Student Union Facility Use Guidelines
Please review the following guidelines provided to you by MTUnions.
COVID - 19 Considerations and Expectations
In deference to recommended guidelines in the reduction of COVID-19 transmission, all conference rooms have been reconfigured. Chairs and/or tables have been removed and the maximum capacities of each room reduced to ensure that social distancing is possible. For a list of Rooms and capactities, click HERE. If groups chose to move tables and chairs around in the room to better facilitate the meeting, proper social distancing (minimum of 6 feet between individuals) must be maintained, and the room must be reset in its original layout before the conclusion of the reservation. All meeting/event attendees must comply with CDC recommendations and mandates from the MTSU Office of the President making masks a requirement at all times in all university facilities. Meeting organizers who do not enforce social distancing and mask-wearing safety guidelines in MTUnions facilities will not be permitted to reserve space in these buildings for one calendar year. Furthermore, individuals or organizations who violate these policies will be referred to the Office of Student Conduct for possible disciplinary action.
Meeting organizers are required to maintain records of attendance at all in-person group activities to facilitate contract tracing, should it become necessary. Student organizations should utilize the event tracking feature of myMT to help with this endeavor. The event tracking function is also an excellent way for organization members and meeting attendees to RSVP prior to the session. Advanced RSVPs ensure that the room’s limited capacity is not exceeded at a time when social distancing is critical, and should make it unnecessary for organization leaders to have to turn individuals away at the door. It is suggested that organization leaders request that RSVPs are submitted no later than 12:00 noon on the day of the meeting and that once spaces are filled, an option to attend virtually via Zoom is offered. Please see the attached instructions for using event tracking in myMT and use it to monitor advanced RSVPs and track attendance at your meetings.
COVID-19 Considerations and Expectations for MT Unions Outdoor Events
(Student Union Commons, KUC Knoll, Quad, Walnut Grove)
In light of the current national emergency, and in deference to recommended guidelines in the reduction of COVID-19 transmission, all gatherings in outdoor areas under the purview of the MT Unions department must comply with the protocol outlined below. President McPhee, in consultation with university administration and public health experts, will continually re-evaluate what gatherings will be permitted during a specified period of time. The Office of the President will communicate guidance in regard to the number of attendees allowed, as well as any other parameters that need to be followed in order to reduce the risk that the virus will spread.
- Attendance at student organization meetings, university-sponsored activities, and external events will be limited to the threshold communicated from the Office of the President for the time period in which the gathering falls.
- Individuals in attendance at events are obligated to register, and meeting organizers are required to maintain records of attendance at all in-person group activities to facilitate contract tracing, should it become necessary. Student organizations should utilize the event tracking feature of myMT to help with this endeavor. The event tracking function is also an excellent way for organization members and meeting attendees to RSVP in advance of the session.
- Event attendees will be issued a wristband to ensure that the COVID gathering limitation specified by the Office of the President is not exceeded. The number of wristbands will correspond to the maximum number of attendees permitted, and once they have been distributed, all others will be turned away.
- Events that are designed to allow participants to come and go over an extended period of time, rather than those referenced above with a distinct start and end time, may be encouraged by MT Unions schedulers to use Microsoft Bookings to schedule a particular time slot to participate in the activity. In these cases, wristbands would not be required.
- Registration is not required if the event is catering to passersby and will not engage spectators more than is necessary to have brief verbal exchanges.
- All parties are required to wear masks at organized events on campus, whether indoor or outdoor. Proper social distancing (minimally, six feet of distance between each individual) must be maintained. Event organizers are responsible for complying with social distancing and mask-wearing safety measures themselves, as well as taking responsibility for consistently enforcing these procedures among attendees.
- Event organizers are discouraged from offering food or beverages. If it is deemed essential to the event’s success, only individually packaged items will be permitted.
- Whenever possible, event organizers are asked to avoid distributing materials such as flyers, handbills, or other items that would necessitate contact between parties. Many times, technology can be utilized to render these materials unnecessary (example: using QR codes to register participants, as well as to direct them to a website with more information about the activity being promoted).
Campus organizers and event sponsors who fail to enforce the above listed guidelines in MTUnions facilities and outdoor spaces will not be permitted to reserve space in these areas for one calendar year. Furthermore, individual students or student organizations who violate these policies will be referred to the Office of Student Conduct for possible disciplinary action. Non-affiliated entities may be asked to leave campus.
