100 Use of Campus Property and Facilities Scheduling
Approved by Board of Trustees
Effective Date: September 13, 2022
Responsible Division: President
Responsible Office: Office of the University Counsel
Responsible Officer: University Counsel
I. Purpose
This policy provides a uniform basis upon which Middle Tennessee State University (MTSU or University) can regulate and facilitate the access to and use of campus property and/or facilities. This policy is intended to operate consistent with MTSU’s purpose and mission through the implementation of reasonable content and viewpoint neutral regulations. This policy shall be implemented and construed so as to ensure no undue disruption of that mission; preserve and promote the fundamental right to free speech of MTSU students; promote an educational atmosphere on campus; prevent commercial exploitation of students; preserve residential tranquility; and prevent use of campus property and/or facilities contrary to federal, state, or local law or the rules and policies of MTSU.
In establishing this policy, MTSU recognizes the importance to the educational process and environment for persons affiliated with MTSU, including officially recognized student organizations and other groups, to have reasonable access to and use of MTSU’s educational facilities to hear various views. Simultaneously, MTSU also makes clear that its campus property and facilities are not open public forums but are instead intended solely for use consistent with the advancement and orderly administration of its educational mission for the benefit of its students, staff, and institutional clients. As such, MTSU makes its buildings or other facilities available to external users only in limited circumstances specified in this policy.
II. Scope
This policy applies to proposed uses of property and/or facilities owned by and/or leased to MTSU. The request procedures required by this policy do not apply to:
A. Spontaneous use of outdoor campus spaces by students or student organizations for speech or distribution of literature, subject to the limitations set forth in Sections IV.B.1. and V.I. and Policy 103 Free Speech on Campus.
B. Use of perimeter sidewalks adjoining public streets. A map depicting the perimeter sidewalks adjoining public streets is provided on the Event Coordination website. All persons may use these facilities for lawful activities if the flow of vehicular or pedestrian traffic is not impeded.
C. Property that is not owned by or leased to MTSU.
D. Events that are mandated by MTSU pursuant to contract.
E. Course scheduling and private departmental offices and conference rooms as defined by the Registrar’s Office and Event Coordination.
III. Definitions
A. Course Related Events. Academic activities related directly to the instructional mission of MTSU. Examples include MTSU academic credit bearing classes and events resulting from academic course work.
B. Sponsored Events. Activities related directly to the life of the campus community beyond the classroom. Examples include, but are not limited to, athletics, recreation, student programming activities, and academic camps/conferences/workshops. There are two (2) sub-categories of such events.
1. University Events. Programs, activities, and meetings that are sponsored by a MTSU office or department or official MTSU organization approved by the office of the President that are planned primarily for members of the MTSU community and/or the general public.
2. Student Events. Programs, activities, and meetings that are sponsored by student organizations that are officially recognized by MTSU and planned primarily for members of the MTSU community and/or the general public.
C. Co-Sponsored Events. Programs, activities, and meetings involving two (2) groups: a MTSU office, department, or student organization and/or an outside organization or person. For example, a professional association in which MTSU holds membership or maintains a relationship that directly benefits the MTSU community. There are three (3) sub-categories of such events and sponsor’s responsibilities are set forth in Section IV.B.1.d.
1. University Co-Sponsored Events. A MTSU department or office and an external organization or person.
2. Student Co-Sponsored Events. A MTSU officially recognized student organization and an external organization or person.
3. University/Student Co-Sponsored Events. A MTSU department or office and an officially recognized MTSU student organization. When a university department and student organization co-sponsor an event, the university department will be the default sponsor.
D. External Events. Any program or activity hosted by a person or organization that is not sponsored by an officially recognized MTSU student organization or MTSU department.
E. Student. A person who is currently registered for a credit course, non-credit course, or program at MTSU, including any such person during any period which follows the end of an academic period which the student has completed until the last day of registration for the next succeeding academic period.
F. Student Organization. Any organization of students that is registered with the University under Policy 560 Student Organization Registration and Recognition.
IV. Access to Campus
In carrying out its mission, MTSU desires to ensure that space is readily available for University activities and events as well as the functions and activities of its students and student organizations. In certain, more limited, circumstances, MTSU also desires to allow external events to use certain portions of its property and/or facilities. MTSU reserves the right to institute content-neutral time, place, and manner restrictions if deemed necessary for the safety and well-being of the campus community. MTSU campus property and facilities are not open public forums but are instead intended solely for use consistent with the advancement and orderly administration of its educational mission for the benefit of its students, staff, and clients.
