Planning Your Event
Making a Reservation
To make a reservation (during or outside of business hours), please fill out the following form OR send an email to p3admin@utep.edu.
Reservation guidelines
To ensure a smooth and compliant reservation process, please make all reservations at least 20 business days prior to the scheduled event date. This timeframe allows our team to thoroughly review the reservation and request all the necessary documentation associated with each reservation.
Reserve space Gym Rate Exception Form
Your request must include accurate start and end times for each booking, including any time required for set-up and teardown. (Note that event spaces must be vacated no later than the reservation end time. All guests must vacate the building no later than the posted closing time. Failure to vacate the premise(s) on time may result in additional charges).
Confirmation
All requests are subject to review and approval within two (2) business days. Do not assume your request has been approved until you receive a confirmation email and Reservation Summary from Professional and Public Programs. If your request cannot be approved, we will contact you to discuss your options.
Making Changes to a Reservation
Reservations may only be modified by the individual(s) listed on the Reservation Summary. Event leaders and organizers who wish to request changes (e.g., on the day of the event) must be identified to Professional and Public Programs staff by someone listed on the Reservation form before any such changes can be made. Event organizers are encouraged to schedule a walk-through of the facilities at least three (3) business days before the event, at which point change requests and other arrangements can be made. Last-minute requests which require changes to rooms, furniture, and/or equipment may incur additional fees.
The tabs below have additional information you will need and find useful while planning your event.
Additional Information
Each of our event venues has been assigned a set of occupancy limits based on room setup type. The maximum capacities of each rental venue in each of the standard setup options are on the Memorial Gym Layout with Square Footage Handout.
If, on the day of your event, attendance unexpectedly exceeds capacity, we will make reasonable efforts to accommodate your guests. However, under no circumstances will guests be permitted to stand in or add furniture to a room in such a way that exceeds the stated capacity of the current setup.
Other custom configurations are available, the capacities of which will be determined by State Fire and Life Safety codes. Capacities may be reduced by audiovisual equipment, catering tables and other requested items. These figures are subject to change without notice.
If a large number of printed materials or other items are to be distributed at your event, you may have them shipped to us ahead of time to be stored for up to five (5) business days before the actual date of the event. Due to limited space, the use of this service is subject to review and approval.
Materials of a perishable or hazardous nature will not be accepted. Professional and Public Programs will not provide payment for any shipment and will not be responsible for any damage incurred in transit. All shipments must be received at our office in Memorial Gym. Professional and Public Programs staff will not transport items from storage to your event location.
Before the arrival of any shipment, you must provide our office with the number of parcels to be received, the name of the courier or delivery service, and the reservation number of your event. Once approved, shipments should be addressed as follows:
Professional and Public Programs
Memorial Gym, Suite 111
101 W. Robinson
El Paso, Texas 79968-0602
To protect our facilities and equipment, Professional and Public Programs staff will not leave room doors open before guests’ arrival. A reservation guarantees that space will be ready and available for use at the reservation start time, but you will still need to notify our staff upon arrival to have your room(s) opened. If you plan to arrive early to prepare for your event, this additional time must be included in your reservation. Support outside the normal hours of operations will generate a fee.
If you require extensive setup time or storage of materials in the room(s) before your event, you may request to have the room booked as "Hold for Setup" on the day before your event. While a Hold for Setup grants access to the room, it does not guarantee that furniture, AV equipment, or other items will be in place at that time unless these items are included in the Hold for Setup booking. Holds for Setup are treated no differently from other reservations; all applicable costs and fees will apply.
Computers provided by Professional and Public Programs can only be accessed using valid UTEP login credentials. Students, faculty and staff must use their credentials to access these computers. The department/organization organizing the event as specified above must request guest access (for outside clients) from UTEP IT and the UTEP Help Desk before their event.
There are two categories of third parties who may request use of Memorial Gym or Holliday Hall.
