Skip to Content

UPPS 08.01.10 - Scheduling of Evans Auditorium, University Theatre, and Glade Theatre Music

Scheduling of Evans Auditorium, University Theatre, and Glade Theatre Music

UPPS No. 08.01.10
Issue No. 4
Effective Date: 2/03/2012
Next Review Date: 6/01/2017 (E5Y)
Sr. Reviewer: Director, School of

  1. POLICY STATEMENT

    1. This UPPS sets forth policy and procedures for scheduling the three facilities listed in the title of this UPPS.
  2. PROCEDURES FOR SCHEDULING OF THESE FACILITIES

    1. The Evans manager, School of Music, 512-245-8484, schedules events for Evans Auditorium. The Department of Theatre and Dance, 512-245-2147, schedules events for the University Theatre and the Glade Theatre.

    2. Users of the above facilities should contact the proper office to determine availability (see Reservation Request Form for Evans Auditorium; Reservation form for The University Theatre; and Reservation form for the Glade Theatre).

    3. Those scheduling university-wide or public events in the facilities covered in this UPPS must calendar their events in the LBJ Student Center Services Office as soon as possible including room and phone numbers to assure inclusion in official university calendar listings.

    4. The department responsible for the venue will accept reservation requests for consideration for the following academic year on the following timetable:

      Priority 1: February 15 through March 31
      Priority 1-3: April 1 through April 30
      Priority 1-5: May 1 through May 31
      All priorities: June 1 and after on a first-come, first-served basis (see Section 03.01).

      Persons desiring reservations should submit their requests at least ten working days before the date of the event.

    5. If a scheduling adjustment or cancellation is necessary, the dean of the College of Fine Arts and Communication will determine the appropriate schedule for the facility. The managing unit, at its discretion, may reserve the facility between academic terms (the end of final exams through the start of classes for the next term) for maintenance purposes or staffing reasons.

    6. Upon the recommendation of the School of Music or the Department of Theatre and Dance and with the approval of the dean of the College of Fine Arts and Communication and the dean of Students, Texas State may deny use of a facility to any person or group that has demonstrated a failure to properly care for a facility.

  3. SCHEDULING PRIORITIES

    1. The following chart shows the scheduling priorities for the four facilities.

      Priority
      Event
      1
      Academic needs of the School of Music and the Department of Theatre and Dance

      University arts events and presidential events
      2
      Academic needs of other academic departments

      Commencement and honors ceremonies

      Orientation programs
      3
      Events conducted by other university departments
      4
      Events conducted by registered student, faculty, and staff organizations
      5
      Continuing education activities sponsored by entities other than the university
      6
      Other events sponsored by entities other than the university

    2. A user questioning the assigned priority should direct appeals to the dean of the College of Fine Arts and Communication, whose decision is final.

  4. PROCEDURES FOR PERSONNEL AND MANAGEMENT

    1. The director of the School of Music (Evans) and the chair of the Department of Theatre and Dance (Theatre and Glade Theatre) directly supervise the management and operation of these three facilities.

    2. The director of the School of Music (Evans) and the chair of Theatre and Dance (Theatre) will approve and assign all personnel needed to operate equipment (lights, sound, house curtains, etc.) in these three facilities for any event. In consultation with the organization using a facility, these individuals will determine the number of workers needed to manage each event effectively.

    3. The chief of University Police, the director of the School of Music, or the chair of the Department of Theatre and Dance may require security. Sponsoring organizations shall assume the financial responsibility for security and any damages to facility equipment. Sponsors will pay the following security costs: police officers, $35/hour, minimum of four hours; guards, $25/hour, minimum of four hours.

    4. Requests for security must be made ten days in advance of the scheduled event.

  5. PROCEDURES FOR MAKING PAYMENTS FOR FACILITY USE

    1. The priority grouping (see Section 03.01) determines the fee charged for the use of space and personnel required for each event. Evans Auditorium Use Fees lists the specific charges. The dean of the College of Fine Arts and Communication may amend the fee schedule under appropriate circumstances.

    2. Fifth and sixth priority users should make their checks out to Texas State University and submit to the appropriate school or department upon completion of services. The cashier should receive checks from the respective school or department on the day the department receives them, securing a receipt. The department must make the deposit no later than three working days following receipt.

  6. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      Position Date
      Director, School of Music June 1 E5Y
      Chair, Department of Theatre and Dance June 1 E5Y
  7. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and presents Texas State policy and procedure from the date of this document until superseded.

    Director, School of Music; senior reviewer of this UPPS

    Dean, College of Fine Arts and Communication

    Provost and Vice President for Academic Affairs

    President