A. Identification of Property/Facilities Available for Use. A listing of all available MTSU properties and/or facilities, including a designation of eligible requesters to request use of those properties and/or facilities, is provided on the Event Coordination website. After consultation with the appropriate responsible office, the MTSU Event Coordination Department is authorized to make changes to this listing. This list also includes the type of events that are suitable for the property (i.e., concerts, athletic events, theatrical presentations, etc.) and any conditions required to obtain permission to use the property and/or facilities. Any property/facility not specifically identified as available for use on the Event Coordination website is specifically unavailable for use other than for normal administrative or educational purposes.
All property and/or facilities are designated as standard or restricted. Property and/or facilities may be designated as restricted when certain restrictions are necessary to protect the health, safety, and welfare of the campus community and to protect University property. For instance, a science lab may be made available for an event by a MTSU science department but, due to the nature of the lab and its contents, may be inappropriate for use without the necessary scientific training.
B. Use of MTSU Property and/or Facilities. The use of MTSU property and/or facilities is limited by the type and location of the property and the status of the proposed user. Access is generally reserved for course related and sponsored events. The campus, property, and facilities of MTSU are limited to use by MTSU and invited guests of MTSU, except as specifically provided by this policy or when part or all of MTSU campus, buildings, or facilities are open to the general public for a designated time and purpose.
1. Use of Property for Sponsored or Co-Sponsored Events:
a. Indoor Space. Available indoor space may be reserved pursuant to the procedures set forth herein.
b. Regular Membership Meetings. Sponsored groups may submit a request to use MTSU property and/or facilities for its regular membership or departmental meetings.
c. Repeated or Intermittent Events. Sponsored groups may request permission for the repeated or intermittent use of a particular campus property or facility or space to conduct regular meetings using campus property and/or facilities without requiring repeated requests and approval for each occurrence of the event only if the meetings are limited to members of the organization. Approval for repeated or intermittent use of any property or facility pursuant to this policy may not exceed one (1) semester 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. For purposes of this paragraph, the Summer term shall count as one (1) semester beginning on the first day of the May Summer term and ending on the last day of the June/July Summer term.
d. Sponsor’s Responsibilities. The MTSU sponsoring department or student organization representative will be held responsible for ensuring that:
(1) the event is consistent with the mission of the organization;
(2) the external person or organization complies with the terms of this policy, other MTSU policies, and all local, state, and federal laws;
(3) any and all costs or fees associated with the event are paid by the MTSU sponsoring department or organization;
(4) the sponsoring department or student organization representative is responsible for all communication including reservation and event arrangements with the venue scheduling staff and must be present at and actively participate in the event; and
(5) advertising and event promotion plans comply with University policy (see Section IX. below).
e. Equal Access. Sponsored and co-sponsored events that are made available by sponsors for the MTSU community and/or the general public shall be made available to all attendees on an equal basis. If the event is registered as being open to the MTSU community and/or general public, sponsors may not provide priority access to any attendees, including members of the sponsoring organization.
f. Outdoor Space. Notwithstanding the above, students and student organizations gather and use the generally accessible, open, outdoor areas of campus as traditional public forums for free speech and distribution of literature consistent with the requirements of Policy 103 Free Speech on Campus. Standard outdoor spaces are generally accessible or open for spontaneous student use and are listed on the Event Coordination website. Such use of space is on a space available basis and no request is required pursuant to this policy. Even though not required, MTSU departments and student organizations who wish to reserve outdoor standard or restricted spaces may do so pursuant to the procedures set forth herein. Approved events have precedence over spontaneous usage.
g. Hours of Operation. The hours in which facilities are generally available are listed on the Event Coordination website. These hours may vary during holidays, breaks, and periods of University closure. In addition, some property and/or facilities are not permitted to be reserved for use during University holidays, final exam weeks, and hours that directly conflict with Connection Point event attendance.
2. Use of Property for External Events. MTSU property may be used by external clients only for events pursuant to the terms set forth below:
a. Must be held within facilities within designated hours as listed as allowable for rent or lease by external events or individuals on the Event Coordination website.
b. Use of property for external events shall be subject to rental fees as well as contract terms outlined on the Contract Office Policies and Procedures website.