Category 1: UTEP departments organizing an event for a UTEP entity or a third-party organization and requesting use of facilities/space only
An example of a third party in this case is Special Events or Athletics. Under this category, here are the items that Professional and Public Programs and the organizing agency are responsible for respectively:
Professional and Public Programs
- Assume the role of the supporting department and coordinate with the organizing department for the event
- Attend in-progress reviews (IPRs) as scheduled by the department organizing the event
- Upon request, reserve the facilities and equipment to support the event
- Confirm reservation of equipment and facilities at least two days before the event
- Participate in a walk-through of the facility at least three days before the event (recommended)
- Inform Extended University Business Center of the event, so they can provide a cost center number and verify the transfer of funds when applicable
UTEP Department Organizing the Event
- Submit a request by completing the form at https://p3buildingreservation.questionpro.com. The request must be submitted at least four weeks before the day of the event
- Comply with all safety and campus regulations as described in the UTEP Handbook of Operating Procedures, specifically
- Act as the main point of contact for the event
- Schedule IPRs and a walk-through of the facilities
- Submit any changes to Professional and Community Education staff at least two days before the event (recommended)
- Set up and tear down equipment
- Provide an operator for the sound system if required
- Contract services to prepare, execute and close the event (services may include parking, security, food and beverage and clean-up)
- Transfer funds to the cost center provided by Extended University Business Center, if applicable
Category 2: Clients in this category include those who are renting a facility from Professional and Public Programs and also making use of Professional and Public Programs services for all their event needs. Such clients may be UTEP departments or outside clients.
In this case, Professional and Public Programs will act as the main organizer for the event. Here are the items that Professional and Public Programs and the organizing group are responsible for respectively:
Professional and Public Programs
- Contact University Relations for approval if the client is an outside organization
- Assume the role of organizer for the event
- Schedule and conduct necessary In-Progress Reviews (IPRs)
- Upon request, reserve the facilities and equipment to support the event
- Coordinate with Extended University Business Center to secure a deposit if the client is outside UTEP; coordinate this with Extended University's Business Center
- Confirm reservation of equipment and facilities at least two days before the event
- Schedule and conduct a walk-through of the facility with the client at least three days before the event (recommended)
- Inform clients about and enforce safety and campus regulations as described in the UTEP Handbook of Operating Procedures, specifically
- Set up and tear down of equipment provided by Professional and Public Programs for the event
- If requested and available, provide an operator for the sound system
- If computers are requested for the event, coordinate with IT and the UTEP Help Desk to issue a guest account to log in to the UTEP network
- Coordinate services like the following for clients outside UTEP:
- Parking: Coordinate with Parking and Transportation to reserve event parking near the Memorial Gym or Holliday Hall.
- Security Services: Coordinate with Mark Williams of BEST Security (612-289-0028 or Williams@garda.com).
- Food & Beverage: Coordinate with Sodexo for food and drink support
- Cleaning: Coordinate with Facilities Management for custodial services.
UTEP Departments/Outside Clients
- Submit a request by completing the form at https://p3buildingreservation.questionpro.com
- Submit a request four weeks before the day of the event
- Comply with all safety and campus regulations as described in the UTEP Handbook of Operating Procedures, specifically
- Identify a point of contact for planning and execution of the event
- Attend IPRs and walk-through of the facilities
- Submit changes to at least two days before the event (recommended)
- Set up and tear down their own equipment
- If a sound system is required, provide an operator if bringing own equipment
- If the client is a UTEP department, contract services to prepare, execute and close the event themselves Services may include parking, security, food, and beverage, clean-up, securing a technician for the sound system if required, and coordinating for guest accounts with UTEP IT and HelpDesk if needed.
All departments will follow the procedures listed below to reserve and confirm gym use. Professional and Public Programs is responsible for managing Memorial Gym schedules. The Kinesiology Department, Athletics and Professional and Public Programs will each name a representative to meet on the first Friday of every month to review events that all the tenants of Memorial Gym have on their schedule. Professional and Public Programs will set up the meeting.