Charlie Matthew – Technical Director, Cullen Performance Hall My comments to the MAPP 09.03.01 Event Reservation & Rental…. Executive Review posted for comments on the MAPP website. These comments are for version January 6, 2012. PAGE 1 II – F. QUESTION – Does a University Department fall under “Group”? II – F. QUESTION – With respect for facilities such as Cullen Performance Hall, “for a purpose other than that for which it is provided” continues to trouble me. With regard to CPH the purpose of the facility in the first place is for events. It is as if the phrase “for a II – F – Note: REMOVE – “on the University Sponsorship Verification Form”. F refers to someone renting a facility not the sponsorship of an event. PAGE 2 II – N – NOTE. INSERT – after categories “in section N” –OR— just remove “If any of the above categories apply,” so it begins with “This event type…” II – P. CHANGE – “University‐Sponsored Events:” to “Official University Event or Activity” to match the term name definition in MAPP 13.01.01 where it comes from. II – Q. ADD – Co‐sponsored Event: An event where a non‐university individual or group has partnered with University entity (college, department, registered student organization, etc.) for an event. See section VIII for specific responsibilities. With regard to “University‐Sponsored Events” and “Co‐sponsored Events” I see them as two different things. First we need to change “University‐Sponsored Event” to “Official University Event or Activity”. An “Official University Event or Activity” is already defined (and repeated in this revised policy) in MAPP 13.01.01 and indicates a “Official University Event or Activity” is an event, program, or activity sponsored by a University Department (i.e. something related to what the department does, teaches, or researches). The definition only includes University Departments and not Registered Student Organizations. This definition originated from the need to identify events and activities of University Departments as not being covered by the Freedom of Expression policy (MAPP 13.01.01) and the restrictions placed on organized and non‐organized expressive activities on campus. A Co‐sponsored Event is where a non‐university individual or group partners with a University entity for the purpose of putting on an event. The “Co” comes from the event eventually being but on by two groups (a University Group and a Non‐University Group). This is commonly seen at Cullen Performance Hall in the form of a Registered Student Organization co‐sponsoring an event with a non‐university group related to their organizations activity. This is seen as a good opportunity for the members of the student organization to work with a larger scale event as well as brining events to the campus activity. Reservation offices typically have offered discounts on charges for events that are co‐sponsored by a university entity. There is a need to change the name of the form from “University Sponsorship Verification Form” to “Co‐
Sponsorship Verification From”. Section VI might look something like this: VI.
CO‐SPONSORED EVENTS A.
To Co‐sponsor an event held by an individual or group not associated with the University, a representative of the co‐sponsoring administrative department, academic unit, or registered student organization must submit a completed Co‐Sponsorship Verification Form, approved by the appropriate college, division, or administrative authority, to the unit having assigned authority over the space requested, whether it be E&G or auxiliary space. In the event of two or more co‐sponsors, all must sign the form. B.
The Co‐Sponsorship Verification Form outlines the responsibilities of the co‐
sponsorship. It does not endorse the individual or group seeking co‐sponsorship, their products/services, or their opinions; nor does it obligate or assign liability to the unit with assigned authority over the space, the University, or the System in any way. C.
Requirements for Co‐Sponsorship – The following conditions need to be met in order to establish co‐sponsorship for an event, as documented on the Co‐Sponsorship Verification Form: 1.
The co‐sponsoring University entity must assign staff/members to supervise the non‐university individual or group for the event or activity. 2.
The co‐sponsoring University entity publicly advertises sponsorship of the event or activity. 3.
The co‐sponsoring University entity funds the event or activity, and/or 4.
Accepts responsibility for the event or activity. D.
The non‐university individual or group must complete the Facility License Agreement and comply with MAPP 13.01.01 Freedom of Expression. PAGE 3 III – B. ADD – before : “in ascending order” and then change the bullets to numbers with “University‐
wide…” as #1 III – B. CHANGE – After the link to the facility rental website start a new section ( C ) labeled “Restricted Event Dates” with the paragraph text starting with “Events (other than those related….” The other C, D, E sections would be re‐number accordingly due to the inserted new section. The result might look like: C.
Restricted Event Dates Events (other than those related to the academic mission) are prohibited on the following days of the academic calendar due to the large number of students and parents on campus: 1.
The twelve days prior to the Official Reporting Day (ORD) 2.
The first two days of any fall and spring academic semester 3.
University of Houston Commencements 4.
Frontier Fiesta III – B. QUESTION – “The twelve days prior to the Official Reporting Day” is this just referring to a date in Aug or does the Spring semester have one? Summer sessions? III – B. ADD – before “Commencements” ADD “University of Houston”. Many facilities on campus host commencements from other universities. For this policy we would want to specifically indicate University of Houston Commencements. PAGE 4 III – D. ADD – at the end of the last paragraph “The charges may include or are in addition to any fees the facility has established for use of the space, equipment, and personnel.” III – E – 1 – b. REMOVE – “Special” before event‐related public safety. PAGE 5 III – F. ADD – “High Profile” to the events list. PAGE 7 IV – B. MOVE – Suggest moving Hilton information closer to the beginning of IV. It seems to be hiding where it is. PAGE 10, 14, 14 Suggesting move some items around and added some content. VIII Section B should be moved to VII as that that section is where insurance is covered / indicated in section title. See example below: VII.
FACILITY USE FEES / PAYMENTS / INSURANCE A.
Fees / Payments 1.
Reservation offices are permitted to charge fees related to the use of Campus Facilities they have assigned authority over. These fees will be set by the Reservation Office and approved by the division lead, division business lead, or facility policy board (e.g. UC Policy Board) as appropriate. The fees may include an administrative surcharge that is used to fund the Facility and Reservation Office operations. 2.
Non‐General Purpose Space is space assigned to a specific academic college or department. In order to reserve that space, the reservation office of the college or department must be contacted. There may be fees attached to the use of those facilities in order to maintain the facilities. Departments will follow all established University policies and procedures regarding fee collection and use. Fees collected by the college or department assigned the non‐general purpose space will remain in the college or department. 3.
If fees are charged, the reservation office, college, or department collecting the fees will follow University cash handling procedures (MAPP 05.01.01) B.
Insurance Co‐sponsored and non‐university events may be required to provide financial responsibility in the form of a Certificate of Insurance or as otherwise deemed acceptable in consultation with the University of Houston Office of Risk Management. The Certificate of Insurance should reflect the following: 1.
Commercial General Liability coverage 2.
University of Houston is listed as an additional insured 3.
Subrogation against the University of Houston is waived 4.
The lessee’s insurance coverage is primary Depending on the event or Facility specific policies, coverage and/or limits may vary. PAGE 13 VIII REMOVE – “FOR UNIVERSITY‐SPONSORED AND NON‐SPONSORED EVENTS” so that the VIII section title only reads “FACILITY USE AGREEMENTS”. PAGE 14 VIII – A – 1. QUESTION – What is #1 all about? i.e. what is “Special Event Underwriting Application”