertise special events and programs. Courtyard banner space is available to registered campus organizations and University departments on a first come first served basis.    Banners must include the following information:  sponsors, event title, type of event, location, time, price and date.  Regularly scheduled meetings are not appropriate for banner use.  Sign up for banner space online at https://home.unt.edu/union/indoorbannerform.htm.

2.   Banners may be hung no more than five (5) business days before the beginning of the event or at time of ticket sales, if applicable.

3.   Banners advertising events and programs must be open to anyone with a UNT I.D.  Groups that restrict membership on the basis of gender or grade point average, such as Greeks and honor societies, may request banner space for rush, membership drives and events and programs open to anyone with a UNT I.D.

4.   Banners are restricted to a maximum size of 4’ x 10’ vertical or horizontal.  Vertical banners may be hung from Level 3 only.  Horizontal banners may be hung from Level 2 only.  In compliance with ADA, the bottom edge shall not hang below the concrete for Level 2 banners.

5.   Groups may hang banners using rope, fishing line or masking tape.  Banners may not be taped to the oak railing.

6.   The organization/department is responsible for putting up/taking down banners. 

Banners must be removed before noon the first working day following the event.  The Union Marketing Office will remove banners left up past the removal date and leave them at the Union Information Center located on Level 3.  Unclaimed banners will be disposed of after three (3) business days.

7.   Any written material that is not in English must have an English translation adjacent that has been approved by International Studies & Programs.

8.   If the plants on Level 3 are moved to hang or take down a banner, they must be returned to their original position.

9.   Banners may not be hung during pre-finals and finals week of each long semester, on Union Day in March and the preceding day or on any other event dates determined by the Union Director.  No banners can be hung during the Christmas holidays due to decorations in the area.  All banners will be removed the Tuesday before Thanksgiving. Groups may start hanging banners again on the first working day of the new year.

The Union reserves the right to take down any banner that is considered inappropriate (unsuitable use of language and graphics) and any banner that does not follow the above banner policy guideline.

The purpose of outdoor banners is to build school spirit and emphasize tradition by providing a greater opportunity to advertise events and programs to reach the University community  Campus-wide events and programs are defined as any activity that provides one or more of the following opportunities and is open to the entire University community: educational, social, recreational and/or cultural.
Guidelines

1.   Outdoor banner space is available to campus organizations, academic and auxiliary departments on a first come, first served basis.  Banners are to advertise campus-wide events and programs only.  Groups may request banner space one semester prior to the event/program date.  Banners are for advertising events and programs that are open to the University community.  Groups that restrict membership on the basis of gender or grade point average, such as Greeks, social, academic or service fraternities/sororities may not individually request banner space for rush and/or membership drives.  However, they may advertise these activities as a group through their respective governing bodies.  Sign up for banner space online at https://home.unt.edu/union/outdoorbannerform.htm.

2.   Banners shall be made of canvas or permanent banner cloth.  Only permanent paints such as acrylic, house latex or sign painter’s enamel are appropriate.

3.    Banner space may be reserved in blocks of one (1) week (Monday – Friday).  Banners may hang for a maximum of two (2) weeks and must be removed by noon the first working day following the event.

4.   Banner size:  Minimum: 6’ x 4’ – Maximum: 10’ x 4’.  Banners are to be horizontal and must have grommets or reinforced holes across the top of the banner spaced at specified intervals (see Instructional Sheet for details).  The banners may be hung only in specified locations on the banner tracks provided.  Damage to tracks will be billed to the organization or department occupying the space.  Report any damage to the tracks BEFORE hanging your banner to prevent incurring costs for damages not made by your department or organization.

5.      The organization/department is responsible for putting up and taking down banners. 

Hanging banners is at your own risk; the University and/or the University Union are not liable for damage, personal injury or theft of banners.  The Union Marketing

Office will remove banners left up past the removal date and leave them at the Union

Information Center located on Level 3. Unclaimed banners will be disposed of after three (3) business days.

6.      Any written material that is not in English must have an English translation adjacent

and legible from a distance of twenty (20) feet.  International Studies & Programs must approve the translation.

7.      Any damage to permanent landscaping or to the facility will be assessed by

University officials and charged to the organization or department responsible.

