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Rules/Procedures

Sponsored Public Participation on Campus

Form A is used for the University of Memphis sponsored public participation on campus. Community related functions such as conferences, corporate or non-profit sponsored events, and athletic sponsored camps, swim meets and tournaments must contact Public Service Office (PSO) at 901. 678.4991 and fill out the University of Memphis Form A- "Application for Use of Facilities", before scheduling the facilities. Copies may found online or be picked up at the SRFC Room 100, University Center or Public Service Office.

Off campus events must have a legitimate UofM departmental sponsor. An individual working for the University does not qualify. Last minute drop ins will not be scheduled. All community involved activities are referred by CRIS to the Public Service Office. PSO will check availability and determine space rental fees. Public Service will contact CSO, who will then review request for availability of space, discuss event arrangements and determine CRIS fees prior to approval for scheduling. Final confirmation while require signatures of the Facility Agreement Contract. University event co-sponsors are liable for all charges and fee payments.

UofM Student Organizations/Departments

Form D is for registered UofM student organizations or UofM departments to participates in the Student Recreation and Fitness Center (SRFC). General public must be less than 50% of all participants. All facility request should be submitted directly to the CRIS scheduling office with Form D space request. Each use of space, whether contest, meeting, or practice, must be requested and approved in advance. The Form D must be submitted 10 working days in advance of the event for us to ensure your request could be accommodated. On campus events must have a legitimate UofM departmental sponsor. An individual UofM employee or student does not qualify. Last minute drop ins will not be scheduled. Form D - "CRIS Scheduling Office Space Request" - copies may be picked up at SRFC Room 100. Final confirmation while require signatures of Facility Agreement Contract. Additional charges/fees may apply.

University event sponsors are liable for all charges and fee payments. Lights for Echles Field or Memorial Field next to the Field House can be used if space is reserved by UofM department or registered student organizations. Student organized events must have minimum 10 participants to reserve space. All reservations must be 10 days in advance.

*To schedule field lights on Memorial or Echles, please file Form D and send to CRIS Scheduling Office.

Scheduling Facilities and Guidelines

  • All food served on campus must be cleared through the University contracted food service and follow University guidelines for foods brought on campus.
  • All amplified outdoor pool events must abide by the Outdoor Amplification Policy.
  • For safety and liability reasons, it is recommended to provide a certified person in CPR to be present during special events.
  • Proof of insurance and liability required by non UofM groups.

*CRIS Fees may apply:

  • Per Head User
  • Supervisor and/or Entry Staff
  • Lifeguard
  • Game Official
  • Clock Operator
  • Custodial Fee
  • Security Guard
  • Physical Plant
  • Work Orders
  • Light Use Fee

Payments

On-campus organizations that fail to pay rental/ damages fees, either through insufficient funds, or by ignoring invoices, will not be allowed to book the space again until all previous debts are paid, and will be required to place a deposit before booking future events.

Off-campus organizations must pay all initial rental fees at least one week prior to the event. Additional costs (damages, equipment, technician hours, etc.) will be billed to the organization after they are assessed. Off-campus organizations that fail to pay invoices for any reason will not be allowed to book the space again for a length of time to be determined by management. Failure to pay in a timely fashion may result in late fees, loss of all booking privileges, as well as legal action. Once cleared, future events will require advance payment.

*We accept University transfer vouchers, cash, credit cards and checks only.

Participant Expectations >