Reservation Requests
The information on this page is subject to change. Last updated 03/01/2024.
Each event for which a reservation is made is placed into one of the following rental categories, which in turn determines the types and amounts of fees charged.
Student Organization (SO)
SOs are student organizations which are recognized and approved by the Student Engagement and Leadership Center (SELC). All SOs must submit event requests to Mine Tracker for approval. SOs do not pay for the use of facilities or equipment, but are responsible for incidental fees such as damage, cleaning, late cancellation fees and opening/closing fees, and extended hours fee. Events which are open to the general public will be charged at the University Rate (See Rental Fees). Mine Tracker requests from SOs with outstanding fee balances will be denied. Damage to any facilities or equipment by members of an SO due to negligence or misuse will result in disciplinary action in addition to any financial liability.
Individual Student
Currently enrolled UTEP students may request space for academic activities such as thesis and dissertation projects, group study sessions, or research activities. Individual students may not host special events. This form is not for use by registered student organizations (see above). Requests must be received no later than two (2) weeks prior to the activity. All requests are subject to approval by the Office of Special Events. For individual requests, please email the Office of Special Events at sfm@utep.edu for approvals.
UTEP Department
Colleges, administrative departments, and professional organizations within the University may be required to pay for the use of certain facilities and equipment at the discretion of the Director of Special Facility Management. Additionally, University departments are fully liable for any incidental fees incurred. Events which are open to the general public will be charged at the University Rate (See Rental Fees). For detailed information about pricing for your organization, please submit a DEPARTMENT USE FORM
External Organizations
Outside organizations may be required to pay for the use of certain Special Use Facilities and equipment at the discretion of the Director of Special Facility Management. Additionally, external organizations are fully liable for any incidental fees incurred. Events which are open to the general public will be charged at the University Rate (See Rental Fees). For detailed information about pricing for your organization, please submit an EXTERNAL ORGANIZATION USE FORM.