8.   Banners may not hang when the University is officially closed for holidays or Spring Break.

9.   Banners may not have decorations, ornamentation or weighted objects attached to or hanging from them.

10. An organization, academic or auxiliary department may have an indoor banner and an outdoor banner at the same time.

11.  The Union reserves the right to remove any banner that is considered inappropriate (unsuitable use of language and/or graphics) and any banner that does not follow the above banner policy guidelines.  The banner will be stored at the Union Information Center for a maximum of five (5) business days with a removal explanation attached.  The Union Marketing Office will attempt to contact the organization or department to inform them about the removal.

12.  If an organization or department is denied a banner space or if the reason for removal

of a banner is unclear, the group should first contact the Union Marketing Office and/or the Union Director for more information.  If the issue is not resolved to the

satisfaction of the organization or department, the grievance procedures outlined in Section 19 shall be followed.

6.8.1.9
Catering

1.   All food and beverage for events scheduled in the Union must be provided by Verde Catering.  Only registered student organizations may bring in food or order from local restaurants for meetings scheduled after 5:00 P.M. Monday through Friday and weekends in Level 4 meeting rooms and the Syndicate.  The intention of this policy is to ensure that only safe and properly prepared food products are provided to members of the University community, their guests or visitors to the campus.

2.   Reservations for catering must be arranged through Scheduling Services located on Level 2 of the University Union.  Office hours are 8A.M. – 5:00 P.M.,  Monday – Friday.  After hour appointments are available upon request.

3.   Reservations must be made no later than ten (10) business days prior to date of event for meals and three (3) business days for refreshments.  A minimum is required for all food orders.  Delivery and pickup charges will apply for all deliveries outside the Union.

4.   All catered events remain tentative pending receipt of deposit.  Reservations may be confirmed with a University account number, cash, check or credit card.  Tentative catered events must be confirmed or released within ten (10) business days of the original request.  No more than two (2) tentative dates may be scheduled for the same event.

5.   An estimate of guests attending will be required at time of event booking.  Scheduling Services must be in receipt of final guarantee of number expected to attend no later than 12:00 O’Clock noon, three (3) business days prior to the day of the event.  After this time, increases in attendance will be accepted up to twenty-four (24) hours prior to the event, subject to product availability, with a late charge being assessed for each additional person attending.  Failure to turn in a final guarantee will result in the maximum estimated count being used as the final guarantee.  For meals, should the number of guests exceed the guarantee, charges will be based on the actual number of guests served.

6.   Scheduling Services must be in receipt of final menu no later than 12:00 O’Clock noon, ten (10) business days prior to the day of the event.  Failure to turn in a final menu will result in menu selection being Chef’s choice.

7.   Estimated total balance for event is required by 12:00 O’Clock noon three (3) business days prior to the day of event.  Failure to comply with the payment schedule may result in the cancellation of event.  Final payment is due within ten (10) days upon receipt of final billing.  Late payments may be subject to interest fees.

8.   A departmental catered event is confirmed upon receipt of an account number.  Final billing to the department will be sent within ten (10) business days of the event.

9.   If a registered student organization is co-sponsored by a department, the department contact name and telephone number must be listed on the Event Planner and an account number provided.  All charges for co-sponsored events will be billed to the sponsoring department’s account number at department rates.

10.  Catered event standards:  Breakfast, Brunch, Lunch and Receptions – Two (2) hours; Dinners – Three (3) hours; Reception and Dinner – Four (4) hours; Dinner and Dance – Four (4) hours.  Events lasting more than the allotted time will incur additional fees.

11. In compliance with local Health Department Regulations, food may not be removed from the catering site.  Credit will not be issued for unused food.

12. Full anticipated charges and related gratuities and taxes will be assessed to any catered event cancelled less than eight (8) business days prior to the date of the event.

6.8.1.10
Reservations and Reservable Space

1.   All reservations for Union facilities including the outside areas of the Shrader Pavilion, Patio, Portico and must be arranged through Scheduling Services located in the University Union, level 2.  Office hours are 8:00 a.m. to 5:00 p.m. Monday through Friday.  After hour appointments are available upon request.Lawn 1 and 2 are scheduled by Union Programs, level 2.  These areas may be used for event programming only.  No vendor/solicitation/information tables may be scheduled in these areas.

2.   Reservations for space in the Union are available on a first come, first served basis.

3.   Tentative reservations must be confirmed or released within ten (10) business days of the original request.  No more than two (2) tentative dates may be scheduled for the same event.