Exception: Notwithstanding the above, the Student Union Commons is available during regular university business hours (except during the first two [2] weeks of each semester and final exam weeks) for use by an external client without payment of a rental or lease fee. To facilitate adequate availability for other external users and spontaneous student use required by T.C.A. § 49-7-2401 et seq., external clients can reserve the Student Union Commons for no more than four (4) hours in any calendar week without payment of a rental or lease fee. Reservations may not be confirmed until fourteen (14) calendar days prior to the event date or as specified by contractual terms.
c. External clients must be in good financial standing with the University.
d. External clients are allowed to reserve space up to four (4) times per semester or as specified by contractual terms.
e. External clients must comply with the terms of this policy, other MTSU policies, and all local, state, and federal laws including the Outdoor Amplified Sound procedures.
3. Priority. In the event that the University receives multiple requests for use of a particular facility at the same time, the competing requests shall be resolved based on the following priority:
a. For events in the Student Union, Keathley University Center, James Union Building, and Campus Recreation Center:
(1) Returning/recurring events are offered the same calendar day or day of week for the following year in the following priority order:
(a) student events;
(b) University events;
(c) co-sponsored events; and
(d) external events.
(2) New events or non-recurring events will be reserved on a first come, first served basis.
b. The following priority order shall be utilized for events in all other University facilities:
(1) University events receive priority over all other events;
(2) Returning/recurring events are offered the same calendar day or day of the week for the following year; and
(3) All other events are offered to all categories of clients on a first come, first served basis.
V. Request and Reservation Process
Request for access to or use of MTSU property and/or facilities, where required, shall be through the request process set forth below.
A. Where to Make Request. Anyone wanting to access or use MTSU property and/or facilities shall complete a request form. Request forms may be obtained from, and all completed requests shall be submitted to:
MTSU Event Coordination Department
1403 East Main Street
Box 130
Murfreesboro, TN 37132
Website: http://www.mtsu.edu/eventcoordination/index.php
Email: evtcoord@mtsu.edu
Phone: 615-898-5002
The Event Coordination Department will route the request to the appropriate responsible office for the requested venue. A list of the responsible offices for all available MTSU property and/or facilities is provided on the Event Coordination website.
In the event that a request to use space is made to the responsible office instead of the Event Coordination Department, the responsible office shall immediately inform the Event Coordination Department of the request. The responsible office may proceed to process the request per the terms of this policy.
B. Timeframe for Scheduling Requests. A list of facility scheduling timelines can be found on the Event Coordination website. Generally, requests for use of space must be submitted in writing at least five (5) business days in advance of the proposed use. Longer reasonable timeframes may be required for large events, events that require staffing by the University, and events that require auxiliary services. All timeframes shall be reviewed and approved annually (July) by the appropriate MTSU vice president.
If the requester also wishes to obtain auxiliary services from the University (e.g., equipment, tables, food services, etc.), use amplified sound, or serve alcohol, appropriate requests for auxiliary services should be included with the facility use request. Any deadlines set forth in policies relating to the above must also be met.
A responsible office may establish a scheduling calendar prohibiting reservations for a particular facility or group of facilities until a certain date (e.g., a responsible office may decline to accept reservations more than ninety [90] days in advance of the event). Occasional special events of significant positive impact to the University may require consideration of an exception to the normal scheduling calendar. If a specific event of special importance to the University (e.g., keynote speaker, conference host proposal, etc.) requires approval in advance of the standard calendar for accepting normal reservations, the event sponsor must seek preliminary approval from their own vice president/provost. If their own vice president/provost grants preliminary approval, then the approving vice president/provost will bring the request forward to the entire vice president/provost council for final approval, assuming space is available.
C. Disposition of Request. Within three (3) business days after receiving any request for use of MTSU property and/or facilities, the responsible office shall notify the requester that the request has been either:
1. approved;
2. disapproved and the reasons for the disapproval; or
3. conditionally approved provided that the requester fulfills specified conditions. Once the conditions have been fulfilled, a notice of final approval will be provided.
Notices of approval/disapproval will be made available at the responsible office and/or Event Coordination Department. It shall be the responsibility of the requester to obtain notice of the approval/disapproval of any request submitted pursuant to this policy. As a courtesy, however, once a decision to approve/disapprove a request has been made, the responsible office will attempt to notify the requester of the decision through the means indicated on the request.
A notice of approval shall state the time and location in which the activity is allowed. A notice of disapproval of the proposed use shall state the reasons for disapproval.
D. Written Agreement Required. In all cases where a request for access to or use of MTSU property and/or facilities is approved, such use will be subject to the execution of an appropriate written agreement regarding the conditions applicable to the approved access/use which shall include, but not be limited to, the terms and conditions set forth in this policy.
E. Access Pursuant to T.C.A. § 8-50-1001 (State Employees). Access to and use of facilities consistent with the requirements of T.C.A. § 8-50-1001 are permitted. Meetings or gatherings conducted pursuant to this section are subject to the request procedure set forth in this policy for the sole purpose of ensuring administrative, educational, and/or workplace functions are not interrupted.
