Union House Guidelines
Updated: April 2011
The University Union is a 200,000 square foot, multi-level facility located in the heart of campus. Our mission is to provide a comprehensive program that enriches the educational process and meets the needs of the North Texas Community through the environment and opportunities provided. Union services include meeting rooms, outdoor spaces (Lawn 1 and 2, Shrader Pavilion, Patio, Portico, GPA and adjoining sidewalks), catering, conference planning, a graphics center, game room, postal center, bookstore, ticket office, information center, copy center, banking center, theater, restaurant, food court and art gallery. The Union is committed to providing services and programs that are educational, cultural, social, and recreational. The Union Board of Directors, an appointed body consisting of students, faculty, and staff representatives, works closely with the Union Director and Union staff to oversee the Union. The Union Director reports to the Associate Vice President for Auxiliary Services within the Division of Student Affairs.
Section 1 — General Information
- Union facilities are available for use by the University community including UNT students, faculty, staff, and members of the University administration, alumni, and guests.
- A parent/guardian or other adult must accompany guests under the age of 16.
- The University Union assumes no responsibility for the damage or loss of articles, equipment, or other items left in the facility prior to, during, or following an event. Clients must remove all personal and supplier effects at the end of the event. Items found in the facility will be at the Information Center located on the third floor. Lost and found is cleared out the end of each long semester and at the end of the summer sessions.
- The University Union prohibits gambling in its facility.
- In compliance with fire code, program attendance cannot exceed room capacity.
- The Union allows only service animals or animals that are part of a pre-approved scheduled program in the union. Service animals must be on a leash.
- You may not use skateboards, skates, bicycles, or other wheeled apparatus in the facility. The Union allows wheelchairs, mobility devices, carts, and dollies used to transport materials. The Union Facility Managers at 940-565-3841 must approve prior arrangements for the use of heavy equipment throughout the facility.
- You may not remove Union equipment and/or furnishings from the premises without prior approval.
- The University Union reserves the right to deny use of the facility for programs, meetings, events, or any other activity deemed a health or safety issue to the UNT campus community.
- The use of easels and other freestanding informational signage must be reserved through the Union Scheduling office. Tenants of the facility may use one easel or one freestanding informational signage display outside their own space.
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Section 2 — Americans with Disabilities Act
It is the policy of the University of North Texas not to discriminate on the basis of sex, race, color, religion, national origin, age, disabled veteran status, veteran of the Vietnam era, or qualifying disability under the Americans with Disabilities Act (ADA) in its programs, activities, admissions, or employment policies. In addition to complying with federal and state equal opportunity laws and regulations, the university through its diversity policy declares harassment based on individual differences (including sexual orientation) inconsistent with its mission and educational goals.
Individuals qualifying under the Americans with Disabilities Act (ADA) in need of special assistance to participate in a program, service or activity sponsored by the University Union are asked to contact Scheduling Services a minimum of three (3) business days in advance of the event. Scheduling Services is located in room 239 of the University Union. Telephone: (940) 565-3804 or TDD access through Relay Texas 1-800-735-2989.
Suggestions, problems, complaints, or grievances concerning the services, programs, or activities of the University Union should be brought to the attention of the Union Director, room 420 of the University Union. Telephone: (940) 565-3811 or TDD access through Relay Texas 1-800-735-2989.
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Section 3 — Smoking Policy
The Union policy follows University Policy. Smoking in the University Union is banned in all areas and within twenty (25) feet of all exterior entrances. The Union provides smoking areas around the exterior of the facility.
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Section 4 — Syndicate
- The Syndicate Manager or his designee reserves the Syndicate for programs and events.
- The Syndicate may be reserved for events scheduled Monday through Sunday.
- A Union technician is required for all events held in the Syndicate requiring stage lighting and/or sound support. Technician’s fees apply at the current hourly rate.
- No mixing of union technical equipment or Syndicate house equipment with non-Union equipment, without advance approval of the Union Technical Coordinator.
- All catered events held before 5:00pm Monday through Friday, must be arranged through Scheduling Services located in room 239. Catered events held after 5:00pm Monday through Friday and all day on Saturday or Sunday may utilize off-campus catering services for food and non-alcoholic beverages. All items for these events must be pre-packaged or provided by a licensed vendor.