Student-Sponsored and University-Sponsored entities are permitted to reserve conference rooms for one occurrence a week for up to three hours free of charge. In an effort to accommodate as many groups as possible, requests for more space or time may be denied or subject to event service fees. Conference rooms are assigned by requested features and expected guest attendance. MTUnions Administration reserves the right to modify each reservation as deemed necessary to maximize all facility usage.
Audio Visual Equipment
Each conference room is equipped with installed audio-visual equipment appropriate for simple conference room usage (i.e., meetings, lectures, presentations). Additional equipment and/or technical support are available upon request, and may be subject to nominal fees.
Out of respect for others who are meeting, working, and socializing in Union facilities, amplified sound equipment beyond what is installed in each room will not be permitted. Organizations may not load in their own supplemental sound equipment for use in conference rooms or common areas such as lounges, hallways, and lobbies. Groups who would like to play amplified music or other sound should indicate this on their reservation request forms so that rooms appropriate for activities such as these may be arranged (i.e., Student Union Ballroom, Keathley University Center Theater, etc). Please be aware that it is likely that event service fees will be assessed in these spaces, as audio-visual support will be needed.
Conference rooms in the Student Union are designed with window shade coverings to promote a minimal level of privacy. Some rooms in MTUnions’ purview have more privacy than others, but guests are prohibited from covering the glass doors and windows to conceal activities in the room more than the installed coverings allow. Those who refuse to comply may be asked to leave the facility prior to the conclusion of the event reservation.
Conference room users are responsible for resetting the reserved space back to its original layout, ensuring that all trash is disposed of in the proper bin, and cleaning up any residue left from activities in the room. Cleaning supplies are available at the Information Desk. Failure to properly recover the room will result in cleaning fees and, in extreme instances, damage fees and/or referral to the Office of Student Conduct. Repeated disregard for the proper restoration of the room will lead to the termination of reservation privileges.
The Student Unions department offers designated spaces inside the Student Union building where student organizations and MTSU departments may display banners. Requestors may submit a reservation application to hang banners in the Student Union Atrium on the 2nd floor railing. The newly updated Student Affairs facility request outlines specific guidelines on the size and type of banner that may be displayed in each area. Please read these details carefully to ensure that your organization/department does not waste time and money on a banner that does not meet the requirements. PLEASE NOTE: Bed sheets are not permissible in any area, but canvas cloth is an inexpensive alternative for handmade banners.
Banner space is requested using the Student Affairs Facility Request Form. (link to the right).
The following conditions must be met in order to receive banner approval:
- Banner space applications must be submitted a minimum of 5 - 7 business days prior to reservation date, though more lead time is appreciated.
- Banner space may be utilized only by registered student organizations or MTSU departments for the purpose of advertising events and/or promoting their organization.
- Banners may be displayed up to two (2) consecutive weeks unless approved by the Dean of Student Life or his/her designee for a longer period of time.
- Banners are limited to one per organization unless approved by the Dean of Student Life or his/her designee.
- Banners must be retrieved from the Information Desk of the building where they were hung (KUC or Student Union) no later than five (5) business days following the removal date, after which they will be discarded. The Student Unions department is not responsible for the loss or damage to any banner.
- Banner space is available on a first-come, first-served basis. Placement will be determined by available space in the requested location at the time of the reservation.
University events and information appropriate to a campus-wide audience can be added to the Student Union digital informational signs. All content would need to follow the digital sign guidelines and be requested at least one month in advance of the event. More information can be found on the Digital Sign website.
Student Organizations, MTSU departments, and individuals may post flyers in designated spaces in the Student Union, Keathley University Center, and James Union Building in accordance with MTSU Policy 100: Use of Campus Property and Facilities Scheduling No reservation is required. Postings are removed every Sunday Afternoon. Flyers may be picked up from the Information Desk by the following Friday or they will be discarded.
Handbills / Pamphlets / Table Tents
Registered student organizations and MTSU departments may request permission from the Student Unions department to distribute printed materials such as handbills, pamphlets, etc. Details on where and when these items may be disseminated will be determined on a case-by-case basis, according to the nature of the advertisement and the intended audience. Printed materials found around the buildings and grounds in areas not explicitly approved by Student Unions staff will be discarded.
