Renting Memorial Gym for Events
External Organizations
The Memorial Gym rooms are NOT available for 1) non-UTEP sponsored groups, or 2) private parties or events. Note: Student organizations must be currently registered with the Student Engagement and Leadership Center (SELC).
See Information about Memorial Gym Building and Rental Fees
- Event Coordination:
- Create and confirm the Facilities Agreement for outside organizations.
- Events involving minors must comply with University Youth Compliance Policies and organizers MUST contact the Youth Compliance Office for clearance at youthprogramsupport@utep.edu.
- Financial Coordination:
- Notify the Extended University Business Center to manage quotes, deposits and final invoices.
- Deposits: A 20% deposit of the total cost must be made at least 30 days before the event date. If an event is canceled, deposit(s) will be forfeited.
- Balance Payments: The remaining balance must be paid at least 10 days before the event date.
- Facility and Equipment Management:
- Reserve facilities and equipment.
- Collect the Certificate of Insurance with the name of UTEP Board of Regents listed at least 30 days before the event date
- Send reservation confirmation once the institutional contract is signed by both parties.
- Conduct a facility walk-through at least three days before the event.
- Support Services:
- Set up and tear down equipment provided by Professional and Public Programs.
- Coordinate services such as parking (Parking and Transportation), security (BEST Security), food and beverage (Sodexo), and cleaning (Facilities Management).
- Provide sound system and guest WI-FI accounts if required.
- Regulatory Compliance:
- Enforce safety and campus regulations as per the UTEP Handbook of Operating Procedures (Sec. II, Ch 2 & 3).
- Submit the request form here at least eight weeks before the event.
- Designate a point of contact for event planning and execution.
- Submit the Certificate of Insurance to P3 at least 30 days before the event date. Please see a sample COI with the required verbiage.
- Attend scheduled in-progress reviews (IPRs) and facility walk-throughs.
- Complete Youth Protection requirements at least 10 days before the event, if applicable.
- Submit any changes at least two days before the event.
- Set up and tear down their own equipment unless otherwise arranged.
- Comply with UTEP’s safety and campus regulations (Sec. II, Ch 2 & 3).
|
Task |
Timeline |
|
Submit request form |
8 weeks before the event |
|
Schedule IPRs and facility walk-throughs |
3 weeks before the event |
|
20% Deposit of the total cost |
At least 30 days before the event date |
|
Submit Certificate of Insurance |
At least 30 days before the event date |
|
Conduct final facility walk-through |
3 days before the event |
|
Balance (External) |
At least 10 days before the event date |
|
Youth Protection requirements must be met |
At least 10 days before the event date |
|
Any changes to equipment and facilities request |
2 days before the event |
UTEP Departments
Internal organizations are UTEP departments renting Memorial Gym facilities and Professional and Public Programs provide support.
- Event Coordination:
- Create and confirm the Interdepartmental Services/Space Form for internal organizations.
- Support and collaborate with the organizing department.
- Attend IPRs scheduled by the organizing department.
- Events involving minors must comply with University Youth Compliance Policies and organizers MUST contact the Youth Compliance Office for clearance at youthprogramsupport@utep.edu.
- Financial Coordination:
- Notify the Extended University Business Center to manage quotes, deposits and final invoices.
- Deposits: A 20% deposit of the total cost must be made at least 30 days before the event date. If an event is canceled, deposit(s) will be forfeited.
- Balance Payments: The remaining balance must be paid within 30 days after the event date.
- Facility and Equipment Management:
- Reserve facilities and equipment.
- Send reservation confirmation once the Interdepartmental Services/Space Form is signed by both parties.
- Conduct a facility walk-through at least three days before the event.
- Support Services:
- Set up and tear down equipment provided by Professional and Public Programs.
- Confirm with the UTEP Department POC that arrangements have been done for services such as parking (Parking and Transportation), security (BEST Security), food and beverage (Sodexo), and cleaning (Facilities Management).
- Provide sound system and guest WI-FI accounts if required.
- Regulatory Compliance:
- Enforce safety and campus regulations as per the UTEP Handbook of Operating Procedures (Sec. II, Ch 2 & 3).
- Submit the request form here at least eight weeks before the event.
- Act as the main point of contact.
- Schedule IPRs and facility walk-throughs.
- UTEP departments seeking a rental fee waiver must submit a Gym Rate Exception Form (waiver) within two business days after receiving confirmation of the reservation. If approved by the Business Affairs Office, the waiver is applied to the rental of the facility and not the additional services such as (e.g., floor covering, chairs, tables, sound system, etc.).
- Complete Youth Protection requirements at least 10 days before the event if applicable.
- Submit changes to equipment or facilities at least two days before the event.
- Set up and tear down equipment.
- Provide a sound system operator if needed.
- Contract necessary services (e.g., parking, security, food, cleaning).
- Transfer funds to the designated cost center when applicable.
- Ensure compliance with UTEP’s safety and campus regulations (Sec. II, Ch 2 & 3).
|
Task |
Timeline |
|
Submit request form |
8 weeks before the event |
|
Rental Fee waiver request |
6 weeks before the event |
|
Schedule IPRs and facility walk-throughs |
3 weeks before the event |
|
20% Deposit of the total cost |
At least 30 days before the event date |
|
Conduct final facility walk-through |
3 days before the event |
|
Balance (Internal) |
Within 30 days after the event date. |
|
Youth Protection requirements must be met |
At least 10 days before the event date |
|
Any changes to equipment and facilities request |
2 days before the event |
