These are organizations that are approved through the Student Development Center. Student organizations must obtain a Student Activity Request Form and secure all appropriate signatures from the Student Development office prior to reserving facilities at the UTEP Union Building. The Student Development Center is located in the Union West, Room 106, (915) 747-5670.

University Student Organizations do not pay a rental fee for use of the Union Building facilities,
setup fees, audio/visual equipment fees, and Technician Fees. However, they will be held
responsible for any and all damages (Damage Fee), Cleanup Fee and Opening/Closing fee.
Also, if the registered student organization fails to cancel within 24 hours of the
scheduled event, a Cancelation Fee of $25 will be assessed. Each University Student
Organization is allowed one rental reservation per week. Some exceptions will be made during
certain periods in a semester.

University Student Organizations must contact Food Services by Sodexho to provide their
food and beverage needs after their reservation has been approved by the Union Services
Office.

Student organizations with outstanding Union Services invoices will not be allowed to use
the Union or the EPNGCC.

Damage to any room/space and/or equipment by a student organization will result in appropriate disciplinary action and/or charges on a time and material basis for replacements or repair of the damage to the appropriate university property.

UNIVERSITY DEPARTMENTS

University Departments Hosting Department Events

These are university departments that host meetings, programs, etc. for their department or
University staff. If the event utilizes the room with the prescribed set up (see Room Setups)
no fee will be assessed. However, if a different setup is requested, the department will be
charged a setup fee.

The university department will be required to pay for any Union staff that must remain
throughout the event, and/or audio/visual equipment required for the event, reopening/
closing fees and any other additional fees that apply.

University departments with outstanding Union Services invoices will not be allowed to
use the Union or the EPNGCC.

The university department must provide the Union Services Office an interdepartmental
account number to charge any fees incurred. This account number must be on file prior
to the beginning of the event. If the university department fails to cancel within 24
hours of the scheduled event, a cancellation fee will be accessed.

If a UTEP Grant account is going to be used to pay for fees, a UTEP Purchase Requisition
must be submitted to the Union Services Office prior to the event. This requisition must
have all appropriate approvals. Failure to comply with this procedure will result in the
cancellation of your reservation.

University Department Hosting Events for UTEP Students, Faculty, Staff and
External Participants

These are scheduled events that have no registration fee charged to participants. Criteria
allow a department to use the conference facilities associated with the university to host
departmental related activities such as conferences, meetings, and other training programs.
If the event utilizes the room with the prescribed set up (see Room Setup) there will not be
setup fee assigned. However, if a different setup is requested, the department will be re-
quired to pay a setup fee. The department renting the Union and/or the EPNGCC will be
required to pay university rates plus the full audio/visual equipment fees and/or technician
fees, opening /closing fees, and any other fees that apply. University departments may
call 915-747-5177, email unionscheduling@utep.edu or come by the Union Services
Office, Union East 307, to make reservations.

The university department will be required to pay for any Union staff that must remain
throughout the event, and/or audio/visual equipment required for the event, reopening/
closing fees and any other additional fees that apply.

The university department must provide the Union Services Office an inter- departmental
account number to charge any fees incurred. This number must be on file prior to the
beginning of the event. If the university department fails to cancel within 24 hours
of the scheduled event, a cancellation fee will be accessed.

If a UTEP Grant account is going to be used to pay for fees, a UTEP Purchase Requisition
must be submitted to the Union Services Office prior to the event. This requisition must have
all appropriate approvals. Failure to comply with this procedure will result in the cancellation
of your event.

NON-UNIVERSITY GROUPS

These groups are non-university related entities. Events held by these groups must make
their reservations through the UTEP Office of University Relations, 1608 Hawthorne or
phone 915-747-8244 or email ur@utep.edu. The Office of University Relations will then
contact the Union Services Office to make the reservation and all subsequent arrangements
for this group.

Events scheduled through the Office of University Relations will be assessed "Non-University
Rates" and Opening/Closing fees. All fees incurred by the non-university group will be the
responsibility of the Office of University Relations. These fees, along with a non-refundable
deposit fee will be charged to the Office of University Relations through an interdepartmental
account number after the scheduled event. Once the event is over, the deposit will be deducted
from the total balance due.

If the Office of University Relations fails to cancel within 24 hours of the scheduled event,
a cancellation fee will be assessed.