External entities such as banks, apartment complexes, restaurants and the like are prohibited from distributing printed materials outside of the designated events when they are approved to be on campus (ex, CUSTOMS, Meet Murfreesboro, Off Campus Housing Fair). Unapproved printed materials found around the buildings and grounds will be discarded and promoters will be asked to leave campus.
Yard Signs & Temporary Outdoor Advertising
Yard signs advertising or promoting products, events, or services by unaffiliated groups or individuals or by commercial enterprises are prohibited. Only registered student organizations and departments are authorized to post yard signs. No reservation is required, and yard signs are allowed in most locations on campus, with the exception of all campus roundabouts and the President's Lawn. Yard signs must not block or protrude onto any sidewalk or impede accessibility to any walkway on campus. They must be removed by sponsoring organization promptly after event concludes. Signs placed in Student Union Commons, KUC Knoll, Quad, Walnut Grove, or in and around the James Union Building, may be posted for no more than four weeks. Signs must include the event name, contact email address, and removal date. Signs will be removed after the four weeks or after the event concludes. Signs may be retrieved from the Student Union Information Desk M-F 8:00AM-4:30PM.
Sidewalk chalk is NOT permitted on campus grounds. Chalking is treated as a police offense for Destruction of Public Property.
- Prior to the event Users shall provide a complete list of all persons to be allowed in the restricted service hallway areas. This list must be approved by the Student Unions Administration. Administration reserves the right to restrict back of house access.
- Student Union Administration reserves the right to control the final sound level for any event.
- All coordination between Licensee and Student Unions Administration will be conducted according to the Middle Tennessee State University, Event Facility Use Policy
- No additional locks will be permitted on any door of the premises. It is recommended that valuables be collected by Users representative prior to the event and kept until the event is completed. Although Middle Tennessee State University maintains twenty four (24) hour security in all areas under its jurisdiction, All Union facilities assume no responsibility for valuables left in dressing rooms or around buildings.
- Any incident where a room is used not in accordance with its intended purpose is not the responsibility of Student Unions or its staff.
- ALL SMOKE AND PYROTECHNICS EFFECTS MUST BE APPROVED BY THE STUDENT UNIONS ADMINISTRATION AND THE UNIVERSITY FIRE MARSHALL. In addition, pyrotechnic effects must first be approved by the State Fire Marshall’s office. Users must provide a written description of each effect and may be called upon to demonstrate that effect to the University Fire Marshall prior to approval. Pyrotechnic effects permits also require a drawing of the stage showing locations of the effects with respect to audience, actors and/or performers and scenery, and a letter attesting to the expertise of the pyro-technician. Users shall work in conjunction with the Administration in coordinating demonstrations with the University Fire Marshall. Pyrotechnic permits must be issued ten business days prior to the demonstration. Substantial fees are involved in this process.
- All scenery and paraphernalia shall be flame proofed by Users so as to satisfy legal standards and the highest standards of accepted contemporary practice.
- All electrical equipment brought into the building by Users shall comply with all rules and regulations of city, state, and federal governments.
- Any use and/or change of rigging and equipment must be approved in advance by the Student Unions Administration.
- Users shall not allow nails, tacks, stage screws or similar articles to be driven or placed in any part of the building without prior approval by Student Unions Administration.
- Users shall not allow flags, banners, signs, poster, etc. to be taped, stapled pinned, or attached to any portion of the building, curtains, or furniture. Any damage incurred from this use, shall be the responsibility of Users.
- Refreshments may be served in the certain areas of the facilities. Licensee will be responsible for cleanup of all food and/or refreshment refuse and service equipment prior to leaving the Facility each day. All refuse shall be placed in the appropriate waste containers. Failure to fully cleanup all food and/or refreshment refuse or service equipment daily will result in a cleaning fee of $ 300.00 per infraction. MTSU policy 661 describes food purchasing and service options.
- Users may not use the man lifts without approval from Student Unions Administration.
- The facilities are a place of public accommodation and are accessible to disabled persons in compliance with Titles II & III of the Americans with Disabilities Act (ADA). Users shall not allow any of its artists, employees, contractors, agents, invitees, or other persons it permits on the premises to render the facilities inaccessible to disabled persons or otherwise cause the facilities to be out of compliance with the ADA. In the event Users permits any person to render the facilities inaccessible to disabled persons or otherwise cause the facilities to be out of compliance with the ADA, Users shall immediately remove the cause and return the facilities to compliance.
