All Campus Event Policies
To ensure the safety of students, faculty, staff, and guests, as well as to promote proper use of UIW facilities, various policies exist for events and meetings held on campus. These policies apply to all campus space reservations and are subject to enforcement.
University event and meeting spaces may be used by any UIW department or registered student organization on a first come, first served basis, upon confirmation. There is no charge for standard use of space with existing equipment. The University requires all campus space requests to be submitted through the campus scheduling platform, 25Live. A phone call or personal e-mail does not qualify as an official event request.
All requests for events with Student Organizations & Clubs must be approved by the advisor and through Engage. A confirmation or conflict e-mail will attempt to be sent within two business days of the receipt of the venue request. No reservation for any facility is complete until a confirmation memo is received. If a confirmation e-mail is not received within two business days, please contact the venue manager.
- For optimal service, please allow at least 48 business hours for event request processing.
- Reservations for event and meeting spaces may be made up to 12 months in advance.
- Multipurpose and larger spaces such as ballrooms requests require a minimum of 14 business days prior to the event date. Requests with less than two weeks’ notice are not guaranteed.
- Outdoor space requests require a minimum of 14 business days prior to the event date. Requests with less than two weeks’ notice are not guaranteed.
- Small and medium size meeting and multipurpose room requests require at least 72 hours advance notice prior to event.
Facilities are available to external organizations for a discounted rate if the event is co-sponsored by an official UIW department or recognized student organization. Co-sponsorship is funding for a specific event where the university department or organization enters into an agreement with the external organization and the university receives a benefit as well as recognition for the co-sponsorship.
The following seven (7) co-sponsorship criteria and guidelines must be met prior to approval:
- Co-sponsored reservations apply Sunday through Thursday, only.
- The event will be free of charge to the university faculty, staff, and/or student.
- The Co-sponsored event is prohibited from collecting an admission charge or registration fee on-site.
- University department or organization representative must be directly involved in the coordination of the event from beginning to end, to include attendance for the duration of the event.
- Sponsoring department or organization will accept all costs incurred, including the facility fee, security fees, and the rental of audio visual equipment. All costs will be charged to the sponsoring department’s or organization’s UIW budget account.
- The external organization must adhere to all university policies and guidelines. Special attention should be given to compliance with the university's policies regarding alcohol use, noise control and parking.
- Ensure all publicity and advertising includes University of the Incarnate Word as an official sponsor of the event.
Non-UIW affiliated groups could have access to University facilities after the needs of the university are served. Space availability for non-UIW affiliated groups during the academic semesters is restricted to daytime use, Monday through Friday, unless the space is being used for an event that is open to the campus community or approved by the Director of Facilities Event Management. Non-UIW groups will be quoted standard rates for rental and services provided. If a registered student organization or university department wishes to sponsor an external group for the purpose of reducing costs, regular rental rates will still apply.
Non-UIW affiliated parties must adhere to the following requirements to access UIW facilities:
- Submit a completed Facilities Use and Rental Agreement with the office of Facilities Event Management.
- Provide certificate of liability insurance naming University of the Incarnate Word as additional insured. The signed agreement, associated deposit (if applicable), and certificate of insurance must be on file before event takes place.
- Comply with University policies and procedures.
Meeting and event spaces at the University of the Incarnate Word may be used by any UIW registered student organization or University department, on a first come, first served basis and upon confirmation. The facility usage fees for University facilities will vary by the specific facility being used. Student organizations and departments will not generally be charged a facility usage fee, but may be responsible for other costs associated with the event, as determined at the discretion of the University.
Possible charges may be incurred for the following services:
- Overtime custodial charges for large event setup, evening or weekend event setups or excessive event cleanup.
- Security charges for large events or events where alcohol will be served.
- Any rental equipment that cannot be provided by the University.
All external entities renting space at UIW are subject to insurance requirements and should contact the Director of Facilities Event Management.
Alcohol service and sales at event venues
The sale, serving and consumption of alcoholic beverages in or on any property owned or controlled by the University of the Incarnate Word (UIW) is prohibited, except as otherwise provided in this list of requirements. Alcoholic beverages must be sold, served, and consumed in a physical setting that is conducive to control by UIW personnel and/or appropriately licensed vendors and/or professional caterers. All alcoholic beverages must remain in the designated area reserved for the event.
UIW personnel reserves the right to deny admission, alcohol service, or stop the event while it is in progress, without any recourse or cause of action by the event sponsor against the University.
The following guidelines must be observed:
- No alcohol may be brought into a venue or on to the premises that is not dispensed by a contracted bartender service vendor and/or professional caterer. Self-service of alcohol is NOT allowed.
- All bartenders are required to be licensed through the Texas Alcoholic Beverage Commission (TABC) and must provide a copy of their current certificate.
- All alcohol must be under supervision of a TABC licensed bartender at all times.
- Bartending service reserves the right to refuse service to anyone deemed intoxicated.
