Memorial Gym Building and Rental Fees
Building Rental Hours
Memorial Gym is available for rent 7 a.m.-6 p.m., Monday through Friday. The building is available for events that are outside these hours, including the weekends. Please send an email to p3admin@utep.edu if your event is outside regular building hours.
Rental Fees
Rental Categories
Each reservation is placed into one of the following rental categories to determine the types and amount of fees to be charged by Professional and Community Education:
- University Rate: The standard University Rate will apply to any event which is either open to the public or which involves one or more third-party sponsors or beneficiaries. This policy applies to any department or organization, including Registered Student Organizations.
- Non-University Rate: Any reservation made by a third party will be charged at the full Non-University Rate. All costs and fees are billed to the third party.
Room Capacity and Fees
The cost of renting space at the Memorial Gym is charged on a half-day (4 hours or less) or full-day (more than 4 hours) basis.
Memorial Gym |
Standard Capacity |
Internal Rate
|
External Rate
|
||
Room Names (s) |
|
Full Day (more than 4 hours) |
Half Day (4 hours or less) |
Full Day (more than 4 hours)
|
Half Day (4 hours or less) |
*Main Gym |
3271 |
$485 |
$243 |
$893 |
$447 |
**Auxiliary Gym |
400 |
$187 |
$94 |
$344 |
$172 |
Conference Room 110 |
24 |
$22 |
$11 |
$41 |
$21 |
Classroom 118 |
60 |
$43 |
$22 |
$79 |
$40 |
Room 119 (Mat/Boxing Room) |
35 |
$57 |
$29 |
$105 |
$53 |
Room 121(Spinning Room) |
20 |
$24 |
$12 |
$44 |
$22 |
Rooms 122, 123, 125 |
20 |
$24 |
$12 |
$44 |
$22 |
Room 124 (Ballet Room) |
20 |
$24 | $12 | $44 | $22 |
-
A Professional and Public Programs staff member must be present during events as part of the building management. The rate for the Professional and Public Programs staff member is as follows:
-
For 4 hours or less: $86
-
For more than 4 hours: $171
-
-
*The Main Gym's total capacity for tickets is 3271. The floor seating capacity will be 1164, with 24 labeled as wheelchair accessible or their companion. The upper bleachers' total seating capacity is 2083. Out of that, 135 are single-seaters with chair backs and the rest are bleachers.
- **The Auxiliary Gym has a basketball court and a volleyball court layout. There is no fixed seating. You can set up to 15 round tables with 10 seaters for a show or talk.
Note:
- Depending on the event, the bleachers at the court level will provide additional seating
- For revenue-producing events organized by UTEP departments, a fee will be set to support the facilities. Rates will be determined based on the type of event
Deposits
- A security deposit of 20% of the total is due upon approval of the event date and is non-refundable
- The balance is due ten (10) business days before the actual date of the event
- If an event is canceled, any deposit(s) will be forfeited
- Any incidental fees incurred—such as damage and cleaning fees—will be deducted from the deposit amount
- The remaining deposit amount will be subtracted from the invoice balance at the time of billing
Building Rules and Regulations
All persons who participate in activities at Memorial Gym are required to comply with all University policies and procedures, specifically:
To ensure that we can provide you with the best service possible and help make your event go smoothly, you are encouraged to familiarize yourself with these policies—and those outlined below—as part of your event planning process. As a basic courtesy to others, we kindly ask all guests to leave our facilities in the condition in which they are found. Leaving facilities or equipment in a condition that is excessively messy, dirty, or damaged will result in additional fees being charged by Professional and Public Programs.
The following are strictly prohibited throughout Professional and Public Programs:
- Taping, tacking, or hanging of all materials (including signs, posters, decorations, or other materials) except those expressly approved or provided by Professional and Public Programs on any walls, windows, doors, doorways, ceilings, furniture, or equipment
- Using glitter or confetti
- Moving, adjusting, or otherwise tampering with furniture or equipment without permission and/or assistance from Professional and Community Education staff
- Animals and pets, except service animals as defined by UTEP’s Service Animals and Assistance Animals Policy
- Open flames (candles, tea lights, etc.) or the burning of any substance (such as incense)
- The use of tobacco in any form as defined by UTEP’s Smoke and Tobacco-Free Policy
- Glass containers
- Laser pens or pointers
- Fireworks, firearms, or weapons; according to Chapter 10, Annex A, weapons are not allowed at Memorial Gym while events are ongoing
- Posters or signs that are not approved by Professional and Public Programs staff
- Artificial noisemakers
- Amplified sound
- Sale of any outside food or beverages (unless you have prior approval)
- Any type of commercial grill; the use of private grills must be approved by the group organizing the event
- Any other items deemed so by event or University staff
Please see the University’s General Policies for more information.