4.   Reservations remain tentative pending receipt of deposit.  A deposit in the amount of full room rental is required to confirm a reservation.  Reservations may be confirmed with a University account number, cash, check or credit card.

5.   Deposits for the Silver, Golden or Diamond Eagle Suites are non-refundable.  Deposits for the Hann, Ponder, Abney, Lyceum and level 4 rooms may be refunded if the reservation is cancelled more than twenty (20) business days in advance for registered student organizations and forty (40) business days in advance for all other groups.

6.   Estimated total balance for an event is required by 12:00 O’Clock noon three (3) business days prior to the day of the event.  Failure to comply with the payment schedule may result in the cancellation of the event.  Final billing will be sent within ten (10) business days of the event.  Final payment is due within ten (10) days of the date of final billing.

7.   Student organizations must comply with Union policy regarding registration to be eligible to reserve space in the Union.  If a registered student organization’s event is co-sponsored by a department, the department contact name and telephone number must be listed on the Event Planner and an account number provided.  All charges for co-sponsored events will be billed to the sponsoring department’s account number at departmental rates.  A cooperative sponsorship does not guarantee an exemption from charges for labor, equipment or room rentals. 

8.   In order to accommodate as many users as possible, the Union reserves the right to adjust space assignments according to the number of guests expected and the type of event.  Adjustments to space assignments will be done only upon consent of the group’s contact person and with adequate advance notice so as not to negatively impact the event.

9.   All personal and supplier effects are to be removed at the end of the event.  Liability for damages or conditions requiring additional cleaning of the reserved space will be charged to the individual or group named as responsible party.

6.8.1.11
Use of Information/Vendor Tables

University departments and student organizations are responsible for any activity at their sponsored table(s) including vendor sales and/or conduct.  Failure to adhere to policy may result in department/student organization being blocked from future scheduling of vendor/information tables. 

The Union recognizes three types of table uses in the facility.

1.   Information Tables:  Literature available for passers-by to pick up from table

2.   Vendor Tables:  Sales by outside groups that are sponsored by a University organization or department for fund-raising purposes

3.    Conference Vendor Tables:  Vendors attached to conferences that target specific audiences

 The Union assesses a standard fee based on table usage.

l.    Student organizations and University departments may request the use of a table in the Union. All table reservations require a permit acquired from the Student Life reception desk.  Permit must be picked up no later than 15 minutes prior to the reservation time or the reservation(s) is forfeited. Table reservations can be turned in to the Student Life reception desk beginning ten (10) business days prior to the first day of class.  A maximum of two chairs per table is allowed.  In accordance with the University’s solicitation policy, persons manning the table are to remain behind it.  Activity shall not disrupt flow of traffic.  Literature may be placed on the table for passers by to take at their discretion; it cannot be handed directly to the individual unless the individual requests the literature.  All materials belonging to the organization or persons manning the table must be placed on or under the table. Tables are not available to student organizations during dead week and finals week.   Requests by student organizations for sales at a table must include a completed solicitation form available from the Student Activities & Organizations office.  For safety reasons, the Union restricts the number of tables in public areas and hallways.

2.    Tables may be used to promote any event and/or project sponsored by a University department or by a registered student organization.  Individuals or off-campus groups cannot reserve tables for use unless sponsored by a registered organization or University department.  The sponsoring organization or department is responsible for completing the necessary approval process.  Each table must display a permit obtained from the Union Programs office.

3.   Each student organization/university department is responsible for any damage or theft of Union equipment occurring during the use of the same.  The user will be assessed repair or replacement costs.

4.   Any signs or banners used at the table may be hung from the front of the table or placed behind the table.  Large floor displays are not appropriate for use at a solicitation table.  For additional space, other locations are available through Scheduling Services for a fee. 

No signs or banners may be affixed to walls or other surfaces.

5.   All material written in a foreign language must first be translated into English, approved by International Studies & Programs and filed with the Student Activities & Organization’s office in advance of distribution.

6.   The Student Government Association (SGA) is guaranteed a table at any time at the southeast corner of the One O’Clock Lounge.  The Student Government Association will follow house guidelines in order to reserve use of their permanent table or any additional tables. The table(s) usage is to be used exclusively for SGA.