- Per state fire regulations, the occupancy limit of the Syndicate is 488 persons.
- Any damage to, or loss of equipment in the Syndicate must be reported to the Syndicate staff on duty.
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Section 5 — Union Gallery
- The Union Gallery hosts exhibits chosen by the Union Gallery Selection Committee. The Selection Committee is comprised of faculty/staff from the College of Visual Arts and Design, Union staff and students.
- You may obtain applications to display work in the Gallery in Design Works in room 245 or through the Union’s home page at http://union.unt.edu/uniongallery
- The Union is not responsible for any damage or theft during installation, exhibition, or removal of a show. All exhibition installations must reserve time through Union Scheduling to avoid conflict with other activities in the building.
- Union will not act as intermediary or representative for any sales from the Gallery.
- Any audio/visual materials used within the Gallery must not interfere with other activities within the Union.
- Verde Catering must provide all food and beverage for opening receptions.
- Working electronic components are limited to low wattage devices.
- Maximum height of work allowed is 9.5 feet.
- Work may be displayed from walls, placed on sculpture stands, or positioned on the floor. Pieces may not be suspended from the ceiling.
- Adequate floor space must be allowed to meeting Americans with Disabilities Guidelines. http://www.ada.gov/
- All work must be confined within the Gallery space.
- Artists are responsible for all costs associated with damages/repairs to furnishings/space that are a direct result of the exhibit.
- Work containing food, bacteria, or other live/organic substances is prohibited.
- All work containing liquids must be enclosed or secured.
- Work containing live or dormant animals, insects, etc. is prohibited.
- Work different in style, media, or content from application slides requires prior approval to gallery opening by Union representative.
- Due to the multipurpose nature of the facility, some artwork may not be appropriate for the Union Gallery. The Union reserves the right to prohibit or censor works with graphic language, graphic nudity or images or graphic themes. The Union reserves the right to remove inappropriate pieces or find an alternate location for display.
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Section 6 — Information Center Ticket Sales
- The Union Information Center is available to sell tickets for campus departments, registered organizations, and off campus groups. Customers are assessed a service charge for handling of tickets.
- The Union Business Office must receive all tickets at least two (2) business days in advance of sale.
- Off-campus groups or campus organizations must provide the Union Business office with a contact person and a mailing address. Payment arrangements are made at time of ticket delivery.
- Advertising, handling of comp list and the event staff (ushers, etc.) are the responsibility of the issuing group.
- Only Union staff members are allowed in the ticket booth.
- The Information Center will not reserve tickets without payment.
Please fill out this form. For a copy of the ticket sales policies and procedures please click here.
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Section 7 — Bulletin Boards
- Posters or decorations are prohibited on facility surfaces including walls, posts, windows, doors, walks, fountains, or planters.
- All materials posted on the second floor bulletin board located, across from Design Works, must have prior approval by the Information Center.
- An open bulletin board is provided on second floor at the postal center entrance. The Union removes all material at the beginning of each month.
- Any written material that is not in English must have an English translation adjacent that International Studies & Programs has approved.
- The Union reserves the right to remove any material it considers inappropriate (unsuitable use of language and graphics) or does not follow these guidelines.
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Section 8 — Banner Policies
The Union reserves the right to take down any banner that it considers inappropriate (unsuitable use of language and graphics) and any banner that does not follow the banner policy guidelines. Click here to sign up for banner space.
- Banners can only advertise SPECIAL departmental and/or organizational events and programs. Weekly meetings are not allowed. Groups wishing to advertise guest speakers at weekly meetings must state speaker name and topic, meeting location, date and time.
- All events advertised on these banners must be open to anyone with a UNT ID.
- Banners may hang for seven (7) days prior to a non-ticketed event and be removed on the day following the event.
- Events with ticket sales may hang fourteen (14) days prior to the event and be removed on the day following the event.
- One single banner may hang for no more than fourteen (14) days in any given period during the semester.
- Any banners removed by the Union will be in Design Works for three (3) working days. After three (3) days, all unclaimed banners will be destroyed.
