Memorial Gym Building and 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 |
|
Front Lobby |
100 |
$48 | $24 | $88 | $44 |
- *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 30 days prior to the date of the event and is nonrefundable. The deposit amount will be subtracted from the invoice balance at the time of billing.
- If an event is canceled, any deposit(s) will be forfeited.
Additional Fees
Each package price is the sum of the prices of all components in that package. Some components—such as podiums, microphones, speakers and projection screens—can be substituted with different items to create a customized package. These customizations will be reflected in the package price. For available add-ons and substitutions, see the list of Add-On AV Items below.
AV Options (Memorial Gym Only)
|
Audiovisual Item |
Cost per Item |
|
Laptop |
$40 |
|
Projection and sound, standard |
$40 |
|
Speaker, all-in-one |
$40 |
|
Microphone |
$40 |
|
Complete Sound System |
$200 |
All equipment and furniture belonging to Professional and Public Programs are restricted to use within Memorial Gym, and may not be transported elsewhere. All items below are subject to availability.
All built-in and portable projection systems must include at least one (1) standard HDMI connection for a laptop or other mobile device with an HDMI output. Guests who wish to connect a device with no standard HDMI output must supply the adapter(s) required by their device. As a backup and subject to availability, Professional and Public Programs can loan some types of display adapters at the time of the event on a first come, first served basis. These backup adapters may not be reserved.
Event technicians are the responsibility of the agency organizing the event. If Professional and Public Programs acts as the organizer for the event, they will provide a technician for the sound system. This service must be booked no later than two (2) weeks before the actual date of the event. Professional and Public Programs event technicians will not operate or handle equipment not belonging to Professional and Public Programs, including slide shows. Adjustments to Professional and Public Programs audiovisual equipment may only be made by a Professional and Public Programs event technician or another Professional and Public Programs staff member; third-party staff and guests are not permitted to operate equipment belonging to Professional and Public Programs themselves. Cancellation of an event technician must be made at least two (2) business days before the actual event to avoid being charged. The rate per hour for a Professional and Public Programs event technician is $20.00 per hour.
- Professional and Public Programs provides equipment, furniture, and other items to help facilitate your event. These items must be included in your reservation request and may incur additional fees. All equipment and furniture belonging to Professional and Public Programs are restricted to use within Professional and Public Programs facilities and may not be transported elsewhere.
- Guests are welcome to bring their equipment or contract with third-party service providers; our staff will not be responsible for the setup, operation, tear-down, storage, security, or protection of equipment not belonging to Professional and Public Programs.
- Fees for using Professional and Public Programs audiovisual equipment, furniture and other items include the setup, configuration, and tear-down of these items, as well as on-call support from our staff during your event. All equipment is subject to availability. For detailed information about equipment pricing for your organization, contact Professional and Public Programs.
Documents may be printed or copied (in grayscale) in the Professional and Public Programs office for $0.10 per copy. This fee will be reflected on the final invoice.
These fees are charged on a half-day (less than five hours) or full-day (five hours or more) basis when space in the Memorial Gym is reserved outside the currently posted operating hours for that building. The fees are listed above, under "Room Capacity and Fees."
The Extended Hours fee applies when a building is to be occupied before opening time and/or after closing time. The Opening Fee applies when a building is to be utilized on a day when it would otherwise be closed all day.
These fees are charged to all departments and organizations, including RSOs. Request for support outside the normal duty hours will be submitted to the same email (p3admin@utep.edu). Do not assume your request has been approved until you receive a confirmation email.
Although general cleaning is included in the rental agreement, any department or organization that leaves Professional and Public Programs facilities in a condition that necessitates extensive cleanup will be charged a cleaning fee. This fee will also be charged for any cleanup of prohibited materials or any condition resulting from their use. The amount of this fee is determined by the cost of hourly labor and materials required for cleanup.
