Guidelines

We strive to provide our guests with the best possible service along with innovative facilities that enhance the UTEP experience. In pursuit of this goal, we ask that you review these guidelines as part of your event planning process. By booking a reservation with the UTEP Office of Special Events, you accept responsibility for ensuring all event participants are made aware of these guidelines. These guidelines apply to all activities which take place in the Don Haskins Center, Sun Bowl Stadium, and Magoffin Auditorium.

Failure to abide by the following guidelines may result in the termination of room/space use privileges: 

1. No signs, posters, decorations, or other materials may be taped/tacked onto or hung from any wall, window, door, doorway, ceiling, furniture, or equipment belonging to the Office of Special Events.

2. Open flames (candles, tea lights, etc.) and the burning of any substance (such as incense) are strictly prohibited throughout our facilities.

3. Due to safety and liability concerns, furniture and equipment may not be moved, adjusted, or altered in any way without permission and/or assistance from Special Facility Management staff. Special Facility Management must be notified prior to the event’s start time if changes are required.

4. Doors may not be blocked or obstructed in any way. Windows may not be covered for the purpose of obscuring the view into a room.

5. Event spaces must be left in the same condition in which they are found to avoid cleanup fees and/or additional setup fees.

6. Event spaces must be vacated no later than the reservation end time. All guests must vacate buildings no later than the posted closing time to avoid an extended hours fee. Events which take place outside of or beyond posted operating hours require special arrangements with Special Facility Management and will incur additional fees.

7. Sodexo is the exclusive provider of all food and beverage catering at UTEP. Food and/or refreshments may not be purchased off-campus to be served at an event.

8. Events which are open to the general public, involve third-party sponsors or partners, or charge for admission will incur additional fees. RSO events in partnership with a University department will be charged at the department's rate.

9. Failure to keep a reservation will result in a 20% cancellation fee of the rental use amount unless Special Facility Management is notified via phone or email at least 24 hours prior to the reservation start time. Additional fees may apply to larger events or those which involve third parties.

10. Do not assume your reservation request has been approved until you receive a confirmation email and reservation summary from Special Facility Management.

11. Please do not hesitate to contact our office with any questions or concerns regarding these policies. Thank you for your cooperation!

No person or group of persons may post, exhibit, or carry any materials for the purposes of unauthorized solicitation or advertising. No person or group of persons may display materials that are obscene, libelous, or intended to incite or produce imminent lawless action and are likely to incite or produce such action.

University Departments and Registered Student Organizations (RSOs) who wish to promote a University-related event or activity may do so by submitting a graphic to be displayed on the monitors located throughout the venues and/or other campus locations.

Requests for A-frame placement at any of the Special Use Facilities must be received no later than two (2) weeks prior to the event or activity. Requests which are not received before this deadline will be denied.

• • Signs may only be displayed in the locations specifically approved by Special Facility Management and for the days and times listed on the reservation.

  • In-door locations, to include entrances into the facilities, must receive prior approval prior to placement. This includes day of event directional A-frames.

  • Signage, which is placed without a reservation, in an unapproved location, or outside of the approved time frame will be subject to removal by Special Facility Management staff.

  • Cancellation of A-frame space must be received by Special Facility Management no later than 24 hours prior to the reservation start time to avoid a cancellation fee.

  • Submit A-frame space request to sfm@utep.edu or at 915-747-5481. 

All signage is subject to approval by the Office of Special Events. Signs printed in a language other than English must include or be accompanied by an English translation. The Office of Special Events reserves the right to remove from display materials deemed to be in violation of the policies or UTEP’s Handbook of Operating Procedures.

Departments and organizations are responsible for removing all signage and materials at the end of the reservation period or no later than 24 hours after the event being advertised has ended; whichever is earlier. Signage which is left behind is subject to removal by Special Facility Management. Outdoor signage may be temporarily removed by Special Facility Management due to inclement weather or for special events which require maximum space.

The Office of Special Events is not responsible for missing or misplaced A-frames.