Facility Use Fees

Thank you for your interest in the D.P Culp University Center! Given the amount of information contained on the page, the following quick links have been made available to you. Please choose the one that best fits the information you are seeking to go directly to it:

 

1. Facility Usage Fee Schedule

2. Audio Visual Services & Equipment Fee Schedule

3. Labor Service and Overtime Fees

4. Facilities Outside the D.P Culp Center Fee Schedule

5. ETSU Physical Plant Fees for Requests for "Non-budgeted Item" Services

6. Facility Fee Usage Policies For Income Producing Events

7. Usage Of The Cave As Reserved Space

8. After Hours Events Policy for the D.P. Culp University Center Auditorium, Ballroom, and/or Cave

9. Estimated Fees for an Event



Notes:

Facility Usage Fee Schedule

 

Facility

University Affiliated *

Non-University Affiliated, Non-Profit

Non-University Affiliated, For-Profit

Auditorium

None

$250.00

$500.00

½ Auditorium

None

150.00

300.00

Ballroom

None

250.00

500.00

½ Ballroom

None

150.00

300.00

 Alumni Gallery Lobby

 None

 50.00

 100.00

 1st Floor Upper Lobby **

 None

 50.00

 100.00

 Level 2 Atrium Lobby, Level 3 Atrium Lobby**

 None

 50.00

 100.00

 Booths #1, 2, 3 & Booths A, B, C**

 None

 50.00

 100.00

East Tennessee Room

None

100.00

200.00

Forum

None

100.00

200.00

 Media Rooms #1, 2, 3**

 None

50.00 

100.00 

Meeting Rooms # 1, 2, 3, 4A, 4B, 6, & Conf. Rooms **

None

50.00

100.00

Dining Rooms # 1, 2, 3 **

None

75.00

150.00

Cave ***

None

100.00

200.00

 Common Grounds***

 None

 100.00

 200.00

 Cave Patio, Lower Cave Patio**

 None

50.00 

100.00 

 Private Dining Rm, 3rd Level***

None 

 Negotiable

Negotiable 

Cafeterias ***

Negotiable

Negotiable

Negotiable

Atrium Food Court ***

Negotiable

Negotiable

Negotiable

Amphitheater ****

None

100.00

200.00

Borchuck Plaza 

None 

100.00 

 200.00

 

* Income producing events will be assessed a usage fee.

** Combined rooms are considered as multiple room reservations (i.e. Meeting Room 1 and 2 are treated as 2 rooms)

*** Limited availability and if interferes with regular operating hours in a food service a rea, then a food service income guarantee will also be required.

**** Usage by a private (non-University employed) individuals will be treated as a non-affiliated, for profit usage.

***** Includes no setup or sound system.

- Private usage by University employees will be treated as non-affiliated, non-profit usage.

- The listed fees include basic lighting and room setups – complex or complicated setup requests may entail additional labor or equipment charges.

- Events using most or all of the building facilities will have negotiated usage fees.

- Regularly scheduled weekly or monthly events may have negotiated usage fees.

- Other areas of the facility must be made available on a special request basis with usage fees being negotiated at the time.

- Federal, state, and local governmental agencies will be considered as Non-University Affiliated, Non-Profit users.

- These fees will be reviewed and revised as needed on an annual basis.

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Audio Visual Services & Equipment Fee Schedule

 

Service/Equipment

University Affiliated *****

State Agency, Non-Univ. – Affiliated Non-Profit

Non/Univ. – Affiliated For-Profit

Mics in Areas w/ House Sound -1
Each additional
Wireless Mic or Lapel *


None
None
None


None
10.00
30.00


None
15.00
60.00

Portable Sound System & 1 mic*
Each additional


None
None


50.00
10.00


100.00
15.00

Small Audio Mixer

None

10.00

20.00

Port-A-Lectern*

None

20.00

40.00

 Amplified Podium*

None 

 50.00

 100.00

 Floor Podium

 None

 15.00

 30.00

 Audio Cassette Recorder

None 

15.00 

30.00 

Pianos:
-Baby Grand
-Upright
-Tuning (fee based on actual cost)


None
None
Private Vendor


50.00
None
Private Vendor


100.00
None
Private Vendor

VHS VCR & Monitor

None

5.00

10.00

 DVD Player & Monitor

None 

15.00 

30.00 

Multimedia Projector

None

75.00

125.00

 Portable White Board*

 None

15.00 

30.00 

Laptop Computer

None

50.00

100.00

46" LCD TV*

None

25.00

50.00

 32" TV

None 

 15.00

30.00 

Projection Screens
- Regular Tripod
- Frt Proj. 12’X12’
- FastFold 7.5’X10’
- FastFold 14'X16'


None
None
None
None


20.00
25.00
50.00
75.00


30.00
50.00
75.00
100.00

Boom Box

None

10.00

20.00

Telephone *****
Conference Phone*****

None
None

5.00
10.00

10.00
40.00

Flip Chart & Stand
Without Paper
With Paper


None
15.00


5.00
20.00


10.00
25.00

Extension Cords

None

5.00

10.00

Exhibit Hall
Tables
Chairs
Power


5.00/20%
3.00/20%
3.00/20%


10.00/20%
5.00/20%
5.00/20%


25.00/20%
10.00/20%
10.00/20%

 
 

- Many of these services are available only in the University Center.

