The information on this page is subject to change. Last updated 11/3/17.
Fees for the use of Union facilities and equipment are assessed based on each event’s rental category. This page lists our most common fees.
This is the cost of renting space in the Union Building or El Paso Natural Gas Conference Center (EPNGCC), charged on a full-day or half-day basis. Registered student organizations (RSOs) and University departments within the Division of Student Affairs (DSA) typically do not pay room fees for events that are open to UTEP faculty, staff, and students and do not charge for admission. Exceptions apply for events involving third-party partners or sponsors and for those which are open to the general public.
Union Services can provide audiovisual equipment, furniture, and other accessories for your event. Equipment fees include the set-up, use, and tear-down of these items as well as the use of built-in audiovisual systems such as projectors and P.A. systems. These fees are charged on a full-day or half-day basis and include support by our staff during your event. Most equipment fees are waived for RSOs and DSA departments, with some exceptions.
Most rooms at the Union include tables and chairs in a standard configuration at no additional charge. Some rooms, such as the conference centers and suites, do not include furniture. A flat setup fee is charged when furniture or equipment are to be added to, removed from, or reconfigured in any room.
For large events, or for those with advanced technical requirements, guests can request a dedicated Event Technician to be present for the duration of the event. The use of certain equipment or facilities may require the presence of an Event Technician. This fee is charged per hour based on the event’s rental category.
Opening & Closing Fees
These fees are charged when Union facilities are to be used outside of posted operating hours.
Non-university organizations who reserve Union facilities through the University Relations office must pay a non-refundable deposit before any space or equipment is reserved, which will be deducted from the invoice total after the event. If the reservation is cancelled, the deposit is forfeited. Additionally, late cancellation fees may be charged if adequate cancellation notice is not provided to the University Relations office.
Late Cancellation Fee
A standard fee of $25 is charged to any department or organization that does not keep a reservation, unless the Union Services office is notified of the cancellation at least 24 hours prior to the scheduled reservation time. Additional cancellation fees may apply to larger events or to those with complex setups.
Any department or organization that leaves Union facilities in a condition that necessitates extensive cleanup by Union Services staff will be charged a cleaning fee. The amount of this fee is determined by the cost of time and materials required for cleanup.
Any department or organization that, through negligence or misuse, causes Union facilities or equipment to become damaged or destroyed will be charged a damage fee. The amount of this fee is determined after damage is investigated and costs for repair/replacement are assessed.
Any invoice not paid within 30 days of the invoice date shall incur a delinquent fee. If full payment is not received within 60 days of the original invoice date, the invoice shall be submitted to the Office of the Vice President for Business Affairs for collections.