7.   An information table can be reserved for a maximum of five (5) three-day periods per semester.  Additional requests should be submitted for approval five (5) business days in advance and are contingent upon space availability.

8.   Free dispensing or sale of food or beverages (prepared or prepackaged) is prohibited except by the Union.

9.   Tables for political candidates are not allowed unless sponsored by a campus organization or department.

10.  The use of audio equipment or amplified sound must be approved by the Union Programs Department office prior to use.  Designated areas with electrical outlets are available.  Sound may not exceed 80 decibels.

11.  The sponsorship of a sale must be for the purpose of raising funds for a student organization or department.

12. All sales and/or solicitations must be in compliance with the University solicitation policy.  No student organization or department may sponsor more than three (3) sales per semester in the Union.  Student organizations may sponsor or conduct a sale for a  maximum of three (3)consecutive business days.

13.  Student organizations desiring to reserve a table must provide a completed solicitation form.

14.  University policy provides that no item can be sold that is offered for sale by any University agency or contractual agency unless approval is given by that agency.

A table fee will be assessed to departments and organizations co-sponsoring an outside vendor for the purpose of fund raising (Example:  credit card companies, phone companies, jewelry sales, etc.).  No fee will be assessed for information tables or fund raising activities in which the organization or department has created the item or service for sale.  Fees for table space must be paid at time of reservation.

6.8.1.12
One O’Clock Lounge & Courtyard Programs 

COURTYARD
The Courtyard may be used for conference promotions and registrations, fairs, sales, art displays, promotions or programs sponsored by university departments or student organizations.

1.   Reservations for the Union Courtyard must be made through Scheduling Services located on Level 2 of the Union.

2.   Student organizations must provide Scheduling Services a completed Event Application and/or Sales Permit to reserve the Courtyard.  This includes co-sponsored events.  The application may be obtained through the Student Activities & Organizations office located on Level 2.

3.      Table fees:

(a)  Six (6) rectangular tables and twelve (12) chairs are provided free of charge for programs in the Courtyard.  Fees will be assessed for each table requested over six (6).  A maximum of fifteen (15) tables with two (2) chairs per table may be used in the Courtyard.

(b) Vendor tables associated with University sponsored conferences will be assessed a daily table fee.

4.   Departments and organizations sponsoring or co-sponsoring events in the Courtyard promoting outside sales or vendors, not associated with conferences, will be assessed a daily room rental.

5.   The use of this area must adhere to all fire and safety codes to ensure adequate traffic flow and safety of participants. 

6.   Programs and events scheduled in the Courtyard must be of interest to the general population.

7.   Programs using amplified sound are prohibited in the Courtyard.  Sound shall not  exceed 80 decibels.

8.   Visitors to the Union are welcome to play the piano at no charge.  Arrangements for piano tuning may be made through Union Scheduling Services.  A piano tuning charge will be billed at the current rate and is the responsibility of the customer.  The piano is available on a first-come first-served basis and limited to a maximum of one hour per day.  Piano sound levels are not to exceed 80 decibels.  During regular business hours, please contact Union Scheduling Services located on Level 2.   For after-hour requests, you may visit the Information Center on Level 3 and ask for the Union Night Manager. The Union Staff will unlock the piano except when the Courtyard is scheduled for a presentation, exhibit, and vendor reservation, for a live music event, or any time Union Administration deems it necessary to restrict playing.  Food or beverages placed on the piano is prohibited.

9.   Sales promotions in this area may not duplicate merchandise or services provided elsewhere in the facility.

10.  The dispensing of outside food or beverage is prohibited in the Courtyard.  All food and beverage must be provided through Verde Catering.

ONE O’CLOCK LOUNGE

The One O’Clock Lounge may be used for conference promotions and registrations, fairs, sales, art displays, promotions or programs sponsored by university departments or student organizations.

1.   Arrangements for reserving the One O ’Clock Lounge must be made through Scheduling Services located on Level 2.

2.   Student organizations must provide Scheduling Services a completed Event Application and/or Sales Permit to reserve the One O’Clock Lounge. This includes co-sponsored events.  The application may be obtained through the Student Activities &  Organizations office located on Level 2.

3.      Table Fees:

(a)  Six (6) rectangular tables and twelve (12) chairs are provided free of charge for programs in the One O’Clock Lounge.  Fees will be assessed for each table requested over six (6).  A maximum of eighteen (18) tables with two (2) chairs per table may be used in the One O’Clock Lounge.

