Bailey

Campus Departments

Facility Usage Guidelines

Purpose

The primary purpose of Texas Christian University facilities – e.g. classrooms, meeting rooms, common space, residence halls, etc. - is to serve the University's academic and operational activities. However, the University's facilities will be made available for community or educational event conveyed in a responsible manner, without undue cost to Texas Christian University and without undue interference to University's activities.In addition, these facilities belong to the University to meet varied objectives, and no given facility is outright owned by an academic or an administrative unit. The sections below outline some ways campus departments can use TCU facilities.

University Academic Activities

University academic activities are activities directly related to the instructional mission of the University such as: credit bearing classes, programmatic activities resulting from academic course work, and faculty/administrative departmental meetings. Activities that fall into this category are exempt from event-related fees except for any real costs, including housekeeping, catering, staff overtime or special equipment-related costs.

University-Sponsored Events

University-sponsored events are activities directly related to the life of the campus community beyond the classroom -- i.e. athletics, recreation, student programming activities, faculty and staff development, etc. Programs in this category may be scheduled or sponsored by faculty, staff, administrative offices and student organizations/clubs. Activities that fall into this category are exempt from event-related fees except for any real costs, including housekeeping, catering, staff overtime or special equipment-related costs. University-sponsored events include the following categories:

  • Official University Events

    Official university events are events that are scheduled or sponsored by faculty, staff, administrative offices, and departments that are planned primarily for members of the community and/or the benefit of the University. It is recognized that members of the community, faculty, students and staff, guests and alumni may attend these programs. Examples of such events include: Athletic Events, Alumni Weekend, Awards Ceremonies, Commencement, Convocation, Family Weekend, Reunions, etc.

  • University-Related Events

    These are academic/educational/administrative conferences and/or workshops arranged by students, administrative units, faculty or staff that charge a registration fee. These programs or events must be developed and managed by a University sponsor and cannot be affiliated with any outside organization/association.


Activities that fall in this category could be assessed a nominal event-related fee if the activity is designed to generate revenue for the planning or sponsored group. The standard fees for any catering, staff overtime or special equipment-related costs will be applicable.


Note: Understanding that a University-Related Event is charging a "registration fee" to cover some basic costs, the rationale for assessing a nominal fee is to cover "real" expenses in the use of facilities since such events are not considered basic or expected functions of the supporting departments. Thus, in determining registration fees, sponsoring units are encouraged to consider other "real" expenses.

University Co-Sponsored Events

These are academic programs, conferences and/or meetings involving two entities – a University, school, academic department, administrative unit or student organization and an outside organization such as a professional association in which the University holds membership or maintains a relationship that directly benefits the University community or community-based organization. An individual faculty, staff, or student membership in an organization does not necessary make an event of that organization an intregal part of the University's mission. In general, University Co-Sponsored Events will involve a contractual arrangement with the University.

Activities that fall in this category may be assessed a nominal event-related fee. The standard fees for any real costs, including housekeeping, catering, staff overtime or special equipment-related costs will apply.

Click here for criteria on co-sponsored events.