- Banners cannot hang on Union Day. Banners will be removed and hung the following day.
- We will not accept banner reservations during the last four (4) weeks of the fall semester to allow for holiday decorations.
- Banners are restricted to a maximum size of 4' x 10' vertical or horizontal. Vertical banners over four feet long must hang from third floor only. Horizontal banners are from the second floor only. In compliance with ADA, the bottom edge shall not hang below the concrete for second floor banners.
- Groups may hang banners using rope, fishing line or suitable product to support banner. Tape, in any form, will not be allowed when hanging banners. Banners may not hang from the oak railings.
- The organization/department is responsible for the hanging and removal of banners.
- Banners cannot hang directly over the stairs on any floor. Banners placed in these areas will be removed and taken to Design Works.
- Any written material that is not in English must have an English translation adjacent that has been approved by International Studies & Programs.
- Banners must advertise campus-wide events and programs.
- All events advertised on these banners must be open to anyone with a UNT ID.
- Banners can be reserved one semester prior to an event or program.
- Outdoor banners can only be reserved in one (1) week blocks (Sunday-Saturday) and can be reserved for no more than two weeks per semester.
- Any banners removed by the Union will be in Design Works for three (3) working days. After three (3) days, unclaimed banners will be destroyed.
- Banners shall be made of canvas or permanent banner cloth using printed waterproof materials or laminated.
If an organization or department is denied a banner space or if the reason for removal of a banner is unclear, the group should first contact the Union Marketing Office and/or the Union Director for more information. If the issue is not resolved to the satisfaction of the organization or department, Section 21 outlines the Union’s grievance procedures.
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Section 9 - Interactive Media Network
The purpose of the Interactive Media Network is to equip the UNT community with information and announcements as determined to be necessary by Union Marketing and is promoting spirit and tradition events that support the entire campus community. Please click here to fill out a form.
- Reservation space is available to campus organizations, academic and auxiliary departments on a first come/first serve basis. Reservations are only for those groups advertising events and services that are open to the entire campus community and respect the mission of the University Union and its endeavors.
- Advertisements must be submitted one week in advance, in either a jpeg or a pdf format, to the Union Marketing Office.
- Groups that restrict membership on the basis of gender or GPA, such as Greeks, social and academic fraternities/sororities may not individually requests banner space for rush or membership drives; however, they may advertise these activities as a group through their governing bodies.
- Advertising reservations may be made for up to two weeks. Ads will run from 8am Monday to 10pm Sunday.
- The following information must be included on all advertisements: location, contact information, and appropriately designed logo placement. Any advertisement that does not meet these standards will not be accepted.
- All materials submitted must be in English.
- The Union reserves the right to remove any advertisements deemed inappropriate or offensive.
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Section 10 - Filming Within the Union
All campus departments, organizations, and individuals must adhere to the following guidelines for filming within the University Union. Please click here to fill out a form.
- Departments, organizations, and individuals must obtain a film permit from Union Administration 48 hours prior to filming within the University Union.
- A representative from Union Administration must complete a building walk through prior to the filming date to review the site for safety and traffic flow.
- Film may not be used for commercial use.
- Departments, organizations, and individuals are responsible for obtaining releases from any parties featured during filming.
- Union Administration reserves the right to refuse or stop filming at any time.
- Departments, organizations, and individuals must provide their own equipment.
- Rooms and event spaces within the University Union must be reserved in advance through the Scheduling Services office for intended film use.
- Permits must be present during filming. Permits must be available upon request prior to and during filming.
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Section 11 — Catering
- Verde Catering is the official union caterer. They are allowed the first right of refusal to cater all events in the Union. If they are unable to provide service the outside catering company must maintain a Central Preparation Facility, not a residential kitchen, that constitutes a commercial food service operation that is operated and maintained pursuant to state rules and regulations.
- Only registered student organizations may bring in pre-packaged food or order from local restaurants for meetings scheduled after 5:00 P.M. Monday through Friday and weekends in fourth floor meeting rooms and the Syndicate. The intention of this policy is to ensure only safe and properly prepared food products are served to members of the University community, their guests, or visitors to the campus.
