Maxine A. Smith University Center
SGA and CES have a new partnership for RSO events
for the 2025-26 academic year.
Learn more about what is included.
Student Event Guidelines
Click on the event component below for more information.
Access to spaces other than University Center (UC) or Rose Theatre (RTH) must be requested via Virtual Event Management Software (VEMS) with all details being coordinated through the departmental contact for that space. If a space is not available in VEMS, please contact the department overseeing the space.
If you are needing a key for a specific building, reach out to Physical Plant's Lock shop.
CONTACT
- Reach out to the specific department.
- Registrar's Office: registrar@memphis.edu
- Space Planning & Utilization: memphis.edu/space
Additional fees apply for events charging admission.
Must use TigerTix for ticketing. Use of platforms such as Eventbrite not permitted.
No cash ticket sales.
CONTACT
CES Scheduling Office : scheduling@memphis.edu or 901.678.5000
RESOURCES
CES Coordinators can assist.
AV needs must be communicated AT LEAST 2 WEEKS from event date to ensure proper staffing.
For UC Ballroom, UC Theatre, and Rose Main Stage: A run of show must be provided to the AV techs before the event to ensure smooth event flow.
CONTACT
- CES for FIT/UC/Rose events: conferences@memphis.edu or 901.678.5000
- ITS for Academic Buildings: umtech@memphis.edu or 901.678.8888
RESOURCES
CES Coordinators can assist.
Chartwells is the sole caterer on campus unless an exception has been approved by their department. A form for food exception must be sent to their department for approval.
Exceptions to this rule:
- $200 for Faculty/Staff: Anything you want to bring in is acceptable if it is under $200. Cannot be combined with Chartwells orders.
- Pizza Exception: Faculty, Staff, and RSOs are all allowed to bring in pizza, regardless of total cost, without receiving an exception from Chartwells.
Food Trucks: ALL Requests MUST go through Chartwells.
CONTACT
UM Dining (Chartwells): dining@memphis.edu or Phone: 901.292.9674
RESOURCES
Considerations for your event & Physical Plant’s involvement:
- Large-scale events on the UC Lawn or Plaza requiring landscaping or custodial staff to be present.
- Access to spigots on UC Lawn (will need to request spigot key).
- Booking additional custodial staff members for larger events or weekend events.
- Requests for the fountain to be on/off during your event.
CONTACT
Physical Plant: pp@memphis.edu or 901.678.4888
RESOURCES
The only spaces authorized for dancing, exercising, and stepping/strolling are the:
- UC Beale Room
- Rose South Lobby
- Fieldhouse Room 254
- Rec/Wellness Centers
CONTACT
CES Scheduling Office: scheduling@memphis.edu or 901.678.5000
RESOURCES
All decorations must be approved by the Scheduling Office.
Damages caused by unauthorized decorations will result in fees charged directly to the RSO.
CONTACT
CES Scheduling Office: scheduling@memphis.edu or 901.678.3607
RESOURCES
All DJs must provide their own sound system regardless of the event location (inside or outside). CES can provide a table & chairs upon request.
If your event is outside, please see the Outdoor Amplification Policy in the UC & Rose Theatre User's Guide.
CONTACT
External Vendors
RESOURCES
In adherence to the university’s civility policy, all events must follow proper etiquette to ensure no public disturbances, harassment of individuals, or obscene language are being displayed.
CES staff have the right to shut down events that do not follow the required guidelines.
CONTACT
CES: conferences@memphis.edu or 901.678.5000
RESOURCES
All individuals must adhere to the current policies and procedures.
CONTACT
Media Room: media@memphis.edu or 901.678.2843
RESOURCES
SGA will cover room rental fees when the event is a philanthropy event (meaning events that raise funds for a local, national or international non-profit, NOT events that are raising funds for the RSO itself).
Any RSO hosting a fundraiser for their actual organization will be responsible for paying for all room rental.
CONTACT
CES Scheduling Office: scheduling@memphis.edu or 901.678.3607
RESOURCES
We encourage you to utilize the furniture available to you at the UC and Rose Theatre. However, if we are unable to meet your specific furniture needs, you are welcome to use other vendors. Hicks, Mahaffey & White Door are companies we frequently work with and can attest to their quality of service.
Whoever you choose to use, please alert the CES office that you will be bringing in outside furniture as we will not mix our furniture with other rental furniture.
CONTACT
- Hicks Conventions
- Mahaffet Tent & Events
- White Door Events
RESOURCES
Free Speech Application must be requested AT LEAST 5 business days before your event.
CONTACT
Dean Of Students: deanofstudents@memphis.edu or 901.678.2187
RESOURCES
If any external entity reaches out to you, please reach out to the CES Sales Team FIRST.
If it is a true partnership, all details must be organized & paid for by the University Department (or RSO).
If the outside organization is handling event details and charges, then they need to work directly with CES Sales Team.
