Scheduling of Events, Set-up Guide and Agreement
All events and the use of venue/space must be scheduled and these guidelines followed for the best outcome of any event.
Priorities of Events (Officially approved events that promote the DSU mission)
- Academic classes and curricular programs.
- Student organizations, university president, schools, and departments.
- (Co)-Sponsored, faculty and staff events.
- Community and public events.
* The occupants and/or main users of a particular venue/space will have priority over equally prioritized groups in that area. Examples include, but are not limited to, DSUSA in the Gardner, Athletics in the Burns, and The School of V & P Arts in the Eccles.
Fee Structure (Use the Approved Facility and Event Fee Schedule)
- Official Institution Sanctioned – Will not pay fees for the rental use of a campus venue/space, basic (FT) staffing, equipment configuration and set up/take down. (some hard costs may apply).
- University Schools and Departments (Co) Sponsored – Will typically not pay fees for the rental use of a standard campus venues/space, basic (FT) staffing, equipment configuration and set up/take down, but the university department will pay for applicable hard costs (extra labor including part-time, special production/equipment, non-standard set-up/take down, etc.)
- Government/Non- Profit 501(c), Employee, DSU Sponsorship/Partnership (revenue generating) – Will pay a discounted fee rate of 33% off the commercial and public fee schedule in the areas of venue/space, basic (FT) staffing, and equipment rental (excluding all applicable hard costs).
- Public or Commercial – If able to accommodate. Will pay the standard fee schedule rates.
* The Event Services and Risk Management Department (ES & RM) will apply fairly and consistently all event requests and fees in regards to DSU policy, procedures, and these department guidelines.
Event Services Responsibilities
Central Scheduling– Serves the client and applies DSU policy, procedures, department guidelines, appropriate level of priority and approved fee schedule to any venue/space request. Identifies the availability and appropriate event venue/space for the request. If available, holds the space, date, and time as pending. Notifies and works with all other applicable university organizations for individual review and approval. Confirms the event venue/space, date, time, and resource availability. Gives approval to the client of their event. May connect events to the online master calendar and website. May disperse applicable invoices to accounts receivable.
Production- Coordinates and hosts pre-production meetings and budgeting contracts of DSU resources. Applies appropriate level of priority and approved fee schedule to all events. Provides house management and all technical audio and visual production needs. Assists with managing all DSU event venues/spaces and maintenance of equipment.
Guest Services- Coordinates and hosts events for the DSU community.Provides basic guest services, set up and take down of tables, chairs, stages and a/v.Manages the Gardner Center including budget, maintenance, and custodial services.
Ticketing Office- Provides affordable and quality ticketing services, house management, and ushering.
Parking Management- Provides parking management, mapping, and enforcement.
Risk Management & Safety- Provides risk analysis. Reviews and approves certificates of insurance.Administersfire code evaluation, interpretation, permitting (flame artesian, pyrotechnics, special effects, etc.) and enforcement.Assists with health and safety compliance.
Requestor and/or Sponsor Responsibilities
Scheduling requests must be made within the minimum time requirement with a date, time, and location. Identifies the target audience, number of attendees, and resource needs. Determines and confirms event content, talent, and adequate budget for the event. Publicizes and advertises the event. Understands and commits to follow all DSU policy, procedures and ES & RM department guidelines. Are responsible for the utmost care of the rented facility/space and equipment. Furthermore, agree to pay for all damages or replacement costs of and event loss. Uses and secures DSU Dinning services for food requirements. Contacts and gains approval of all other applicable DSU organizations. Hosts and guides the event for guests and compliance with seating and capacity. The Sponsoring group will attend the event and will be the liaison between the group and ES & RM.
* If the Requestor and/or Sponsor defaults on its responsibilities, ES & RM reserves the right to decline services and facility use.
Guidelines & Definitions
Event Scheduling– For the best outcome of your event these guidelines must be followed.
Use Agreement– Renters are bound to all terms and conditions of guidelines/contracts and consent to follow DSU policies, procedures and safety guidelines.
Disclosure- Fee schedule amounts are standard estimates, charges may vary and will apply depending on the size, complexity, and resources needed for an event.
Minimum Time Requirements- Events must be requested and approved at least two weeks in advance for small events and one month for Large or Special events.
Large/Special Events- Capacity of >150 and/or with a significance amount risk, production, or use of resources.
Small Events– Capacity of <150, conferences, classes, or events with minimal to no risk, production, and resources.
Official Institution Sanctioned- Institutionally funded events such as academic classes and the 50 standard approved events approved by the President’s Cabinet.
University Schools and Departments- Official university entities Sponsoring or Co-Sponsoring an event with approval of the Dean or Department Head (Director). The main function of these sponsored events are for student learning, programs, and recruitment, institutional business, and faculty/staff development.
Non- Profit 501(c), Employee, and/or DSU Partnerships (revenue generating)- Documented Non-Profits with IRS 501 m(c)(3) status; DSU (full-time or part-time) employees; Partnerships (revenue generating) with primary public/community entities or for public/community audiences approved by the president’s cabinet.
Public or Commercial –A public or commercial for profit and/or revenue generating event.
Internal Control Measures- DSU administration has identified 50 historically supported and sanctioned events that Event Services will prioritize and maintain. All other requests will be processed based on policy priorities and resource availability
Sponsorship– A sole primary sponsored event by an official school, department, faculty and staff organization.
Co-Sponsorship- A primary university event co-sponsored with an outside organization.
Standard Renal- Includes the venue/space, room configuration, and equipment (chairs, desks, tables, computers, tv, stage, a/v, etc.) assigned to that space.
Hard Costs- Are costs charged above the Standard Rental including but are not limited to staffing, production time, extra and specialized equipment
Basic Staffing- Two Event Services (Production) personnel.
Minimum Staffing Requirements-Due to the size and complex nature of some event venues, the following minimum staffing assignments may be applied to your event. Hansen Stadium/Burns Arena- 4, Cox Auditorium- 4, Eccles Main Stage-3, Eccles Concert Hall- 2.
Ticketing-Must follow DSU Centralized Ticketing Policy #141 and use the DSU Box Office.
Sale of Merchandise– Will follow DSU Policy and Procedures.
Event Sponsorship & Appeals Committee- Comprises a combination of seven administrative faculty and staff members. Committee members will evaluate and approve scheduling sponsorships in accordance with DSU policy and Event Services scheduling and event guidelines. For rare, unforeseen, event opportunities that will significantly benefit the institution, an event exception or appeal may be proposed and determined by the committee. The approval must be consistent with the DSU mission, goals, values, policy and procedures and bound by majority vote.