- Arrangements for catered events are through Scheduling Services located in room 239 of the University Union. Office hours are 8 A.M. – 5:00 P.M., Monday – Friday. After hours appointments are available upon request.
- Clients must make reservations no later than ten (10) business days prior to date of event for meals and three (3) business days for refreshments. Delivery and pickup charges will apply for all deliveries outside the Union.
- All catered events remain tentative pending receipt of deposit. A reservation must be confirmed with a University account number, cash, check, or credit card. Clients must confirm or release tentative catered events within ten (10) business days of the original request. Clients may schedule no more than two (2) tentative dates for the same event.
- An estimate of guests attending will be required at time of event booking. Scheduling Services must be in receipt of final guarantee of number expected to attend no later than noon, three (3) business days prior to the day of the event. After this time, Scheduling will accept increases in attendance up to twenty-four (24) hours prior to the event, subject to product availability, with a late charge assessed for each additional person attending. Failure to turn in a final guarantee will result in the maximum estimated count used as the final guarantee. For meals, should the number of guests exceed the guarantee, the charges are based on the actual number of guests served.
- Scheduling Services must be in receipt of final menu no later than noon, ten (10) business days prior to the day of the event. Failure to turn in a final menu will result in menu selection being Chef's choice.
- Estimated total balance for event is required by noon three (3) business days prior to the day of event. Failure to comply with the payment schedule may result in the cancellation of event. Final payment is due within ten (10) days upon receipt of final billing. Late payments may be subject to interest fees.
- A departmental catered event is confirmed upon receipt of an account number. Final billing is sent to the department within ten (10) business days of the event.
- If a registered student organization is co-sponsored by a department, a list containing the department contact name and telephone number on the Event Planner and an account number is required. All charges for co-sponsored events are billed to the sponsoring department's account number at department rates.
- Catered event standards:
• Breakfast, Brunch, Lunch, and Receptions — Two (2) hours
• Dinners — Three (3) hours
• Reception and Dinner — Four (4) hours
• Dinner and Dance — Four (4) hours
Events lasting more than the allotted time will incur additional fees.
- In compliance with local Health Department Regulations, food may not be removed from the catering site. Client does not receive credit for unused food.
- Full-anticipated charges, related gratuities, and taxes will be assessed to any catered event cancelled less than eight (8) business days prior to the date of the event.
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Section 12 — Reservations and Reservable Spaces
- All reservations for Union facilities including the outside areas of the Shrader Pavilion, Patio, and Portico must be arranged through Scheduling Services located in the University Union, room 239. Office hours are 8:00 a.m. to 5:00 p.m. Monday through Friday. After hours appointments are available upon request. Lawn 1and 2 are scheduled by Union Programs, room 216O. These areas are for event programming only. These areas may not be used for vendor/solicitation/information tables.
- Reservations for space in the Union are available on a first come, first served basis.
- Clients must confirm or release tentative reservations within ten (10) business days of the original request. Clients may schedule no more than two (2) tentative dates for the same event.
- Reservations remain tentative pending receipt of deposit. A deposit in the amount of full room rental is required to confirm a reservation. Clients may confirm reservations using a University account number, cash, check, or credit card.
- Deposits for the Silver, Golden, or Diamond Eagle Suites are non-refundable. Deposits for the Hann, Ponder, Abney, Lyceum, and fourth floor rooms may be refunded if the reservation is cancelled more than twenty (20) business days in advance for registered student organizations and forty (40) business days in advance for all other groups.
- Estimated total balance for an event is required by noon three (3) business days prior to the day of the event. Failure to comply with the payment schedule may result in the cancellation of the event. Final billing is sent within ten (10) business days of the event. Final payment is due within ten (10) days of the date of final billing.
- Student organizations must comply with Union policy regarding registration to be eligible to reserve space in the Union. If a registered student organization's event is co-sponsored by a department or off-campus group, a list containing the department or off-campus group contact name, account number or room deposit, and telephone number of the Event Planner is required. All charges for co-sponsored events are billed to the sponsoring department’s account number or off-campus group at departmental or off-campus rates. A cooperative sponsorship does not guarantee an exemption from charges for labor, equipment, or room rentals.