Any damage caused to Professional and Public Programs facilities and equipment due to failure to comply with these policies will result in additional cleanup and/or damage fees.
In addition to functioning as an event venue, Memorial Gym is home to various study and relaxation areas for students as well as office space for several Student Affairs departments. During business hours—Monday through Friday, 8 a.m. to 5 p.m.—noise levels at events must not interfere with work or other activities occurring throughout the building. This includes events that take place outdoors.
During lunchtime (noon-1 p.m.) and outside of business hours, greater noise levels are permissible. However, our staff reserve the right to determine—at any time—whether noise levels or other event activities are disruptive and to require event participants to make appropriate adjustments.
University departments and Registered Student Organizations may request banner space in designated areas inside Memorial Gym (there is no space for outside banners). Major University-wide events and programs will be given priority choice of banner space; all other requests will be processed on a first come, first served basis. Banners may only be displayed in designated locations.
- Banners may only be affixed in designated locations using rope, bungee cords, fishing line or string. Banners may not be attached using nails, tacks or any type of penetrating anchor. Tapes and adhesives of all kinds are also prohibited. Improper hanging of banners will result in removal by Professional and Public Programs along with possible cleaning/damage fees and forfeiture of materials.
- Banners that contain text in a language other than English must include or be accompanied by an English translation. All banners are subject to approval by Professional and Public Programs. If a UTEP department using the gym has an exception authorized by University Relations, they will be exempt from the banner guidelines section. For example, Athletics may have a sponsorship agreement with an outside agency.
- Requests for banner space must be submitted to Professional and Public Programs at least two (2) business days before the actual date of the event. Banners may only be displayed on the date(s) approved by Professional and Public Programs and must be removed promptly afterward. Cleaning fees will be charged for the removal and disposal of expired banners. Cancellation of banner space must be made at least two (2) business days before the actual date of the event.
- During elections for the Student Government Association (SGA), all banner spaces are made available to student candidates on a first come, first served basis.
The following applies to the use of tables, booths, displays, or any temporary structure to distribute information or materials, display signage, raise funds, or other promotional activities.
- University departments and Registered Student Organizations may reserve designated areas for tabling at Memorial Gym along with furniture and other equipment.
- Third parties may host tabling in these areas by partnering with the appropriate UTEP department or RSO.
- Tabling may not be moved from its assigned location(s) and must not impede foot traffic or interfere with other activities.
- Any playback of music or sound at a tabling event must be within the level recommended by the Occupational Safety and Health Administration of 100 db per 2 hours of exposure.
- Tabling must be always supervised.
- All materials and trash must be properly removed and disposed of at the end of the activity.
- Professional and Public Programs is not responsible for any damaged or stolen materials.
- Tabling requests must be submitted at least two (2) business days before the start of the actual event date and are subject to approval on a first come, first served basis.
- Cancellation of tabling requests must be provided at least two (2) business days before the actual date of the event to avoid cancellation fees.
Event staff cannot leave doors to event rooms/spaces unlocked. Since most room doors cannot be locked/unlocked without a key, this ensures that room contents remain secure and that rooms can be quickly “locked down” in the event of an emergency.
Windows built into doors may not be covered to obscure the view into a room.
Lost and Found
Any misplaced items found in Memorial Gym are tagged, logged, and stored for thirty (30) days in our office. If unclaimed after 30 days, items are handed over to the UTEP Police Department. Exceptions include Miner Gold Cards which are returned to the Gold Card office and University keys which are returned to the Key Shop. Our staff makes every effort to identify and contact the owners of lost property when possible. If you believe you have lost something at Memorial Gym or Holliday Hall, contact our office.
Enforcement
The person(s) listed as the point(s) of contact on a Reservation Form is responsible for ensuring that all event leaders, organizers, and participants are made aware of applicable policies and procedures.
Departments and organizations—including Registered Student Organizations—which violate or disregard these building use guidelines may be required to provide a deposit for future reservations. Repeated violations will result in forfeiture of deposits and/or denial of future reservation requests. All such penalties will be enforced at the discretion of the Dean of Extended University and the Director of Professional and Public Programs.