F. Identification. All persons on the campus of MTSU shall provide adequate identification to appropriate officials and security personnel of MTSU upon request. Personnel and students of MTSU who refuse to provide such identification may be subject to disciplinary action. Other persons who refuse to provide such identification shall be requested to leave the campus, and if they refuse, may be subject to lawful removal and prosecution.
G. Considerations. Any denial of a request to access/use MTSU property and/or facilities shall be based solely on factors related to reasonable regulations in light of MTSU’s mission and the nature of the property and/or facilities requested. Decisions to approve/disapprove any request shall be rendered in a content/viewpoint neutral manner. The responsible office shall consider, and may deny, a request based on the following criteria:
1. The request was untimely;
2. The property and/or facilities have been previously reserved by another event with equal or higher priority (see Section IV.B.3.);
3. The proposed use is in excess of the frequency of use limitations set forth herein;
4. The requester or sponsor of the activity has not provided accurate or complete information required on the request for registration;
5. The requester or sponsor of the activity has been found responsible for violation of MTSU policy during a previously registered use of campus property and/or facilities;
6. The requester has previously violated any conditions or assurances specified in a previous request to use University facilities;
7. The property and/or facility requested has not been designated as available for use for the time/date;
8. The anticipated size or attendance for the event will exceed building/fire codes, established safety standards, and/or the attendance or other limitations for the property and/or facilities requested;
9. The activity conflicts with existing contractual obligations of MTSU;
10. The activity presents a clear and present danger for physical harm, coercion, intimidation, or other invasion of lawful rights of MTSU’s officials, faculty members, or students; the damage, destruction, or seizure and subversion of MTSU’s buildings or other property; or for other campus disorder of a violent or destructive nature. In determining the existence of a clear and present danger, the responsible office shall consider all relevant factors;
11. A determination that the requested use would be contrary to local, state, or federal law, regulation, or the policies or regulations of MTSU.
H. Appeal of Denial of Request. If a requester is dissatisfied with the decision of the responsible office to deny their request for use of space, the requester may appeal that decision to the president of the University or designee.
1. The appeal shall be in writing and shall be submitted to the Office of the University Counsel within twenty-four (24) hours after the issuance of the denial. If the written appeal is not received within twenty-four (24) hours, the responsible office’s denial decision is final.
2. The appealing requester must explain why they feel that the denial was inappropriate under the standards set forth in this policy. The President or designee shall determine whether the request for use of space should have been granted pursuant to the criteria set forth in this policy.
3. The requester will be informed in writing of the outcome of the appeal within twenty-four (24) hours after receipt. If additional time is needed to resolve the appeal, the president or designee shall inform the requester of the need for the extension. The decision by the president or designee will be MTSU’s final decision on the request.
I. Spontaneous Outdoor Usage. Any use of generally accessible, open, outdoor areas of campus without an approved request may be terminated if:
1. The space has been reserved for use by another activity.
2. The event violates any of the applicable general conditions for use of property as set forth in Section VI.
3. The use causes a material and substantial disruption to the learning environment.
4. The use impedes pedestrian or vehicular traffic.
5. The event involves fifty (50) or more individuals including the participants and audience.
6. The event has food served, provided, or distributed by the user.
7. The event involves the use of particular equipment (e.g., tables, stages, etc.) or utilities (e.g., water, electricity, etc.).
8. The event involves amplified sound.
VI. General Conditions for Use of Property or Facilities
The following conditions, which seek to preserve MTSU’s mission and consider the nature of its facilities and/or property, shall govern activities conducted pursuant to approved requests for access to or use of campus property and/or facilities. These conditions shall be enforced uniformly to all uses of campus property and/or facilities in a content and viewpoint neutral manner. MTSU shall have the right to terminate the use of campus property and/or facilities for any activity that violates any provision of this policy, other MTSU policy, local, state, or federal law or regulation.
A. At the conclusion of any use of property and/or facilities, the property and/or facilities must be returned or relinquished to the University in the same condition as when they were provided. Any user of University property and/or facilities that fails to do so will be responsible for all expenses incurred by the University to remedy the condition of the University property and/or facilities.
B. Events involving minors shall comply with Policy 101 Minors Participating in University-Sponsored Programs or Programs Using University Facilities.
C. Users of MTSU properties and/or facilities shall comply with the limitations as to the number of persons that may attend in accordance with appropriate building and fire codes and safety standards applicable to particular property and/or facilities at issue. These limitations are specified for each property on the Event Coordination website.
