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UPPS 08.01.10 - Scheduling of Evans Auditorium

Scheduling of Evans Auditorium

UPPS No. 08.01.10
Issue No. 5
Effective Date: 8/08/2017
Next Review Date: 6/01/2022 (E5Y)
Sr. Reviewer: Director, School of Music


    1. This policy sets forth procedures for scheduling Evans Auditorium.

    1. The Evans Auditorium manager, School of Music, 512-245-8484, schedules events for Evans Auditorium.

    2. Users of the facility should contact the proper office above to determine availability (see Reservation Request Form for Evans Auditorium).

    3. Those scheduling university-wide or public events in the facility must calendar their events in the LBJ Student Center Services Office as soon as possible, including room and phone numbers, to assure inclusion in official university calendar listings.

    4. The School of Music will accept reservation requests for consideration according to the priorities outlined in Section 03. and the following timetable:

      Priority 1: February 15 through March 31
      Priority 1-3: April 1 through April 30
      Priority 1-5: May 1 through May 31
      All priorities: June 1 and after on a first-come, first-served basis (see Section 03.01).

      Persons desiring reservations should submit their requests at least ten working days before the date of the event.

    5. If a scheduling adjustment or cancellation is necessary, the dean of the College of Fine Arts and Communication will determine the appropriate schedule for the facility. The School of Music, at its discretion, may reserve the facility between academic terms (the end of final exams through the start of classes for the next term) for maintenance purposes or staffing reasons.

    6. Upon the recommendation of the School of Music and with the approval of the dean of the College of Fine Arts and Communication and the dean of Students, Texas State may deny use of a facility to any person or group that has demonstrated a failure to properly respect the facility or its personnel.

    7. Priority 6 events require a 50 percent rental deposit no less than two weeks prior to the reserved dates.


    1. The following chart shows the scheduling priorities for the facility.

      Priority Event
      1 Academic needs of the School of Music
      University arts events and presidential events
      2 Academic needs of other academic departments
      Commencement and honors ceremonies
      Orientation programs
      3 Events conducted by other university departments
      4 Events conducted by registered student, faculty, and staff organizations
      5 Continuing education activities sponsored by entities other than the university
      6 Other events sponsored by entities other than the university
    2. A user questioning the assigned priority should direct appeals to the dean of the College of Fine Arts and Communication, whose decision is final.


    1. The director of the School of Music directly supervises the management and operation of Evans Auditorium.

    2. The director of the School of Music will approve and assign all personnel needed to operate equipment (lights, sound, house curtains, etc.) in the facility for any event. In consultation with the organization using the facility, the Evans Auditorium manager will determine the number of workers needed to manage each event effectively.

    3. The chief of University Police or the director of the School of Music may require security. Sponsoring organizations shall assume the financial responsibility for security and any damages to facility equipment. Sponsors will pay the following security costs: police officers, $35/hour, minimum of four hours; guards, $25/hour, minimum of four hours.

    4. Requests for security must be made ten working days in advance of the scheduled event.


    1. The priority grouping (see Section 03.01) determines the fee charged for the use of space and personnel required for each event. Evans Auditorium Use Fees lists the specific charges. The dean of the College of Fine Arts and Communication may amend the fee schedule under appropriate circumstances.

    2. Fifth and sixth priority users should make their checks payable to Texas State University and submit to the School of Music through the Evans Auditorium manager. The School of Music will deposit payments no later than three working days following receipt.


    1. Reviewers of this UPPS include the following:

      Position Date
      Director, School of Music June 1 E5Y

    This UPPS has been approved by the following individuals in their official capacities and presents Texas State policy and procedure from the date of this document until superseded.

    Director, School of Music; senior reviewer of this UPPS

    Dean, College of Fine Arts and Communication

    Provost and Vice President for Academic Affairs