(b) Vendor tables associated with University sponsored conferences will be assessed a daily table fee.

4.   Departments and organizations sponsoring or co-sponsoring events in the Courtyard promoting outside sales or vendors not associated with conferences, will be assessed a daily rental charge.

5.   The use of this area must adhere to all fire and safety codes to ensure adequate traffic flow and safety of participants.

6.   Programs and events scheduled in the One O’Clock Lounge must be of interest to the general population.

7.   Programs utilizing amplified sound may be scheduled in this area. The Union reserves the right to adjust or require adjustment of sound levels.  Sound shall not exceed 80 decibels.

8.   Arrangements for events utilizing audio/visual equipment must be made at least ten (10) business days in advance with Scheduling Services.

9.   The dispensing of outside food or beverage is prohibited in the One O’Clock Lounge.  All food and beverage must be provided through Verde Catering.

10.  Sales promotions in this area may not duplicate merchandise or services provided elsewhere in the facility.

6.8.1.13
Student Organization and Departmental Meetings

1.   Registered organizations may reserve FREE meeting rooms in the Union, if a change in the regular room setup is not required, in one of two ways:

a)   Series Reservations:  Registered student organizations may apply with Scheduling Services to reserve the same meeting room at the same time on the same day each week for the entire semester.  Series reservations can be made beginning the first Monday in August for the fall semester and first Monday in December for the spring semester.  All series reservations will be made on a first-come, first-served basis.  Series reservations may begin the first week of classes.

b)  Reservations for FREE meeting rooms, other than Series Reservations, may be made up to twenty (20) business days in advance on a space available basis.

2.      Reservations for FREE rooms are limited to four (4) hours.

3.   Failure to arrive within thirty (30) minutes of the scheduled time may result in room cancellation.

4.   If more than one room is required for meetings in the same week, a second FREE room may be requested one day in advance of the required date.  Requests will be honored on a space available basis.

5.   Meetings are to adjourn by 9:45 P.M. unless prior arrangements have been made with Scheduling Services for a closing no later than 10:00 P.M.

6.   All personal and supplier effects are to be removed at the end of the event. 

7.   Liability for damages or conditions requiring additional cleaning of the reserved space will be charged to the student organization named as responsible party.  To dispute charges, refer to the Appeals Process in Section 19 of this policy.

8.   Overhead projectors, screens, table podiums and voice/data jacks are available free of charge in all Level 4 rooms.  Pending availability, TVCRs may also be provided free of charge.  Rental fees will be assessed on any additional technical equipment requested.  Sound systems are prohibited on level 4.

9.   Level 3 meeting rooms, with the exception of the Diamond Eagle Suite, will be available for recognized/registered student organization’s business meetings for a maximum of four (4) hours per week free of charge if the following conditions apply:

a)   Level 4 meeting rooms are not available or do not provide sufficient space

b)   Level 3 meeting rooms may not be scheduled more than five (5) business days in advance of event

c)   Level 3 rooms are reserved as is or set with theater style seating.

10.  All food and beverage must be provided by Verde Catering for meetings to be held in the University Union before 5:00 P.M. Monday through Friday.  Only registered student organizations may bring in food or food ordered from local restaurants for meetings scheduled after 5:00 P.M. Monday through Friday and weekends in Level 4 meeting rooms as well as the Syndicate.

11.  Service fees will be assessed for meetings requiring changes to existing room setups.

Scheduling Services must be in receipt of all special room setup requests at least one (l) business day in advance of the event.

12.  Amplification is prohibited in all level 4 meeting rooms.

1.   Level 4 meeting rooms will be available free of charge for departmental business meetings or for the offering of educational programs of interest to the general student body at no cost to the attendees.

2.   Reservations for free Level 4 rooms are limited to four (4) hours.

3.   Reservations for free Level 4 rooms are limited to once (l) per week.

4.   Reservations for free Level 4 rooms may be scheduled after the first two weeks of each semester and may be made four (4) weeks in advance.

5.   Service fees will be assessed for meetings requiring changes to existing room setup.  Scheduling Services must be in receipt of all special room setup requests at least one (1) business day in advance of the event.

