Renting Memorial Gym for Events
Effective immediately, Memorial Gym is reserved exclusively for events sponsored by UTEP departments.
External organizations are no longer eligible to reserve these facilities. Community or external groups seeking event space should contact Union Services at 915-747-5711 or union@utep.edu for assistance with suitable venues.
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 19-account cost center, when applicable.
- Ensure compliance with UTEP’s safety and campus regulations (Sec. II, Ch 2 & 3).
|
Task |
Timeline |
|
Submit request form |
6 weeks before the event |
|
Rental Fee waiver request |
5 weeks before the event |
|
Schedule IPRs and facility walk-throughs |
3 weeks before the event |
|
20% Deposit of the total cost |
At least 20 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 |
Requestor Rental Acknowledgement: By booking a reservation at Memorial Gym, you agree to the following:
Cancellations:
• To avoid cancellation fees, cancellation requests must be submitted in writing to p3admin@utep.edu at least 30 business days prior to the event’s start date.
If the event is canceled:
• 22 to 30 business days prior to the event, the Organization/Association/Party will be liable for 20% of the total fee.
• 12 to 21 business days prior to the event, the Organization/Association/Party will be liable for 50% of the total fee.
• 7 to 11 business days prior to the event, the Organization/Association/Party will be liable for 75% of the total fee.
• Fewer than 6 business days prior to the event, the Organization/Association/Party will be liable for 100% of the total fee.
Cancellation due to Non-Compliance:
In the event of cancellation due to non-compliance with policies or requirements (such as the Youth Protection Policy deadlines), the Organization/Association/Party will remain liable for all applicable fees as outlined in this agreement.
Event Amendment:
To avoid any amendment fees, amendment requests to the rental of specific rooms after the agreement has been signed, must be submitted in writing to p3admin@utep.edu at least 30 business days prior to the event's start date.
An amendment for room cancellations made fewer than 20 business days prior to the event will be subject to the following fees:
• 10 to 19 business days prior to event, the Organization/Association/Party will be liable for 50% of the room rental fee.
• 5 to 9 business days prior to event, the Organization/Association/Party will be liable for 75% of the room rental fee.
• Fewer than 5 business days prior to event, the Organization/Association/Party will be liable for 100% of the room rental fee.