 

- Complex services other than those listed will be quoted on an individual case basis.

 

- Special lighting services will be quoted on an individual basis due to the complexity of the service.

 
- Audio/Visual Technician (with a labor charge) may be required 
 

* Limited Availability

 

**** All long distance calls must be made either collect or with a credit card.

 

***** Income producing events will be assessed a usage fee.

 

- Private usage by University employees will be treated as non-affiliated, non-profit usage.

 

- These fees will be reviewed and revised as needed on an annual basis.

 

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Labor Service And Overtime Fees

 

Services

University Affiliated ****

State Agency, Non-Univ. – Affiliated Non-Profit

Non-Univ. – Affiliated For-Profit

Technical Services ***

20.00/hr.

25.00/hr.

30.00/hr.

Information Technology Services ***

20.00/hr.

25.00/hr.

30.00/hr.

Physical Plant/ Custodial Services ***

20.00/hr.

25.00/hr.

30.00/hr.

Public Safety Services *

30.00/hr.

30.00/hr.

30.00/hr.

After Hours Building Usage

20.00/hr.

25.00/hr.

30.00/hr.

Theater Staff Fee

$15.00/hr

$25.00/hr

$25.00/hr

 

Notes:

 

* Normally University Affiliated Groups are not charged except where OVERTIME labor charges are  involved. Any overtime labor will be charged at a minimum of three hours. Any portion of an hour will be charged as a full hour. Overtime is defined as outside normal operating hours for the building or department in question.

 

** Any portion of an hour will be charged as a full hour. If a special building opening is required; a minimum overtime charge of three hours will be assessed.

 

****Income producing events will be assessed a labor charge.
 

- Usage by private (non University employed) individuals will be treated as a non- affiliated, for profit usage.

 

- Private usage by University employees will be treated as non-affiliated, non-profit usage.

 

- Concerts, dances, and other public events may be required to have officers from the Office of Public Safety on duty at the event. The organization will be charged at the labor rates specified above.

 

- These fees will be reviewed and revised as needed on an annual basis.

 

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Usage Fees for Facilities Outside the D.P Culp University Center

 

Facility

University Affiliated *

State Agency, Non-Univ. – Affiliated, Non-Profit *

Non-Univ. – Affiliated, For-Profit *

Brook’s Gym ***
Upper Gym
Lower Gym


None
None


150.00
75.00


300.00
150.00

Alexander Hall
Univ. High Gym ***
Classrooms


None
None


75.00
50.00


150.00
100.00

Bud Frank Theater * ***
(Gilbreath Hall)

None

250.00

500.00

Carillon Area

None

Not Available

Not Available

Academic Classroom ***
Includes:
Ball
Brown
Gilbreath
Hutchison
Mathes
Nicks
Roger Stout
Warf-Pickle
Wilson Wallis
MSHA Center

Negotiable

50.00

100.00

Academic Auditorium ***
(no AV equipment)
Includes:
Brown
Ball
Mathes
Roger-Stout

None

250.00

500.00

MiniDome * ** *** ******
Arena Foundation sponsored events

None
None

$750.00
$5,000 per day

1500.00 per day

Athletic Practice Fields ***
Each Field


None


100.00


150.00

Outdoor Tennis Courts

Not Available

$75.00 per day or $10/hr.

$150.00 per day or $15.00 hr.

Betty Basler Softball Complex

Not Available

300.00 per day

450.00 per day

Summers-Taylor Soccer Complex

Not Available

500.00 per day

750.00 per day

Parking Lots

None

100.00@

150.00@

 

Notes:

 

* Income producing events will be charged a usage fee based on a percentage of gross income produced at the event, labor, and support equipment used.

 

** The total charge will include 72 hours for cooling plus the actual hours of the event.

 

*** There may be additional labor charges for facility opening, building monitors, and custodial services, equipment set-up & take down

 

****** Additional charges may be assessed in conjunction with setup, electrical needs, air conditioning, staffing, etc.

 

******* Pricing is for groups of 10 or less, if more than 10 participants the additional, per person rates are:

 
Usage by Private (Non-University employed) individuals will be treated as a Non-Affiliated, for profit usage.
 

