1. All requests are received and processed by the Scheduling Office in accordance with the "Use of University Facilities" policy of Texas A&M University - Corpus Christi.
2. The University Center staff reserves the right to deny space usage for any group/event that is programmatically or operationally impossible to accommodate or that conflicts with the University's mission or policies.
3. The University Center staff will assign each reservation to the most appropriate space available. Requests for specific rooms or spaces will be honored when possible. The staff reserves the right to re-assign space when necessary and to identify suitable alternative space for the original reservation.
4. All space reservations will be tentatively confirmed until all details of the event are submitted to the Scheduling office. This includes admission charge, name of speaker, band, film, etc.
5. Space availability checks and routine event requests will be accepted in person at the Scheduling Office/Information Center in the University Center, by email to ucschedl@mail.tamucc.edu, or by telephone at (361) 825-5281. A confirmation will be returned once the reservation has been confirmed. Requests for extraordinary events (special set ups, food, alcohol, programs, attendance over 50, admission charge) will require a written space request submitted in person, by email or FAX (361) 825-5280 or by Campus Mail to the Scheduling Office.
6. Events classified as "extraordinary" may require a meeting with a member of the Center staff to review planning and arrangements. Space reservations will not be confirmed until event plans have been reviewed and all necessary arrangements completed.
7. The Scheduling Office should be notified of space cancellations by 2 p.m. on the day prior to the scheduled event time. Two "no shows" (cancellation without notification) for events in rooms with standard setup configurations can result in denial of space requests and/or cancellation of space already reserved for no less than one semester. Failure to cancel reservations for events involving any special setup at one (1) working day prior to the event date will result in a fee of not less than 25% of the estimated charges for the space(s) involved or of the established room rental rate, which ever is greater.
8. Fees and charges are determined by the Director of the University Center in consultation with the University Services Advisory Committee.
9. Users that misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately, may incur additional charges and may have reservation privileges suspended. These determinations are made by the Director of designee.
10. Sponsoring groups (or individuals responsible for damages to the facilities or equipment or for the inadequate clean-up will be charged for repair, replacement or cleaning.

SCHEDULING PRIORITIES

Student Organizations

1. Requests for fall semester meetings/events are accepted beginning on April 1st; requests for meetings/events occurring in the spring semester are accepted beginning on November 1st. After these dates, routine events must be scheduled at least two (2) working days in advance; extraordinary events must be scheduled at least five (5) working days in advance.
2. Requests for all events designed primarily for the benefit of and open to the entire University/student community will be accepted up to one year in advance.
3. Student Organizations are not charged space rental fees for routine meetings or events open to the University community free of charge. Space rental fees are charged for events involving special staffing and operator fees for sound/lighting/A-V equipment will be charged in addition to room rental fees for all meetings/events. A University account code or a deposit equal to 25% of the estimated charges for an event is required before a space request involving fees will be confirmed.

1. Requests for fall semester routine events are accepted beginning on the first working day after April 15th; requests for routine events occurring in the spring semester are accepted beginning on the first working day after November 15th. After these dates, routine events must be scheduled at least two (2) working days in advance; extraordinary events require a minimum of five (5) working days.
2. Requests for May-August summer sessions will be accepted up to one year in advance and are not held as priority times for student groups.
3. Space for institutional priority events (Orientation, Registration, Faculty/Staff Opening Meeting, Career Fair, Open Houses, etc) will be scheduled as far in advance as dates are available.
4. University Departments are not charged space rental fees for routine meetings or events open to the University community free of charge. Space rental fees are charged for events involving admission charges/registration fees. Additional labor fees for complex setups involving special staffing and operator fees for sound/lighting/A-V equipment will be charged in addition to room rental fees for all meeting/events. A University code or a deposit equal to 25% of the estimated charges for an event is required before a space request involving fees will be confirmed.

1. Requests for use of facilities by individual students, faculty or staff members for private meetings or personal events are accepted beginning on the first day of classes for events occurring in that semester. Requests for use of facilities for events occurring in May-August summer session are accepted up to one year in advance.
2. Rooms may not be reserved for study sessions or group projects. During Final Exams each semester, Rooms 125,126,210,306,307, and 323 will be available for study session when not reserved. Conference rooms will be made available for study on a first-come, first-served basis. The use of rooms for personal events must be consistent with the mission of the institution such as wedding receptions, anniversary celebrations, etc. The institution reserves the right to refuse access to facilities for events deemed inconsistent with its mission.
3. University-affiliated individual users are charged room rental fees and service fees for special setups, staffing for multimedia equipment operation, cleaning and/or after-hours access. Charges will be assessed regardless of attendance, location or admission/registration requirements. Direct costs for services such as parking, security, food services, etc. associated with the event will be charged.
4. University-affiliated users are required to pay a deposit equal to one-quarter (1/4) of the anticipated charges. The deposit is refundable up to ten (10) working days prior to the scheduled event in case of a cancellation.

1. Space requests for ancillary routine and extraordinary events must be made by the sponsoring University organizations/departments. University Outreach is responsible for identifying/verifying appropriate sponsorship for ancillary events. Requests for multiple events and/or regular-scheduled meetings of external groups will not be considered - regardless of sponsorship - unless there is clear, direct linkage to the institutional mission.
2. Requests for ancillary events - whether routine or extraordinary - will be accepted on a first come, first served basis beginning May 1st for events occurring in the fall semester and December 1st for events occurring in the spring semester. After these dates, routine events must be scheduled at lest two (2) working days in advance; extraordinary events require at least five (5) working days.
3. Requests for either routine or extraordinary events occurring during the May - August summer sessions will be accepted anytime on a first come, first served basis.
4. The President's Cabinet or designee must approve requests for exceptions to scheduling priorities and other procedures for ancillary events.
5. External groups collaborating with a University-sponsoring organization/department will not be charged room rental fees for ancillary events designed to attract an audience of primarily A&M-CC students, faculty, and/or staff. Sponsors of external groups' ancillary events not open to University audiences and/or requiring an admission/registration fee or donation from participants will be charged room rental fees and service fees for special setups, staffing for multimedia equipment operation, cleaning and/or after-hours access. Charges will be assessed regardless of attendance, location or admission/registration requirements. Direct costs for services such as parking, security, food services, etc. associated with the event will be charged. A University account code or a deposit equal to 25% of the estimated charges for an event is required before a space request involving fees will be confirmed.