- In order to accommodate as many users as possible, the Union reserves the right to adjust space assignments according to the number of guests expected and the type of event. The Union only adjusts space assignments upon consent of the group's contact person and with adequate advance notice so as not to negatively impact the event.
- Clients must remove all personal and supplier effects at the end of the event. Liability for damages or conditions requiring additional cleaning of the reserved space is charged to the individual or group named as the responsible party.
- Clients reserving space for rain sites must make determination 2-3 hours before the beginning of an event. Events with large technical or food requirements require the maximum time limit.
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Section 13 — Information/Vendor Tables
University departments and student organizations are responsible for any activity at their sponsored table(s) including vendor sales and/or conduct. Failure to adhere to policy may result in department/student organization or outside vendor being blocked from future scheduling of vendor/information tables.
The Union recognizes two types of table uses in the facility:
- Information Tables: Literature available for passers-by to pick up from table
- Vendor Tables: Sales by outside groups that are sponsored by a University organization or department for fund-raising purposes
The Union assesses a standard fee based on table usage.
- Student organizations and University departments may request the use of a table in the Union. All table reservations require a permit acquired in the University Programs Council office, room 216O. Permits must be picked up no later than 15 minutes prior to the reservation time or the reservation(s) is forfeited. Table reservations can be turned in to the Student Service Specialist. The Union allows a maximum of two chairs per table in accordance with the University's solicitation policy. Persons staffing the table are to remain behind it. Activity shall not disrupt flow of traffic. All materials belonging to the organization or persons staffing the table must be placed on or under the table. Tables are not available to student organizations during pre-finals week and finals week. Requests by student organizations for sales at a table must include a completed solicitation form available from the Student Activities Center office. For safety reasons, the Union restricts the number of tables in public areas and hallways.
- Tables may be used to promote any event and/or project sponsored by a University department or by a registered student organization. Individuals or off-campus groups cannot reserve tables for use unless sponsored by a registered organization or University department. The sponsoring organization or department is responsible for completing the necessary approval process. Each table must display a permit obtained from the University Programs Council office.
- Each student organization/university department is responsible for any damage or theft of Union equipment occurring during the use of the same. The user will be assessed repair or replacement costs.
- Any signs or banners used at the table may be hung from the front of the table. Large floor displays are not appropriate for use at a solicitation table. For additional space, other locations are available through Scheduling Services, for a fee.
- You may not affix signs or banners to walls or other surfaces within the Union.
- All material written in a foreign language must be translated into English, approved by International Studies & Programs, and filed with the Student Activities Center office in advance of distribution.
- The Union guarantees Student Government Association (SGA) a table at any time at the southeast corner of the One O'clock Lounge. The Student Government Association will follow House Guidelines in order to reserve use of their permanent table or any additional tables. The table‘s usage is exclusively for SGA. SGA may not sublet their table to other organizations or vendors.
- An information table can be reserved for a maximum of five (5) three-day periods per semester. Clients must submit additional requests for approval five (5) business days in advance and are contingent upon space availability.
- All sales and/or solicitations must comply with the University solicitation policy. No student organization or department may sponsor more than three (3) sales per semester in the Union. Student organizations may sponsor or conduct a sale for a maximum of three (3) consecutive business days.
- Free dispensing or sale of food or beverages (prepared or prepackaged) is prohibited without prior approval of the Union.
- The Union does not allow tables for political candidates unless a campus organization or department sponsors them.
- The Union Programs Department must approve the use of audio equipment or amplified sound prior to use. Designated areas with electrical outlets are available. Sound may not exceed 82 decibels at indoor tables and 92 decibels outside. The Union regulates sound levels by a Sound Pressure Level meter.
- The sponsorship of a sale must be for raising funds for a student organization or department.
- Student organizations desiring to reserve a table must provide a completed solicitation form.
- University policy provides that no item can be sold that is offered for sale by any University agency or contractual agency unless approval is given by that agency.
- A table fee will be assessed to departments and organizations co-sponsoring an outside vendor for fund raising (Example, phone companies, jewelry sales, etc.). The Union will not assess a fee for information tables or fund raising activities in which the organization or department has created the item or service for sale. Fees for table space are due at time of reservation.