D. Possession or use of the following items is prohibited:
1. Weapons (see Policy 705 Weapons on Campus), simulated weapons, or improvised weapons as determined by law enforcement officers in their professional judgment;
2. Open flames, torches, fireworks, explosive devices, incendiary devices;
3. Artificial noise making devices (unless consistent with the sound amplification policy); and
4. Masks with the intent to intimidate others from exercising civil rights (T.C.A. § 39-17-309).
E. Notwithstanding the prohibition stated in Section VI.D., users wishing to use such items for educational, artistic, or ceremonial purposes shall submit a written request to the responsible office at least forty-eight (48) hours in advance of the proposed use. The requested items may not be used absent approval.
F. Users of MTSU property and/or facilities shall comply with state and federal law and all MTSU regulations, policies, or rules for the conduct of assemblies, meetings, and demonstrations.
G. MTSU student events, as defined above, must comply with all guidelines set forth by Policy 540 Student Conduct and Policy 560 Student Organization Registration and Recognition.
H. Use of the requested property and/or facilities shall be limited to the declared purpose in the request for use of or access to campus property and/or facilities.
I. MTSU may deny the use of its property and/or facilities to any requester who has an outstanding debt to MTSU.
J. Users of property and/or facilities and/or their sponsor(s) are responsible for all activities associated with the event.
K. Users of property and/or facilities and/or their sponsor(s) are responsible for all fees and costs assessed by MTSU for the event as set forth in Section VII.
L. Fronting is prohibited. Fronting is defined as permitting an external event to use University property, facilities, and/or services under the guise that the activity is a University/student or University/student co-sponsored event in order to avoid fees. Fronting is prohibited by University policy. Anyone requesting to schedule MTSU property and/or facilities must follow the instructions and guidelines to request usage, follow the solicitation and fundraising guidelines, and pay all fees.
M. All requesters, by applying for registration of an activity and by subsequent use after approval by MTSU, agree to indemnify MTSU and hold it harmless from any and all liabilities arising out of such use of the property and/or facilities of MTSU, including, but not limited to, personal injury, property damage, court costs, and attorney’s fees. In addition, in certain situations as set forth in Section VIII., certain users may be required to provide additional bonds and insurance.
N. All persons operating motor vehicles in conjunction with an approved use/access of campus property and/or facilities shall be subject to MTSU rules, regulations, policies, and procedures regarding traffic and parking. The MTSU rules, regulations, policies, and procedures may be obtained from the Parking Services website and Policy 775 Traffic, Parking, and Safety Enforcement.
O. Camping, access to, or use of campus property and/or facilities shall not be permitted overnight. Except in the circumstances provided below, anyone engaging in activities covered under this policy are prohibited from constructing or erecting any permanent or semi-permanent structure on MTSU property and from erecting, maintaining, or occupying any temporary sleeping equipment, including, but not limited to, tents, sleeping bags, hammocks, and other non-permanent structures, sleeping quarters, or apparatus.
The above prohibitions shall not apply in the following circumstances:
1. Erecting, maintaining, and occupying temporary sleeping equipment between the hours of 7:00 a.m. and 11:00 p.m.;
2. Maintaining or occupying a motor vehicle or trailer equipped with living space and amenities found in a home, such as a recreational vehicle, camper van, motor home, or the like, provided that:
a. the vehicle or trailer is licensed for use and operation and a license plate demonstrating this fact is affixed to the vehicle;
b. the use of the vehicle or trailer has been approved in advance by either the Blue Raider Athletic Association, Tennessee Livestock Center, or the Tennessee Miller Coliseum (collectively the "approving entity") in a manner consistent with the existing policies of the approving entity and all required fees have been paid; and
c. the vehicle or trailer is parked in a space for such vehicles or trailers as designated by the approving entity.
3. Maintaining or occupying motor vehicles or trailers equipped with office space or living space and amenities found in a home, such as a recreational vehicle, camper van, motor home, or the like, on MTSU property that has been leased by MTSU to another entity or on property assigned to, and under the control of, a contractor of MTSU. Activities under this paragraph must specifically be permitted by contract and/or lease and be conducted in accordance with the terms of the contract or lease;
4. Participants in events being held in unsecured or open buildings or structures, including specifically the animal barns at the Tennessee Livestock Center and the Tennessee Miller Coliseum, may erect, maintain, or occupy overnight sleeping equipment to stay overnight with belongings, including livestock, for purposes of protecting or securing said belongings. Participants shall notify the organizer of the event of their intent to remain on the premises overnight.