1. The primary function of the Commons is a public dining area and several service departments share operating space in this area so every effort is made to keep the area accessible to food court and retail services customers during regular building hours. Therefore, the Commons is considered the "last resort" location for special events and is not available for private functions without special permission from the director of the University Center. The sponsor must pay all costs of re-setting the Commons. The standing capacity of the Commons is 600 people.

Information tables and tables for in-person solicitation on the Texas A&M University - Corpus Christi campus are only allowed in are around the University Center; all information and solicitation activities must be scheduled through the Scheduling Office. Only student organizations and University departments may reserve table spaces; table spaces are not available for use by individuals. Nor more than six (6) table spaces can be set in the Northeast entry foyer and no more than six (6) outdoor table spaces can be set on the North Terrace except for special events. Each reserved location will be provided with one (1) eight-foot table and two chairs. Use of electrical devices (copiers, VCRs, etc.) and/or amplified sound must be approved by the Scheduling Coordinator as part of the reservation request.

• Information Tables

1. Distribution of literature, petition drives, surveys and similar activities in and around University Center may be conducted only from a reserved information table location.
2. Registered student organizations and University departments may reserve information tables without charge. Standing reservations for more than two (2) five consecutive day periods per semester or one (1) day per week for an entire semester from any one sponsor will not be accepted.
3. Failure to cancel an information table reservation at least one (1) working day prior to the reservation date will cause the sponsoring organization or department to lose information/sales table reservation privileges for the remainder of the semester.
4. Non-university affiliated users must either be sponsored by a register student organization of University department. Individuals may not reserve table space. Any use of an information table to promote the use or purchase of a commercial product or service or a for fundraising will considered sales and the policies governing sales tables will apply.

• Sales Tables
  1. Student organizations or University departments sponsoring sales tables not involving a non-university affiliated vendor - such as ticket sales, raffles, organization T-shirts, etc. - are not required to pay a rental fee and/or commission for sales table space.
  2. Vendors and non-university affiliated users promoting a commercial product or service or fundraising must be sponsored by a registered student organization or a University department.
  3. If sponsored by the Center or University Services, a 15% commission on gross sales or $50.00 per day (whichever is greater) is due to the Scheduling Office at the end of each sales day and must be accompanied by an accounting of gross sales. Additional verification of gross sales may be required.
  4. Student organizations and/or University departments must pay the University Center Scheduling Office a rental fee of $25.00 per day for each sales table space involving vendors/non-university affiliated organization promoting a commercial product/service or fundraising. Although the terms of the organizations promoting a commercial product/service or fundraising. Although the terms of the sponsorship must be negotiated by the parties involved, it is recommended a commission not be less than 15% or $50.00 per day, whichever is greater, is paid to the sponsor to ensure table rental cost is covered.
  5. Sponsoring organizations or departments will be permitted one sales period per semester. A sales period is defined as up to five consecutive days of sales, although a sponsor may choose to sell for fewer day.
  6. Failure to cancel a sales table reservation at least one (1) working day prior to the reservation date will result in a charge of $25.00 to the sponsoring organization or department.
  7. Individuals/firms must have a minimum liability insurance coverage of $300,000 and provide the Scheduling Office with a copy of those licenses provided to the Scheduling Office before a request for sales will be confirmed.
  8. Any business licenses required by the State of Texas, Nueces County and/or the city of Corpus Christi must be obtained and copies of those licenses provided to the Scheduling Office before a request for sales will be confirmed.
  9. No product or service may be sold which duplicates or is similar to those sold by the University Bookstore, Dining Services or institutional business partners. First-time vendors may be required to show samples of the product(s) to be sold to the Scheduling Coordinator before a request for sales will be confirmed. Solicitation for mass-marketed products and services readily available to the University community - such as credit cards, long-distance calling cards, etc. - will not be permitted to ensure that sales space is available for more unique and less readily accessible products and services.
  10. Texas A&M University - Corpus Christi assumes no liability for the quality of the goods or services sold at sales tables on its premises. The presence of a commercial vendor on the property of Texas A&M University - Corpus Christi does not constitute an endorsement of the vendor or its product by the University.

  

1. All events involving catering food service in the University Center must be catered through University Dining Services. There are no serving facilities available for non-university caterers' use.
2. The use of cooking equipment (i.e. microwave ovens, camp stoves, grills) is prohibited.

1. Events at which alcohol will be served must conform to University regulations to the sale and/or service of alcohol in campus facilities. Refer to "Procedures for Consumption and Distribution of Alcohol at Events on the Campus of Texas A&M University - Corpus Christi" for details.
2. Alcohol service for all events must be provided by University Dining Services.

Smoking is prohibited in all areas of the University Center, but is permitted outside the building.

Exceptions to these procedures should be directed to the Director of the University Center. The University Services Advisory Committee will review requests for exceptions as part of the regular agenda. Requests for exceptions to fees & charges and/or scheduling priorities referred to the Executive Vice President for Finance and Administration or designee and may require President's Cabinet approval.

To schedule an event on campus contact:Event Scheduling
(361) 825-5282 or
email uc.scheduling@mail.tamucc.edu