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Section 14 — One O'clock Lounge and Courtyard
The Courtyard and One O’clock Lounge is for conference promotions and registrations, fairs, sales, art displays, promotions, or programs sponsored by university departments or student organizations.
- Reservations for the Courtyard and One O’clock Lounge are made through Scheduling Services located in room 239 of the Union.
- Student organizations must provide Scheduling Services a completed Event Application and/or Sales Permit to reserve these areas. This includes co-sponsored events. An application may be obtained through the Student Activities Center, located in room 322.
- Departments and organizations sponsoring or co-sponsoring events in these areas promoting outside sales or vendors, not associated with conferences, will be assessed a daily fee..
- The use of these areas must adhere to all fire and safety codes to ensure adequate traffic flow and safety of participants.
- Programs using amplified sound in the Courtyard or One O’clock Lounge must be pre-approved by the Scheduling Office. Sound shall not exceed 82 decibels in the One O’clock Lounge.
- Arrangements for events utilizing audio/visual equipment require reservations at least ten (10) business days in advance with Scheduling Services.
- Visitors to the Union are welcome to play the piano at no charge. Arrangements for piano tuning are made through Union Scheduling Services. A piano tuning charge is assessed at the current rate and is the responsibility of the customer. The piano is available on a first-come first-served basis and limited to a maximum of one hour per day. Piano sound levels are not to exceed 82 decibels. During regular business hours, please contact Building Manager located in room 310A. For after-hour requests, you may visit the Information Center on the third floor and ask for the Union Building Manager. The Union Staff will unlock the piano except when the Courtyard is scheduled for a presentation, exhibit, and vendor reservation, for a live music event, or any time Union Administration deems it necessary to restrict playing. No food or beverages may be placed on the piano.
- Sales promotions in this area may not duplicate merchandise or services provided elsewhere in the facility.
- The dispensing of outside food or beverage is prohibited in the Courtyard and One O’clock Lounge. Verde Catering must provide all food and beverages unless otherwise specified in these Guidelines.
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Section 15 — Student Organization and Departmental Meetings
Doors to meeting rooms allow egress to hallways. The International Fire Code states in Section 1008.1.8, “Egress doors shall be readily openable from the egress side without the use of a key or special knowledge or effort”; therefore clients may never lock meeting room doors within the Union for any reason while a meeting is in progress.
Reoccurring violations of House Guidelines can result in the suspension of reservation privileges or room/service charges Reoccurring violations include but are not limited to the locking of doors, repeated no-show for reserved spaces, use of candles in meeting rooms, etc.
- Registered organizations may reserve meeting rooms in the Union free of charge, if a change in the regular room setup is not required:
a. Series Reservations: Registered student organizations may apply with Scheduling Services to reserve the same meeting room at the same time on the same day each week for the entire semester. Series reservations begin the first Monday in August for the fall semester and first Monday in December for the spring semester. All series reservations are on a first-come, first-served basis. Series reservations may begin the first week of classes.
- Reservations for FREE rooms are limited to four (4) hours.
- Failure to arrive within thirty (30) minutes of the scheduled time may result in room cancellation.
- If more than one room is required for meetings in the same week, groups may request a second FREE room one day in advance of the required date. The Union honors requests on a space available basis.
- Meetings are to adjourn by 9:45 P.M. unless group made prior arrangements with Scheduling Services for a closing no later than 10:00 P.M.
- Groups must remove all personal and supplier effects at the end of the event.
- Liability for damages or conditions requiring additional cleaning of the reserved space is the responsibility of the student organization named as responsible party. To dispute charges, refer to the Appeals Process in Section 21 of this policy.
- Data projectors, screens, table podiums and voice/data jacks are available free of charge in all fourth floor rooms. . Groups are responsible for rental fees on any additional technical equipment requested. Groups may not use sound systems on the fourth floor.