P rivate usage by University employees will be treated as non-affiliated, non-profit usage.

 

The listed fees include basic house lighting and room setups – complex or complicated setup requests may entail additional labor or equipment charges.

 

Events using most or all of a building/campus facility will have negotiated usage fees.

 

Other areas of the facility must be made available on a special request basis with usage fees being negotiated at the time.

 

Federal, state, and local governmental agencies will be considered as Non-University Affiliated, Non-Profit users.

 

Adjustments and exceptions to these rates may be done at the discretion of the University Center Vice President.

 

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ETSU Physical Plant Fees for Requests for "Non-budgeted Item" Services

 

These fees will be charged when the services are requested on a special basis outside of the normal schedule to support specific events and activities.

 

Type of Service

Fee

Comments

Lining of various outdoor fields for Band Camps

$ 300@ first time,
$ 100 each additional time

Includes labor and materials

Special cleaning of Residence Hall Lounge (when the hall is not used for housing) after a camp to prepare for Fall Housing

$ 75

Estimate only, will be charged actual time

Supply electricity to outside Event

$ 30 when within 200 feet of existing outlet

Includes extension cords

Hanging of Banners off Buildings

$ 25 each

Does not include banner production, and only where accessible with existing equipment

Other unique, unscheduled services

$20/$25/$30per hour, plus the cost of any necessary rental equipment

Depending on whether the sponsor is campus affiliated, non-affiliated non-profit, or non-affiliated for-profit

 

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Facility Fee Usage Policies For Income Producing Events

 

In addition to the previously listed fees, the following policies are in effect in relation to Income Producing events.

 

I - University Related Departments Or Organizations

 

When an event is sponsored by a university related department or organization it will normally not be charged fees (other than direct costs) unless the event is an income producing activity for the department or organization.If the income is deposited into standard university accounts there will be no charge.If the income is deposited in University Foundation accounts, agency accounts, or into off campus accounts then the normal non-profit rates will be charged.

Whenever space (i.e. display booths, tables for display, demonstration rooms, etc.) or services (electricity, AV equipment, theater lighting, etc.) is resold by the sponsoring organization or department, the sponsor will be charged an amount equal to 20% of the price charged for the resold space or services.

 

II - Registered Student Organizations

 

When an event is sponsored by a registered university student organization it will normally not be charged fees (other than direct costs) unless the event is an income producing activity for the group.In this case the organization will be charged for all services and AV support provided to it.Facility rental will not be charged except in cases where large amounts of space are used or extraordinary demands are placed on custodial, setup, and technical services.

Whenever space (i.e. display booths, tables for display, demonstration rooms, etc.) or services (electricity, AV equipment, theater lighting, etc.) is resold by the sponsoring organization, the sponsor will be charged an amount equal to 10% of the price charged for the resold space or services.

 

III - Non-University Related Events (Non-Profit & For-Profit)

 

When an income-producing event is held the regular facility usage fees will normally be charged.In addition, in the case of ticketed events, a fee equal to 10% of the gross ticket sales or $400 - whichever is greater, will be charged.

Whenever
space (i.e. display booths, tables for display, demonstration rooms, etc.) or services (electricity, AV equipment, theater lighting, etc.) is resold by the sponsoring organization, the sponsor will be charged all normal facility usage charges plus an amount equal to 20% of the total price charged for the resold space or services.

 

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Usage Of The Cave As Reserved Space

 

As a part of the D. P. Culp University Center the CAVE, which is a highly functional area for some types of events, is made available as a reserved space. However, since it is also a contract managed food service facility with equipment, food stores, and supplies in the area, which cannot be secured, the following guidelines have been established for the reservation and use of the area.

 

a)  If the reserving party does not want the area on an exclusive basis and is comfortable with the general public still entering and using the area then the established regular rental rates will apply. The user must do nothing that will hamper the ongoing operation of the food service unit or customer access and use of it.

Any group using the area is responsible for any clean up, initial chair/table arrangement, and replacement of the chairs and tables to their original positions (if at closing, the chairs would be placed on the tables).This responsibility may be met by using volunteers from the reserving party or by paying a labor set-up/clean-up charge to the food service. Arrangements for this process must be made at the time of the reservation.

On a few occasions each year, the area may be used for official university functions.When these types of events occur, the regular university custodial crew will take care of setup, tear down, and clean-up of the area.

 

b)  If the reserving party wants to reserve the area on an exclusive basis and control entry to the area, then the group is responsible for paying the established regular rental rates and a special fee or volume guarantee to the food service.Thus, if the group using the Cave does not generate the agreed upon volume in the food service then the group will make up the difference with a payment directly to the food service. If the group does not desire the food service to even operate, then the group will need to pay the guarantee, which represents missed business plus the labor cost of having one food service employee in the area to monitor and provide security for the equipment and merchandise.