P. All persons shall be subject to all MTSU, Tennessee Department of Environment and Conservation, and Environmental Protection Agency rules and regulations related to environmental protection, including illicit spills covered by MTSU’s MS4 storm water permit. Questions related to these rules and regulations can be directed to MTSU’s environmental engineer in Environmental Health and Safety Services.
Q. All persons are subject to the rules and regulations set forth in the Campus Safety Handbook following TOSHA and OSHA standards. This includes all aspects of production, setup, and equipment safety. The manager of each facility will be responsible for enforcing these policies and ensuring a safe working environment for the duration of the event. Activities found to be in violation of these guidelines will be stopped until the unsafe environment has been rectified.
R. Events must comply with the Americans with Disabilities Act (ADA) and the manager of each facility will work directly with the MTSU Director for ADA compliance. Users of property and/or facilities and/or their sponsors are responsible for planning and implementing measures that provide accessibility for people with disabilities in the physical layout of the event and in the information shared by event coordinators and presenters.
S. Enforcement. Any violation of this Policy could result in the cancelling of any scheduled use and the right of anyone to schedule future use. In such cases, the manager of each facility will be responsible for enforcing all facilities use policies and referring any alleged violations to the appropriate University official as designated below:
1. Vice President for Student Affairs for alleged violations by students and/or student organizations;
2. Appropriate division head for alleged violations by departments and external users.
VII. Fees and Costs
MTSU will assess certain fees or charges for specific costs and/or services provided to campus users (i.e., maintenance, janitorial, utilities, and/or security). These fees will be assessed as set forth below. All fees and costs shall be assessed to all similar uses on a content/viewpoint neutral basis.
In addition, for properties that are available for rent/lease, the facility manager, in association with the appropriate department chairperson, dean, or director, will establish facility use fees. Facility use fees are based on the type of space, the length of usage, and the competitive market rates for comparable square footage. An estimate of fees/costs will be provided to all requesters prior to the event.
All fees and rates shall be presented for approval to the MTSU Vice President Council and will be reviewed and adjusted annually prior to the start of the fiscal year.
A. Fee Definitions and Amounts. The following fees, defined below, may be assessed to users of MTSU property and/or facilities.
1. Direct Cost. Any cost that is incurred as a direct result of the event occupying the facility including additional services set forth below in Section VII.B. The amounts of these fees (flat rates and/or hourly rates) are listed on the Event Coordination website. All Event Types are subject to these costs.
2. Rental. A room user fee (i.e., occupancy or lease rate). The amount of these fees is set forth on the Event Coordination website. Only external events are subject to these costs.
B. Additional Services. Users who require additional services shall use services provided by MTSU, unless written permission is granted in advance. Absent such written permission, outside services are absolutely prohibited. These services include, but are not limited to, production services, custodial services, grounds services, University Police, and parking services. The user may be required to execute a separate agreement applying to this use and shall pay the fees and costs associated with such services. A schedule of fees for certain commonly used services is provided on the Event Coordination website.
C. Food Service. Food and catering shall be permitted for all event type definitions and is subject to the provisions of Policy 661 Food and Beverages.
D. Security. Event security will be provided in a manner consistent with the security staffing requirements of the University Police Department provided that MTSU will not charge security fees based on the content of speech or the anticipated reaction or opposition of listeners to the content of the speech. If client requests additional security beyond that dictated by the staffing requirements of University Police, additional security may be provided as available and charged to the client as a direct cost.
E. Payment of Fees. Unless stated otherwise on the Event Coordination website, the following shall apply to all fee payments under this policy:
1. Sponsored and co-sponsored events. The MTSU department/organization sponsoring the event/activity will accept responsibility for all applicable fees. A security deposit to ensure fiscal responsibility will be required by the facility manager utilizing these general guidelines.
a. Estimated direct cost charges under fifty dollars ($50.00) are due at receipt of confirmation to hold reservation and are non-refundable.
b. Estimated direct cost charges under five hundred dollars ($500.00) require a non-refundable reservation deposit of fifty dollars ($50.00) due at receipt of confirmation to hold reservation.
c. Estimated direct cost charges more than five hundred dollars ($500.00) require a non-refundable reservation deposit of ten percent (10%) of charges due at receipt of confirmation to hold reservation.
2. External Events. A non-refundable ten percent (10%) deposit is required at receipt of confirmation to hold the reservation. All user fees, estimated direct costs, and administrative fees must be paid prior to the beginning of the event.