- The Director of Student Unions must be informed anytime chemical smoke or haze is used to insure building Administration is informed and proper safety precautions are taken.
- Doors to the exterior of the building are not permitted to be propped open at any time. These are rated and used to control fire in the event an emergency.
- Glitter is not permitted in any Student Unions facility.
- The Student Union is located on Middle Tennessee State University which is state property and therefore, smoking is not permitted in any part of the building. MTSU is a Tobacco free campus; therefore, cigarettes, e-cigs, chewing tobacco, and vaporizers are not permitted in any student union space.
- Users shall not obstruct: (i) any entrances or exits from the building, (ii) any stairways, hallways, or access to utilities within the building, or (iii) any sidewalks immediately outside the building.
- Animals (other than service animals) will not be allowed in the building for any reason, without the consent of the Student Unions Administration prior to load-in.
- Decorations and signs may not be placed in any rooms, hallways, lobbies, or theaters in the building without the permission of the Student Unions Administration. Costs to repair any damage caused by placing such decorations or signs will be paid by the organization or user. No sign or decoration is allowed on the building exterior or sidewalk. Yard signs may be used in the commons area, knoll, and front of the James Union Building. Signs will be marked and removed on a weekly basis. Signs are permitted for no longer than one month. After a month expires the sign may be reinstalled for an additional month.
- Firearms are prohibited.
As the Student Union, James Union Building and Keathley University Center are part of the Institution named Middle Tennessee State University, Students make up the primary work crew and technical staff. Students must adhere to the policies and procedures set forth by the Student Unions Department.
- An Event Manager is required anytime Users wants access to the Facility.
- Use of lighting, sound, mechanical, electrical, and/or other equipment owned by the Facility requires the presence of the appropriate trained operators and/or crew for said equipment. Student Union Equipment must be operated by Student Union Personnel.
- Unions staff must be present throughout an event and responsible only for the event in question at a rate of 1 person per 100 persons in attendance.
Grilling is permitted on the Commons only. MTUnions does not permit grilling on the Quad or the Knoll. Grills are permitted in Walnut Grove, when connected with tailgating as part of Game Day activities. All campus groups, including but not limited to student organizations, athletic teams, campus departments or offices must read and sign this agreement before they will be permitted to use portable grills on campus. If an Event will have more than 25 persons or a special set-up is required, please submit a request to Events Coordination or Student unions and EH&S-Life Safety and Emergency Management a minimum of 2 weeks in advance. Student Organizations should work through their applicable on-campus advisor/Department Chair to request permission to grill on the MTSU Campus. All grilling and associated activities are the sole responsibility of the requesting organization or department. Grilling is “At Your Own Risk”. The requesting party is responsible for any damage to property, or accidents that occur while grilling. This includes anything that occurs involving negligence when disposing of the by products from the grill. For more information, please visit the Campus Safety Handbook. MTUnions Staff with assist groups and organizations with all the necessary protocols for approval of grilling as part of their activity.
Tabling is designed for the purpose of allowing student organizations and university departments to advertise upcoming events, distribute literature, recruit new members, solicit donations (i.e., bake sales, canned food drives, etc), and other similar activities. Requestors should indicate in their space request form whether they would like one or two tables, and each will be accompanied with two chairs. Requests involving more active engagement with visitors, more than two tables, a larger area, amplified sound, outdoor power, or other event equipment/services are deemed events, rather than tabling, and may be subject to charges.
Each table is skirted with a MTSU logoed table skirt, but the tabletop remains bare. Groups are encouraged to bring their own table-coverings to clearly advertise their organization, as well as to protect the tables.
Locations and Hours
University and student-sponsored groups may submit requests to “table” between the
hours of 10:00 am – 2:00 pm, Monday through Friday, in the following locations…
Indoor locations: Student Union Atrium, Keathley University Center lobby
Outdoor location: Student Union Commons, Keathley University Center Knoll, the Quad,
and Walnut Grove
MTUnions is unable to provide tables at the Quad or Walnut Grove, but organizations may bring their own or rent them from the Event Coordination Department (615-898-5002).