Any group using the area is responsible for any clean up, chair/table arrangement, and replacement of the chairs and tables to their original positions (if at closing, the chairs would be placed on the tables).This responsibility may be met by using volunteers from the reserving party or by paying a labor set-up/clean-up charge to the food service. Arrangements for this process must be made at the time of the reservation.

On a few occasions each year, the area may be used for official university functions.When these types of events occur, the regular university custodial crew will take care of setup, tear down, and clean-up of the area.

 

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After Hours Events Policy for the D.P. Culp University Center Auditorium, Ballroom, and/or Cave

 

This policy and procedure statement relates to East Tennessee State University registered student organization events held in the D. P. Culp University Center Auditorium, Ballroom, and/or Cave, which begin after the normal closing time of 10:00 p.m., and continue until a maximum of 3:00 a.m. Events beginning earlier in the evening and extending past the established regular closing time will be charged the normal after hours fees and are not covered by this policy. Organizations are limited to a maximum of two (2) events, of the type covered by this policy, per semester. This policy does not apply to non University-related groups.

 

1. Scheduling

These events must be reserved through the D. P. Culp University Center Reservation Office in accordance with the established reservations policies (please see attached Facility Request/Instructions).

The completed ‘Request for Use of Facilities’ form with all necessary signatures must be submitted to the D. P. Culp University Center Reservation Office at least ten (10) working days (Monday through Friday) prior to the event date. All event details, including set-up, equipment requests or rented equipment information, and any other special needs must be submitted to the D. P. Culp University Center Reservation Office no less than ten (10) working days (Monday through Friday) prior to the event. Due to the unusual nature of the hours for these events and the scheduling problems they represent, there will be no exceptions to this deadline.

 

2. Staffing

Events held in the D. P. Culp University Center Auditorium, Ballroom, and/or Cave will require the following support staff:

- One (1) full-time, professional staff member from the University Center of the Student Affairs Division. This individual will have overall administrative responsibility for the event.

- One (1) Technical Services staff member will be on duty for sound/light support.

- One (1) or Two (2) Public Safety Officers will be required depending on the size and complexity of the event.

- The Food Service serving areas will be secured and no access allowed unless previously arranged and scheduled with ARAMARK.

- Student users will be expected to assist in any unique setups requested in the area.

- All food and drink items must be provided from ARAMARK contracted food service.

- Requests for donated food and/or drink items must be provided in the form of a letter from the donating business itemizing the products to be donated for the event. This letter must be submitted for consideration to the University Center Director for Operations no less than ten (10) working days (Monday through Friday) prior to the event date.

 

3. Scheduling Fees

An event-scheduling fee in the amount of $50.00 will be assessed to all student organizations scheduling any of the above-listed facilities for after hours events.The $50.00 fee, in the form of a check payable to ETSU or provision of the organization’s ETSU Agency Account number, must accompany the completed ‘Request for Use of Facilities’ form, when submitted for a proposed event.


a. Non-revenue generating events (no admission):

For events that are scheduled and conducted as planned, the $50.00 event-scheduling fee will be returned to the organization as described below in item c.


b. Revenue generating events (admission):

For events that are scheduled and conducted as planned, the $50.00 event-scheduling fee will be applied to the support labor fee assessed for revenue generating events as described in this policy statement.


c. Return Policy:

If the event is canceled by the organization at any time after the initial request is submitted, the student organization will forfeit the $50.00 event-scheduling fee, no exceptions.If, during the routing process of the facility request form, it is determined that the facility requested is not available, the event-scheduling fee will be refunded to the organization.The refund will be processed through the University and a check, payable to the student organization, will be mailed to the organization’s campus P. O. Box within approximately ten (10) working days (Monday through Friday).

 

4. Other Provisions:

-
Labor expenses for building coverage/supervision, custodial services, technical services, security, etc. will be covered by the ‘Late Night Programming Support Fund’.Due to the limited funds available, access to this support fund will be on a first-come, first-serve basis.When it is exhausted, this special funding support will no longer be available for ‘After Hours Events’ and normal usage charges will be assessed to the sponsoring organization. Please see attached Estimated Fee Schedule.

- Unique requests for food service, special equipment, complex setups, excessive cleanup and other such items may necessitate additional charges.

- University billing statements will be sent to the sponsoring organization with prompt payment expected for the amount due. Failure to promptly pay the fee will result in the organization being unable to sponsor future events during the academic year.

- Interdepartmental transfers will be initiated for charges supported by the ‘Late Night Programming Support Fund’.

 

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