Reservation Policy for the Alumni Memorial Building
If your organization is interested in holding an event in rooms 27, 32, 210, or the Cox Auditorium of the Alumni Memorial Building please click here for the compete contract for the leasing of space.
For additional questions regarding the reservation of space
in the
Frequently
Asked Questions Regarding Use of the Alumni
Memorial Building
How do we reserve space in the Alumni Memorial Building?
What is the order of priority for groups making
reservations?
We’d like to reserve the Cox Auditorium. Can I schedule
any event in this location?
What factors may effect the reservation of our event?
Do we have to sign a contract?
When will our event be officially scheduled?
Do we have to attend a pre-event meeting?
Will we have to pay any fees or charges?
When must we need to provide a list of services required?
Can we sell concessions?
Can we sell tickets from the box office?
When can we begin selling tickets to the public?
Can we provide food and beverages?
How do we load-in and load-out of the facility?
Can we operate the room lighting ourselves?
We need to make a change to our light request. When is it too
late to do so?
How
do I reserve space in the
Reservations for
What
is the order of priority for groups making reservations?
Space in
- Regularly-scheduled credit courses
- Mid-term examinations
- Final examinations
- Academic functions of other university departments
- Functions of the Division of Student Activities
- Non-academic functions of other university departments
- Meetings or activities of recognized student organizations
- Use by non-university groups sponsored by a university entity (including conferences)
- For more information regarding the priority of reservations for campus academic facilities visit:
http://web.utk.edu/~space/policy.html
The Cox Auditorium seats 900 people. A minimum attendance of
500 persons must be expected in order to reserve this auditorium.
The
Yes. All groups (other than regularly-scheduled classes)
wishing to use Alumni Memorial must sign an agreement to do so, agreeing to
abide by the policies relating to food, drink, and smoking; agreeing to any
charges which are appropriate for the activity [See Charge Policy] and providing a University of Tennessee Account
from which the charges will be deducted; and agreeing to assume financial
responsibility for any damage to the facility as a result of use by the
group. The Auditorium Manager is
available to walk through the facility with a group representative prior to the
event to ensure that no previous damage is assessed to the group using the
facility.
When
will my event be officially scheduled?
Events will be officially scheduled once the Auditorium
Manager has received and approved a signed copy of the contract. The University
reserves the right to void any contract not properly signed and return to The
University within ten business or working days.
Do I
have to attend a pre-event meeting?
Yes. All groups must meet with the Auditorium
Manager before scheduling an event 974-2200. If the auditorium manager is unavailable
please contact the Preventive Maintenance Shop at 974-5346
Will I have to pay any fees or
charges?
It depends.
Charge for services required for an activity are levied against all groups, including on-campus groups, other than regularly scheduled classes, final examinations, and mid-term examinations. Room rental fees are levied for all outside groups sponsored by a University entity. The Division of Student Affairs, for example, would not pay a rental fee to host a performance sponsored by the All-campus Events Committee or Cultural Attractions Committee. It would, however, pay rental fee if it is sponsoring an event of another university or entity.
CHARGE FOR SERVICES (Only those services required will be billed to the group)
|
Service |
Pay Rate Per Day |
Notes |
|
Piano use |
$75.00 |
Applies only to use of a University piano. Groups that bring their own keyboards or pianos are not subject to this charge. |
|
Piano tuning |
$100.00 |
If a University piano is to be used it will be tuned before the performance |
|
Projector, screen, and electronic podium |
$75.00 |
Use of any combination of these will trigger this charge |
|
Stage labor |
Rates available upon request |
The Auditorium Manager and the individual request making arrangements for the event will determine the amount of stage labor required. In no case will “volunteer” labor be allowed for set-up or operation of equipment. Professional stagehands brought with traveling shows are acceptable in lieu of the fee. |
|
House Manager |
$20.00 per hour |
This charge will apply when more than one of the auditoriums are in use at the same time, requiring personnel in addition to the Auditorium Manager. The Auditorium Manager and the individual making the arrangements for the event will determine the time required for load-in performance, and load-out. If two venues are in use at the same time, the charge will be first levied upon use of the large auditorium, next upon Alumni 210, and last upon Alumni 32. This charge does not apply to meeting scheduled in which no services are required. |
|
Ushers |
Rates available upon request |
At least four ushers are required for events with printed tickets. The Cultural Attractions Committee may supply its own ushers, provided they report to the hall 45 minutes prior to the scheduled start of the performance. No outside organization may furnish its own ushers. |
|
Microphones and sound systems |
$100.00 |