- Third floor meeting rooms, with the exception of the Diamond Eagle Suite, will be available for recognized/registered student organization's business meetings for a maximum of four (4) hours per week free of charge if the following conditions apply:
a. Fourth floor meeting rooms are not available or do not provide sufficient space
b. Third floor meeting rooms may not be scheduled more than five (5) business days in advance of event.
c. Third floor rooms are reserved as is or set with theater style seating.
- Verde Catering must provide all food and beverage for meetings held in the University Union before 5:00 P.M. Monday through Friday. EXCEPTION: In the Syndicate and fourth floor meeting rooms, registered student organizations may bring pre-packaged food or food provided by a licensed vendor for meetings scheduled after 5:00 P.M. Monday through Friday and weekends.
- Service fees apply when meetings require changes to existing room setups.
- Scheduling Services must be in receipt of all special room setup requests at least one (l) business day in advance of the event.
- The Union prohibits amplification in all fourth floor-meeting rooms.
- Fourth floor meeting rooms will be available free of charge for departmental business meetings or for the offering of educational programs of interest to the general student body at no cost to the attendees.
a. Reservations for free fourth floor rooms are limited to four (4) hours.
b. Reservations for free fourth floor rooms are limited to once (l) per week.
c. Reservations for free fourth floor rooms begin after the first two weeks of each semester and may be made up to four (4) weeks in advance.
- Service fees will apply for meetings requiring changes to existing room setup. Scheduling Services must be in receipt of all special room setup requests at least one (1) business day in advance of the event.
- Departments are not exempt from room rentals or other fees associated with reservations when:
a. meetings rooms are scheduled more than once a week,
b. require a change in room setup,
c. are scheduled on levels other than fourth floor, or
d. are for purposes other than departmental meetings
- Data projectors, screens, table podiums and computer jacks are available free of charge in all fourth floor meetings rooms. Scheduling Services must be in receipt of additional technical requirements two (2) business days in advance of the event and rental fees will apply.
- The Union prohibits amplification in all fourth floor-meeting rooms.
- Fourth floor meeting rooms must be returned to original arrangement and condition. Liability for damages or conditions requiring additional cleaning of the reserved space is the responsibility of the department named as responsible party. To dispute charges, please refer to the Appeals Process in Section 21 of this policy.
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Section 16 — Alcohol
- All events requiring alcohol beverage service are arranged through Scheduling Services.
- Alcoholic beverages may not be brought into or removed from the Union without prior arrangements being made through Scheduling Services.
- TABC certified bartenders, arranged through Scheduling Services, must serve all alcoholic beverages.
- Scheduling Services determines the number of bartenders needed for an event.
- The TABC certified bartender may deny alcoholic beverage service to any patron with notification to Union management and the event host.
- Hosting individuals/organizations are responsible for ensuring consumption of alcoholic beverages occurs in a lawful and responsible manner.
- Food and non-alcoholic beverages must be available in reasonable quantities at all events serving alcohol. All food and beverage must remain in the areas scheduled for said event.
- The sale of alcoholic beverages may not commence before 5:00 p.m. on weekdays or before 9:00 a.m. on Saturday or noon on Sunday.
- Security provided by the UNT Police Department may be required at the expense of the individual/organization for events serving alcoholic beverages. Union Scheduling will determine the number of officers required for said event.
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Section 17 — Lyceum
- Scheduling Services, located in room 239, is responsible for reserving the Lyceum.
- Clients may reserve the Lyceum for events scheduled after 3:00 p.m. Monday through Friday and all day Saturday and Sunday subject to availability and coordination with Union Technical staff. One free rehearsal may be held in advance of program, not to exceed three (3) hours. Additional rehearsal time will incur a rental fee. Technician charges apply at current rates. A Union technician is required.
- A Union technician is required for all events and rehearsals held in the Lyceum. Room rental includes one technician, if necessary. Additional technicians will be assessed at the currently hour rate.
- Non-Union technical equipment is prohibited unless approved in advance by the Union Technical Coordinator.
- Technical equipment may not be stored in the projection booth.
- State Fire Regulations prohibit standing, sitting, or adding chairs in the aisles of the Lyceum.
- Any damage to or loss of equipment in the Lyceum must be reported to the technician on duty.
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Section 18 — UNT Student Dances/Late Night Party
- Reservations for dances may be made no more than thirty (30) business days in advance.