6.   Departments are not exempt from room rentals or other fees associated with reservations when meetings rooms are scheduled more than once a week, require a change in room setup, are scheduled on levels other than Level 4 or are for purposes other than departmental meetings.

7.   Overhead projectors, screens, table podiums and computer jacks are available free of charge in all Level 4 meetings rooms.  Scheduling Services must be in receipt of additional technical requirements two (2) business days in advance of the event and rental fees will be assessed.

8.   Amplification is prohibited in all Level 4 meeting rooms.

9.    Level 4 meeting rooms must be returned to original arrangement and condition. Liability for damages or conditions requiring additional cleaning of the reserved space will be charged to the department named as responsible party.  To dispute charges, refer to the Appeals Process in Section 19 of this policy.

1.   All events requiring alcohol beverage service must be arranged through Scheduling Services.

2.   Alcoholic beverages may not be brought into or removed from the Union without prior arrangements being made through Scheduling Services.

3.   All alcoholic beverages must be served by TABC certified bartenders arranged through Scheduling Services.

4.   The number of bartenders needed for an event will be determined by Scheduling Services.

5.   Alcoholic beverage service may be denied to any patron by the TABC certified bartender with notification to Union management and the event host.

6.   Hosting individuals/organizations are responsible for ensuring consumption of alcoholic beverages occurs in a lawful and responsible manner.

7.   Food and non-alcoholic beverages must be made available in reasonable quantities at all events serving alcohol.  All food and beverage must remain in the areas scheduled for said event.

8.   The sale of alcoholic beverages may not commence before 5:00 p.m. on weekdays or before 9:00 a.m. on Saturday or 12:00 noon on Sunday. 

9.   Security provided by the UNT Police Department may be required at the expense of the individual/organization for events serving alcoholic beverages.  Number of officers required will be determined by Scheduling Services.

6.8.1.15
Lyceum

    1.  Reservations for the Lyceum must be arranged through Scheduling     Services located on Level 2.

2. The Lyceum may be reserved for events scheduled after 3:00 p.m. Monday through Friday and all day on Saturday.
3. Subject to availability and coordination with Union technical staff, one free rehearsal may be held in advance of program, not to exceed three (3) hours.  Additional rehearsal time will incur a rental fee.  Technician charges will be assessed at the currently hourly rate.  A Union technician is required.
4. A Union technician is required for all events and rehearsals held in the Lyceum.  Room rental includes one technician, if necessary.  Additional technicians will be assessed at the currently hour rate.
5. Non-Union technical equipment is prohibited unless approved in advance by the Union Technical Coordinator. 
6. Technical equipment may not be stored in the projection booth.
7. All food and beverages are prohibited in the Lyceum.
8. State Fire Regulations prohibit standing, sitting or adding chairs in the aisles of the Lyceum.
9. Any damage to or loss of equipment in the Lyceum must be reported to the technician on duty.

1.   Reservations for dances may be made no more than thirty (30) business days in advance.

2.   Each organization is limited to two (2) dances per semester, pending availability of facilities.

3.   Dances are limited to four (4) hours total with event end time no later than 2:00 a.m.

4.   Scheduling Services must be in receipt of a completed Student Event Application to schedule reservation and confirm date.  The applications are available through the Students Activity Center located on Level 2.

5.   A non-refundable deposit is required at time of confirming reservation.

6.   Estimated event charges are due in full five (5) business days prior to the day of the event.  Failure to comply with the payment schedule may result in the cancellation of the event.

7.   The maximum number of tickets sold for any event is limited to the maximum room capacity based on room set up requirements, with no exceptions.

8.   Ticket prices must remain the same from beginning to end of event.  Disbursement of proceeds from ticket sales will not occur the night of the dance.

9.   The student organization representative must meet with the Union Assistant Director of Business/Personnel to discuss ticket sales no later than five (5) business days before the dance.

10.  Ticket sellers are to be provided by the Union.  One seller per 250 guests is required with a two-hour minimum.  Ticket sales will end no later than one and one-half hours before the end of the event or 12:30 A.M., whichever is sooner. There are no exceptions.

11.  Everyone entering the dance must have a wristband.  Wristbands may be provided by the University Union with associated fees being assessed to the responsible organization.  Student organizations can trade previously purchased wristbands for Union wristbands if free of logos.