If the entity brings its own sound system and microphones, and the equipment meets safety standards for use, they may be used instead of incurring this fee. |
|
Dressing Room |
$20.00 per hour |
This applies only to groups using the dressing rooms or group warm-up rooms |
|
Theater Lights |
$100.00 per rehearsal |
This does not apply to room 27, which does not or performance have theatre lights. |
|
Lamp Fee |
$30.00 |
|
|
Cleaning Fee |
$100.00-$500.00 |
This per-day fee will be established by the Auditorium Manager based on the level of cleaning that will be required. In cases in which the routing cleaning by Facilities Services will be sufficient (such as for a meeting) no charge will be levied. |
RIDER
A. Maintenance, electrical, carpentry,
plumbing, and HVAC personnel
(rates available
upon request)
B. All advertising costs
C. Transportation charges
D. All costs of stage hands, spot operators and any required Union workers
E. Any and all Insurance costs
F. Performers fees
G. Any and all catering expenses
H. Any and all Security costs
I. Any and all Emergency personnel
J. Any and all spotlight rentals
K. Forklift operator(s)
L. Fire Inspection
M. Any and all state and local amusement taxes
N. Any additional expenses required for the
presentation of this engagement
As agreed by lessee and University
O. Telephone expenses
P. Lessee shall be responsible for any costs incurred by Parking Services
Rental charges apply to
- Off-campus groups being sponsored by a campus entity, including Conferences.
- Performances,
speakers, or activities of community or external groups or organizations
(even if partially sponsored by a University Department or recognized
student organization) whose audience is principally individuals external
to The University (e.g., activities for conference participants scheduled
by the Conference Department) or for which tickets are sold (e.g., a
non-UT ballet company, orchestra or theatre group). Use of the
facility for such purposes requires a contract in which the external group
agrees to pay both rent and service fees and to indemnify The University
for any liability arising out of use of the facility.
- Performances
and other activities organized by entities external to The University
(although they may be partially sponsored by a University entity) which
have the general public as their targeted audience and which would be
expected to carry insurance for their tour. Use of the facility for
such activities requires a contract in which the external group agrees to
pay both rent and service fees, to indemnify The University for any
liability arising out of use of the facility, and to add The University as
an additional insurance at a level of insurance specified by The
University.
Auditorium: $1,000 per day or any part of a day
Alumni 210: $350.00 per
day or any part of a day
Alumni 32: $200.00 per
day or any part of a day
Alumni 27: $150.00 per
day or any part of a day
At least seven (7) days before the
first performance of the event, groups reserving space must provide a full and
detailed outline of all services required. This outline must include a schedule
of payments for services and information necessary for successful coordination
of the event.
Can we sell concessions?
Yes. Please note that the University
reserves the right to control the sale of all concessions, including food, beverage,
parking, or any service connected with the
No free samples may be distributed
at
Licensee may be permitted to sell novelties, programs, records, or tapes provided The University is given written notice at least five (5) days prior to the event. Please include the name and telephone number of the Licensee’s concession representative.
Can
we sell tickets from the box office?
The box office is available for use
but the University will at all times control the box office, ticket personnel,
and ticket receipts for all commercial public events until settlement.
When
can we begin selling tickets to the public?
Tickets may be sold and public announcements
made concerning the event only after a valid contract has been entered into
between the Licensee and the artist and a valid technical sheet specifying
service requirements (see attached list of fees).
Can we provide food and
beverages?
There is to be no food and drink in any of the auditoria or
classrooms. Lobby refreshments during
concerts of performances (if any) must be limited to soft drinks, coffee, tea,
and water, and must be arranged for through ARAMARK, The University’s Dining
Services provider. There is to be no use
of tobacco (smoking, chewing, and snuff) in the facility, including in the
dressing rooms and warm-up rooms.
Groups, including regularly-scheduled classes and examinations, which
violate any of these provisions will be barred from future use of the facility
and will be given a low scheduling priority for alternate space. If a contract with an outside group requires
provision of certain foods within the facility for the performers, service must
be limited to the group warm-up room and coordinated through ARAMARK. No alcoholic beverages are permitted or substances
are permitted.
How
do we load-in and load-out of the facility?
All loading into and out of the facility must be from the
rear, through the freight elevator. No
equipment of any kind is to be brought in from
Can
we operate the room lighting ourselves?
No. Only building maintenance
personal may operate lighting in the
We
need to make a change to our light request. When is it too late to do so?
Lighting requests cannot be changed
in the 24 hour period before an event.