VIII. Insurance and Bonds
Insurance may be waived for any external event using campus property and/or facilities if the use is for a meeting such as a conference, dinner, presentation, speaker, etc., lasting no longer than one (1) day. MTSU reserves the right in its sole discretion to require insurance and/or a performance bond if it determines there may be a concern for personal or public health or safety. Factors used to determine the requirement of insurance and/or a performance bond include, but are not limited to, the nature and use of particular facilities, the age of event participants, and the anticipated event size or attendance for any use of campus property and/or facilities. If insurance and/or a performance bond will be required, appropriate levels of coverage and minimum limits shall be enumerated pursuant to contract. Proof of compliance with this provision may be required in advance of an event. This provision shall be applied and enforced in a content/viewpoint neutral manner.
IX. Distribution of Literature or Advertising Material, Solicitation, Advertising, Bulletin Boards and Signage
A. Distribution of Literature or Advertising Material
1. Any digital asset or literature that is distributed or sold and any advertisement shall comply with all applicable local, state, and federal laws and regulations as well as the rules and policies of MTSU. Advertising placements must be approved or created by the Division of Marketing and Communications before the ad is submitted for placement.
2. No obscene literature or material, as defined by law, shall be distributed on any property owned or leased by MTSU.
3. Campus property and/or facilities may not be used for the conduct of commercial activities (including distribution of commercial advertising material) except when engaged in a business relationship, pursuant to a contract, with MTSU and/or when a rental or lease agreement is in place specifically for such temporary purpose.
4. Non-MTSU-related literature, advertising material, or other printed matter shall not be distributed in the following locations:
a. Classrooms, library, or other academic buildings or facilities.
b. Administrative and employee offices and work areas.
c. Student residence halls, dormitories, or apartment buildings.
d. Placing flyers on vehicles parked on the MTSU campus.
e. Utility poles, trees, walls, buildings, sidewalks, streets, or other objects on campus, unless as part of an officially sanctioned University event or activity.
This shall not restrict a faculty or staff member from distributing within the classroom non-commercial material related to the particular course or subject matter or to MTSU generally.
5. MTSU will permit the sale or distribution of literature, non-commercial solicitations, or advertising in designated locations within the lobbies or other campus facilities designated for placement of literature for distribution or sale for the duration of a contractual agreement.
6. MTSU shall have the right to terminate the distribution or sale of literature by anyone that violates the provisions of this policy.
7. Nothing in this section should be construed to limit the rights of access to State employees set forth in T.C.A. § 8-50-1001.
8. Any literature distributed by commercial or external client may not incorporate the official marks of MTSU unless expressly approved and permitted by the Division of Marketing and Communications.
9. Social Network and Media guidelines and processes outlined in Policy 150 Social Networking and Media must be followed.
B. Solicitations. Unless otherwise provided, solicitation for the purpose of entering or consummating a commercial transaction on any property owned or used by MTSU is prohibited. Solicitation for other than a commercial purpose is prohibited unless expressly provided for by MTSU policy or approved by the president or designee.
1. General Requirements:
a. MTSU may require anyone to stipulate and verify the use, application, or disposition of funds solicited on campus property.
b. Solicitations shall be permitted only in those areas designated for such activity by MTSU. A list of facility contacts can be found on the Event Coordination website.
2. Permitted Activities. The following solicitations are permitted on MTSU’s property and/or facilities.
a. Fundraising. Activities or events engaged in by departments, offices, or officially recognized student organizations for the purpose of raising funds to meet expenses of the department or organization are permitted, provided that funds raised by such activities or events shall be used for the benefit of the University or organization, and no funds shall be distributed to the officers, members, or any individual for personal profit or use. Fundraising by student organizations shall also be subject to Policy 540 Student Conduct and Policy 560 Student Organization Registration and Recognition and Student Organization Handbook.
b. Solicitation of Membership. Solicitation of dues and/or membership in a MTSU official organization approved by the president or officially recognized student organizations. Solicitation by student organizations shall also be subject to Policy 560 Student Organization Registration and Recognition.
c. Sales and Solicitation. MTSU property and/or facilities may not be used for the conduct of commercial solicitation, on-site sales, or other profit-making activities except when a license or lease agreement exists; the activity is conducted in accordance with any other valid contract or agreement with MTSU; the commercial solicitation, on-site sales, or other profit-making activity takes place pursuant to an agreement; and/or is sponsored by an officially recognized student organization for the purpose of raising funds to support the organization's activities.