12.  Student organizations must provide one event monitor for each 100 anticipated guests to assist Union staff during the event.  The Building Manager must be provided names of the monitors no later than twenty-four (24) hours prior to the event.  All monitors must wear agreed upon visible I.D. and meet with the Building Manager and UNT Police one (1) hour before the event starts.

13.  All entrances to the Union will close promptly at 10:00 P.M. and only designated entrance(s) will be available to guests after that time.  No one may leave and re-enter the facility after the purchase of a wristband with the exception of the agreed upon monitors.

14.  DJ’s must provide all of their own sound equipment.  Live bands may provide their own sound equipment or rent a University Union sound system upon approval of the Union Technical Coordinator.  A Union technician must operate the equipment.  Under no circumstances can University Union sound equipment be used to supplement non-Union equipment.

15.  Sound equipment, decorations and other equipment must be removed within one hour following the event.  A fee will be assessed to the sponsoring organization for each hour, or any part of an hour, in excess of the specified one-hour load-out allotment.

16.  Security is required at all dances at the expense of the responsible student organization.  UNT Police Department will determine the number of officers needed.

17.  The sponsoring student organization will be assessed additional charges associated with damage, repairs and/or additional clean up.

1.   All decorating arrangements must be made through and approved by Scheduling Services.  Charges will be assessed for early facility access.  Under no circumstances is anything to be attached to facility walls.

2.   The University Union assumes no responsibility for the damage or loss of articles, equipment or other items left on the University of North Texas campus premises prior to, during or following an event.  All personal and supplier effects are to be removed at the end of event.  Liability for damage to the premises will be charged to the person(s) named responsible for event.

3.   The University Union is not responsible for any injuries that might occur while an individual/group is decorating for an event.

6.8.1.18
Procedures for Loading and Unloading Equipment

1.   A temporary parking permit is required for loading and unloading at the University Union dock.  Permits are available from the Union Information Center located on Level 3.

2.   Permits are good for thirty (30) minutes only.  Failure to move vehicles within this time limit may result in vehicle being ticketed and/or towed by the UNT Police Department.

3.      Requests for the use of carts and/or dollies may be made through the Information Center.  Customer must leave I.D. until equipment is returned.

4.    The food service elevator may not be used for loading and unloading of equipment without prior approval from the Information Center.

5.   Driving and parking on the Level 3 ramp adjacent to the Lyceum is prohibited.  Vehicles parked on the ramp will be towed by the University Police Department at owner’s expense.

Appeals of any decision made by the Union staff shall be heard by the Facilities Sub-committee consisting of two members each from the Union Board of Directors, Facilities Sub-committee and the Program Sub-committee and chaired by a member of the Union Board of Directors voted to the seat.

Appeals shall be heard in the following process:

1.   Written request for appeal must be made to the Sub-committee chairman.

2.   All relevant parties are to be present to ensure an adequate and fair hearing.

3.   A decision on the appeal will be rendered the following business day.

4.   Appeals of the decision of the Sub-committee shall be submitted in writing to the Chairman of the Union Board of Directors.

5.   The Union Board of Directors shall hear the appeal at the next regularly scheduled meeting.

6.   The Union Board of Directors shall render a decision by the following business day.  The decision of the Union Board of Directors is final.

7.   Decisions of the Union Board of Directors shall be in accordance with University and University Union guidelines and procedures.

Appeals Process – Scheduling Decision
Appeals of any reservation accepted or denied by Scheduling Services shall be heard by the Scheduling Appeals Sub-committee consisting of two members each from the Union Board of Directors, Facilities, and Program committees and be chaired by a member of the Union Board of Directors voted to the seat.

Appeals shall be heard in the following process:

1.   Written request for appeal must be made to the Subcommittee chairman.

2.   All relevant parties are to be present to ensure an adequate and fair hearing.

3.   A decision on the appeal will be rendered the following business day.

4.   Appeals of the decision of the Subcommittee shall be submitted in writing to the Chairman of the Union Board of Directors.

5.   The Union Board of directors shall hear the appeal at the next regularly scheduled meeting.

6.   The Union Board of Directors shall render a decision by the following business day.  The decision of the Union Board of Directors is final.

7.   Decisions of the Union Board of Directors shall be in accordance with University and University Union policies and procedures.

This page is maintained by Mary Finley. Send questions or comments about any Union area to finley@unt.edu.
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This page was last updated Friday, February 03, 2006

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