- No alcohol shall be sold or served to individuals under 21 years of age.
- Alcohol may not be brought in by guests. Alcohol must be served only by the hired TABC certified bartender.
- Food and non-alcoholic beverages must be made available throughout the event.
- Alcohol service will stop at least 30 minutes prior to end time of event.
- UIW reserves the right to limit the duration of the event or the times in which alcohol may be served.
- Drinking games, contests, shots, happy hours, or other activities that lead directly to potential intoxication is prohibited.
All events in which alcohol is served require contracting security for the duration of the event. Security will be provided by UIW Police Department (UIWPD). In all cases, the Venue Manager and UIWPD must be made aware of events that have been approved for the service of alcohol. Decisions regarding the number of officers required will be made at the discretion of the venue manager. The sponsor of the event is responsible to cover the costs of UIWPD officers. Security coverage will begin 30 minutes before the start time of the event and will continue until 30 minutes after the event has concluded. A minimum of one security per every150 guests is required.
- Event security and/or traffic control requests must be submitted at least ten (10) business days prior to event date in order to assign Officers and equipment.
- Client must provide date(s) and times of event, estimates of expected attendance and intended audience, if cash is being collected at event and if alcohol is being served.
- Security and Traffic Control needs must be identified prior to completing a Facilities Use and Rental Agreement (If applicable).
- All fees related to the confirmed security arrangements will be provided to the client by the venue manager or event coordinator.
- The cost for security and traffic control services is separate from facility rental fees. These services will be billed separately to the venue manager or event coordinator at a predetermined rate. Officer hourly rate as of January 1, 2018 is $40 per officer assigned.
- There is a minimum shift of three (3) hours, per officer.
- In the event of an earlier than expected event end time, all Officers will be paid for the entire scheduled shift.
- Any cancellations for security and/or traffic control must be submitted at least 48 hours prior to the event.
Contact UIW Campus Police for additional information.
If your event is expecting non-UIW parking permit holders or there is a need to make special parking arrangements, please review the UIW Parking Rules. Guests attending events on campus are expected to comply with all UIW Parking Rules. Parking Office contact information: (210) 283-5066 or firstname.lastname@example.org, M-F, 8am – 5pm.
For food, beverage, and standard linen needs please contact Sodexo catering office at (210) 283-5011 or email@example.com. Sodexo has right of first refusal to provide food & beverage services on UIW Campus. Caterer is responsible for cleanup and removal of all catering equipment and disposal of food, linen, tableware, etc. Under no circumstances should sternos, hot boxes, or other flammable equipment be left unattended by caterer.
Animals are NOT permitted inside University facilities with the exception of service animals or service animals in training. For more information about this policy visit the Pet Policy.
UIW is a smoke free and tobacco free campus. For more information about this policy visit the Smoking Policy.
Event and meeting space cancellations must be submitted by email at least 72 hours in advance to the appropriate Venue Manager. The event requestor is responsible for canceling all food service items ordered, Special Event setup requests, special parking, and audio/visual requests. The event requestor will be responsible for costs incurred due to not canceling in a timely manner.
Damages to the facilities, furnishings, or other equipment, whether accidental or intentional, may result in related charges. This may include damage to walls, furniture, floors, ceilings, carpet, windows, equipment, tables, chairs, elevators, air quality and any other items in the facilities. All users of the University facilities shall be fully responsible for any damage, loss, or destruction of University property that occurs as a result of their event.
Any activity or event that is planned, promoted, managed and executed by any organizational unit of the university made up of UIW faculty or staff, or a registered UIW student organization or club. Those in attendance include students, faculty and staff, potential UIW students, parents, special guests, and in some instances the general public. Rental rates do NOT apply for internal events. (Examples of internal events include Light the Way, Swing-In Gala, Cardinal Experience, UIW Career Fairs, UIW Athletic & Sporting Events, etc.)
A cosponsored event is planned, promoted, managed and executed by an official university department or registered student organization for a specific event and enters into an agreement with an external organization to allow the use of university facilities at a discounted rental rate. Event would be open to UIW faculty, staff, students and the general public. (Example of cosponsored events include National Hispanic Institute, Texas College Board, etc.)
An event that is planned, promoted, managed and executed by a Non-UIW affiliated group, which is neither a unit of the university nor a registered campus organization. External groups request the use of university facilities, housing accommodations, Athletic facilities or other amenities. Standard rental rates apply to external groups. (Examples of commercial events include Weddings, Quinceaneras, Corporate Social Events, etc.)
A UIW staff member responsible for the management and scheduling of a UIW facility to ensure adherence to University policies and procedures and applicable laws.
Any UIW registered/recognized student organization or club that are on active status with the office of Campus Life.
Any organizational unit of the university, organizations formed by faculty or staff of the university, schools and groups or committees sponsored by any department of the university.
A non-UIW affiliated group or individuals, which is neither a unit of the university or a registered campus organization.