No sales or solicitation will be approved under this policy if the activity conflicts with any contractual obligations of MTSU. Agreements between external vendors sponsored by MTSU and an officially recognized student organization to engage in commercial solicitations, on-site sales, or other profit-making activities are subject to the following conditions:
(1) No student organization will be permitted to sponsor the same external vendor more than two (2) days per month.
(2) Requests from student organizations to sponsor an external vendor must be approved by the Assistant Vice President for Student Affairs or designee.
(3) Permission to sponsor an external vendor may be denied if the presence of such vendor would be disruptive, would interfere with any aspect of MTSU’s operations, or would detract from the orderly and aesthetic appearance of the campus.
(4) External vendors sponsored by MTSU or a student organization are strictly prohibited from engaging in conduct that is unduly intrusive in their interactions with students, staff, or faculty, or otherwise harasses, disturbs, or interferes with the rights of students, staff, and faculty to the use and enjoyment of university property and/or facilities.
(5) External vendors sponsored by student organizations may be required to show proof of compliance with all state and local laws and ordinances governing their activities.
d. Charitable Funds. Solicitation of charitable funds shall be governed by the provisions of Policy 170 Charitable Solicitations.
C. Advertising
1. No advertising signs, posters, or other materials may be placed on any campus property and/or facility by any external individual or event, except that MTSU may permit advertising on specifically designated bulletin boards, digital signage, and other designated locations on campus with prior permission. University departments and officially recognized organizations may place advertising materials on campus property but only in such places as are designated by MTSU. A list of facility contacts can be found on the Event Coordination website.
2. MTSU may authorize the inclusion of advertisements in appropriate campus publications or on other campus property (e.g., scoreboards, buses, etc.) for a reasonable fee. These materials should be produced by MTSU’s on-campus printing facilities whenever possible.
3. MTSU may permit limited advertising by groups, organizations, or individuals when incidental to a donation of property or services to MTSU or pursuant to a contract with MTSU. Any advertising by external individuals or events may not incorporate the official marks of MTSU unless expressly approved and permitted by the Division of Marketing and Communications.
4. The name and/or mark of MTSU may be used by external events only upon provision of the mark by the Division of Marketing and Communications, prior review, and approval from the Division of Marketing and Communications and should be done only when there is a contractual relationship between MTSU and the external group. Registered MTSU marks cannot be used by vendors unless they are licensed to do so. All MTSU and external users must abide by MTSU’s branding style guide found on the Creative and Visual Services website.
D. Bulletin Boards/Digital Signage. Most bulletin boards are reserved for official MTSU business and are not available for postings. Facility contacts will assist with directing anyone to the appropriate approving office and a list can be found on the Event Coordination website. Designated digital signs in certain campus multiple-use locations may be available to post event announcements by submitting appropriate files to the Information Technology Division. Further details can be found under Digital Signage Content Guidelines. Nothing in the guidelines should be construed to limit the rights for access to State employees set forth in T.C.A. § 8-50-1001.
E. Temporary Signage. Temporary signage includes any sign or display placed on any campus property that is not permanently installed by Facilities Services or contracted by the University. This includes, but is not limited to, directional signs, yard signs, sandwich boards, A-frames, feather flags, sidewalk stickers, posters, and banners. Only University Departments and/or officially recognized student organizations are authorized to display temporary signs on University property under the Temporary Signage Guidelines.
F. Videoing. Anyone seeking to video or film on the campus of MTSU must contact the office of News and Media Relations for permission. Requestors should factor in ten (10) – fourteen (14) days for obtaining approval, and approval is never guaranteed. Details on such requests, including contractual requirements, can be found in the Video and Filming Guidelines.
X. Exceptions
Exceptions to this Policy may be made by the President of the University or their designee. Exceptions may be made only if the proposed use is consistent with this policy and MTSU’s mission.
XI. Notice of Policy
The MTSU Event Coordination Department and all responsible offices set forth in this policy shall maintain a copy of this policy for inspection by anyone interested in the use of campus property and/or facilities and shall provide a copy of such policy upon request.
Forms:
Properties/Facilities Available for Use
User Fees
Revisions: June 5, 2017 (original); June 12, 2018; September 13, 2022.
Last Reviewed: September 2022.
References: MTSU Policies 101 Minors Participating in University-Sponsored Programs or Programs Using University Facilities; 103 Free Speech on Campus; 150 Social Networking and Media; 170 Charitable Solicitations; 540 Student Conduct; 560 Student Organization Registration and Recognition; 661 Food and Beverages; 705 Weapons on Campus; 775 Traffic, Parking, and Safety Enforcement; T.C.A. § 8-50-1001, 39-17-309, 49-7-2401 et seq.