Requesters are responsible for getting all trash to the proper bin and cleaning any residue left from the activity. Cleaning supplies are available at the Information Desk. A cleaning fee will be assessed and/or tabling permissions terminated for failure to appropriately restore the space.
Outdoor Amplified Sound
Student organizations planning outdoor events where sound amplification is used should read these guidelines, pay close attention to the spaces and times amplified sound is permitted, and submit the Amplified Sound Application and any other University forms connected to your event to the Center for Student Involvement and Leadership (Student Union 330).
OUTDOOR AMPLIFIED SOUND MAY BE REQUESTED FOR EVENTS HOSTED AT THE STUDENT UNION COMMONS AND RECREATION CENTER AND FIELDS AS FOLLOWS:
Monday – Friday between 10:00 a.m. – 3:00 p.m.- Student Union Commons & Recreation Center & Fields Monday – Friday between 3:00 p.m. – 6:00 p.m.: Recreation Center and Fields only Amplified sound levels may not exceed seventy-five (75) decibels during this period, and THE USE OF SUBWOOFERS IS PROHIBITED.
Fridays: 3:00 p.m. – midnight; Saturdays: 1:00 p.m. –midnight; and Sundays: 1:00 p.m. – 8:00 p.m.— Student Union Commons and Recreation Center and Fields. Amplified sound levels may not exceed one-hundred ten (110) decibels during these periods. THE USE OF SUBWOOFERS IS PROHIBITED.
OUTDOOR AMPLIFIED SOUND MAY BE REQUESTED FOR EVENTS HOSTED AT TOM H. JACKSON FRONT LAWN, WALNUT GROVE, QUAD, AND KUC KNOLL AS FOLLOWS: Fridays: 6:00 p.m. – 10:30 p.m.; Saturdays: 5:00 p.m. – 10:30 p.m.; and Sundays: 1:00 p.m. – 8:00 p.m. –Amplified sound levels must not exceed one-hundred ten (110) decibels during these periods. THE USE OF SUBWOOFERS IS PROHIBITED.
- All speakers must be placed at least ten (10) feet away from sidewalks
- At a distance of forty-five (45) feet in front of staging area (or location of sound source), the sound pressure will be no more than seventy-five (75) decibels (Mondays-Fridays between 10:00 a.m. – 3:00 p.m.) or one-hundred ten (110)decibels (Fridays: 3:00 p.m. – midnight; Saturdays: 1:00 p.m. – midnight; and Sundays: 1:00 p.m. – 8:00 p.m.).
- Sidewalks must be free of congestion and accessible to pedestrian traffic. No events are permitted to take place on sidewalks.
- Amplified sound is not permitted to last more than three (3) hours and must conclude at scheduled end time indicated on the group’s reservation.
SOUND LEVEL VIOLATIONS
It will be the responsibility of the person listed as the “Day of Event Contact Name” on the Amplified Sound Application to monitor sound levels throughout the event to ensure compliance. A staff member will be on-site with sound meters to assist with this process.
- If the sound level exceeds the maximum decibel level permitted, the host group’s Day of Event Contact will be required to lower the volume to the specified limit. The group is expected to comply immediately and keep the sound at the approved level for the remainder of the event.
- If a second warning is issued, the host group’s Day of Event Contact will be required to immediately lower the volume to the specified limit, which must be retained for the remainder of the event. As consequence for failure to comply with the first request, the host group will not be permitted to host an event using amplified sound for fourteen (14) weeks.
- If a third warning is issued, the host group’s Day of Event Contact will be required to immediately end the event AND the sponsoring organization will not be permitted to host any event using amplified sound for twenty-eight (28) weeks.
SIDEWALK ACCESS VIOLATIONS
- Events may not impede pedestrian traffic on sidewalks. The host group’s Day of Event Contact is responsible for keeping the pathways clear of participants and/or spectators, and other items obstructing sidewalks. If a staff member issues a warning that sidewalks are blocked, the host group has two (2) minutes to rectify.
- If a second warning is issued, the host group will be required to rectify the situation. As consequence for failure to comply with the first request, the host group will not be permitted to host an outdoor event for fourteen (14) weeks.
- If a third warning is issued, the host group will be required to immediately end the event AND will not be permitted to host an outdoor event for twenty-eight (28) weeks.