CONTACT
CES: conferences@memphis.edu or 901.678.5000
RESOURCES
If the University closes due to inclement weather or other emergency conditions, all activities will be suspended, including events scheduled in the University Center and Rose Theatre. Event fees will not be charged under these circumstances.
University closures will be communicated via the Everbridge system.
For more information, see the UC Users' Guide.
CONTACT
CES: conferences@memphis.edu or 901.678.5000
RESOURCES
To access the UC Lactation room, please go to DOS office directly to get key fob.
CONTACT
Dean Of Students: deanofstudents@memphis.edu or 901.678.2187
RESOURCES
Anyone looking to sell or have vendors sell merchandise on campus MUST receive approval from the University Bookstore beforehand.
CONTACT
UofM Bookstore: UofMbookstore@memphis.edu or 901.678.2011
RESOURCES
Any event bringing minors on campus must adhere to the current minors on campus policies and procedures.
CONTACT
Educational Initiatives: minorsoncampus@memphis.edu
RESOURCES
The policy for movies shown in the UC is as follows:
- If the screening is open to the public, you must have the rights to the movie in your possession.
- If the screening is closed to the public (within a private group), then possession of the rights is not required.
CONTACT
CES: conferences@memphis.edu or 901.678.5000
RESOURCES
CES Coordinators can assist
Events in the outdoor spaces such as the Alumni Lawn or Student Activity Plaza must receive authorization from Dean of Students to have amplification on weekdays.
The only exception is Friday afternoons from 12:30-1:30pm.
CONTACT
Dean Of Students: deanofstudents@memphis.edu or 901.678.2187
RESOURCES
Any large vendor vehicles (game trucks, blood drive buses, etc.) MUST be vetted by Risk Management and authorized for entry by Parking.
Please work with parking and your CES point of contact to determine the best course of action for these situations.
PLEASE NOTE: The area between the Rawlins Service Court and the UC is for delivery and emergency vehicles ONLY.
CONTACT
- Parking Services: parking@memphis.edu or 901.678.2212
- Risk Management: bcrm@memphis.edu or 901.678.3800
RESOURCES
Parking arrangements must be made AT LEAST 3 WEEKS prior to your event.
Any event with more than 125 attendees must request the open garage. This is a flat rate of $500 for the day.
If your event has fewer than 125 attendees, you can request single-use parking vouchers from parking for $4 each.
If you would prefer to have attendees pay for their own parking, you can opt for the $7 special event parking (RSO only) for the Zach Curlin Garage. Be sure to tell your attendees this is CASH ONLY!
CONTACT
CES: conferences@memphis.edu or 901.678.5000
RESOURCES
CES Coordinators can assist
Larger productions in the Rose Theatre are allowed one rehearsal on the stage. Please coordinate this through your assigned CES contact.
CONTACT
CES: conferences@memphis.edu or 901.678.5000
RESOURCES
CES Coordinators can assist
Final room setup needs must be communicated AT LEAST 2 WEEKS from event date.
Last-minute changes to room setups may incur change fees.
CONTACT
CES: conferences@memphis.edu or 901.678.5000
RESOURCES
CES Coordinators can assist
Considerations for hiring security:
- Number of attendees
- Topic/Focus of event
- Magnitude of event promotion
Police Services MUST be scheduled for events with 300+ attendees. This must be done AT LEAST 3 weeks prior to your event.
Events that typically don’t require security include simple meetings, lectures, and films.
NO external security companies permitted without prior vetting and approval from Police Services!
CONTACT
Police Services: police@memphis.edu
- Non-Emergency Phone: 901.678.3848
- Emergency Phone: 901.678.HELP (4357)
RESOURCES
CES Coordinators can assist
If you have questions about your RSO or need event support, please reach out to SLI to learn about their resources.
CONTACT
Student Leadership & Involvement: studentinvolvement@memphis.edu or 901.678.8679
RESOURCES
All RSO events MUST be registered in TigerZone and authorized by your advisor!
REMEMBER: REQUESTING EVENTS ON CAMPUS IS A TWO STEP PROCESS:
- Step 1: Enter event in Tiger Zone (if your event is a bake sale, be sure to title it as such in TZ)
- Step 2: Submit your event request in VEMS
YOUR EVENT IS NOT BOOKED UNTIL BOTH OF THESE STEPS ARE COMPLETE!
CONTACT
Student Leadership & Involvement: studentinvolvement@memphis.edu or 901.678.8679
RESOURCES
There are guidelines to have your event featured on the University Calendar, not just for the UC/Rose calendar.
CONTACT
Media Room: media@memphis.edu or 901.678.2843
RESOURCES
If you are having issues with VEMS, please email a screenshot and description of the problem to scheduling@memphis.edu for assistance.
CONTACT
CES Scheduling Office: scheduling@memphis.edu or 901.678.5000
RESOURCES