- Each organization is limited to two (2) dances per semester, pending availability of facilities.
- Dances are limited to four (4) hours total with event end time no later than 2:00 a.m.
- Scheduling Services must be in receipt of a completed Student Event Application to schedule reservation and confirm date. The applications are available through the Student Activities Center located in room 322.
- A non-refundable deposit is required at time of confirming reservation.
- Estimated event charges are due a full five (5) business days prior to the day of the event. Failure to comply with the payment schedule may result in the cancellation of the event.
- The maximum number of tickets sold for any event is limited to the maximum room capacity based on room set up requirements, with no exceptions.
- Ticket prices must remain the same from beginning to end of event. Disbursement of proceeds from ticket sales will not occur the night of the dance.
- Ticket sellers are provided by the Union. Ticket sales will end no later than one and one-half hours before the end of the event or 12:30 A.M., whichever is sooner. There are no exceptions.
- Everyone entering the dance must have a wristband. The University Union with must provide wristbands and organization is responsible associated assessed to the responsible organization.
- GUEST POLICY: a UNT student must sponsor non-UNT guests. Two guests per UNT ID and guests must accompany UNT student.
- Student organizations must provide one event Advisor per event to assist Union staff during the event. The organization must provide the Building Manager the name of event Advisor no later than twenty-four (24) hours prior to the event. All Advisors must wear agreed upon visible I.D. and meet with the Building Manager and UNT Police one (1) hour before the event starts.
- All entrances to the Union will close promptly at 10:00 P.M. and only designated entrance(s) will be available to guests after that time. No one may leave and re-enter the facility after the purchase of a wristband with the exception of the agreed upon monitors.
- DJ's must provide all of their own sound equipment. Live bands may provide their own sound equipment or rent a University Union sound system upon approval of the Union Technical Coordinator. A Union technician must operate the equipment. Under no circumstances can University Union sound equipment supplement non-Union equipment.
- Clients must remove sound equipment, decorations, and other equipment within one hour following the event. The sponsoring organization will be assessed a fee for each hour, or any part of an hour, in excess of the specified one-hour load-out allotment.
- Security is required at all dances at the expense of the responsible student organization. UNT Police Department will determine the number of officers needed.
- The sponsoring student organization will be assessed additional charges associated with damage, repairs and/or additional clean up.
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Section 19 — Decorations
- All decorating arrangements are through and approved by Scheduling Services. Clients are responsible for early facility access. Under no circumstances is anything to be attached to facility walls
- Clients may not use the following items when decorating rooms: confetti, glitter, streamer tape, adhesive tape of any kind, silly string, etc.
- The University Union assumes no responsibility for the damage or loss of articles, equipment, or other items left on the University of North Texas campus premises prior to, during, or following an event. Clients must remove all personal and supplier effects at the end of event. Liability for damage to the premises is the responsibility of the person(s) named responsible for event.
- The University Union is not responsible for any injuries that might occur while an individual/group is decorating for an event.
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Section 20 — Loading and Unloading Equipment
- A temporary parking permit is required for loading and unloading at the University Union dock. Permits are available from the Building Managers located in Room 310.
- Permits are good for thirty (30) minutes only. Failure to move vehicles within this time limit may result in vehicle being ticketed and/or towed by the UNT Police Department.
- Requests for the use of carts and/or dollies are made through the Information Center. Customer must leave I.D. until equipment is returned.
- Driving and parking on the third level ramp adjacent to the Lyceum is prohibited. Vehicles parked on the ramp will be towed by the University Police Department at owner's expense.
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Section 21 — Appeals Process
The Union Board of Directors shall hear appeals of any decision made by the Union staff. The following process outlines the hearing process:
- Written request for appeal must be made to the Union Board of Directors chair.
- All relevant parties are to be present to ensure an adequate and fair hearing.
- The Union Board of Directors shall hear the appeal at the next regularly scheduled meeting.
- The Union Board of Directors shall render a decision by the following business day. The decision of the Union Board of Directors is final.
- Decisions of the Union Board of Directors shall be in accordance with University and University Union guidelines.
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