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How to Make a Facility Reservation
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Welcome to the Huston-Tillotson University Facility Reservation pages of the Web site. We trust that you will find pertinent information about HT facilities and accommodations to help you make your reservation decision.
The sections below contain policies and procedures, diagrams of classroom and auditorium spaces, prices, and the necessary forms to secure the space you require. A link to downloadable forms is also available for your convenience. If after reading the information, you are interested in holding your next event on the HT campus, a $150 security deposit will be required in order to secure the date.
A review of the reservation steps is as follows:
1. Review the information here and download the reservation forms.
2. Contact Events Managements to determine if the required date is available.
3. Schedule a tour with Events Management after you have reviewed the reservation information and it has been determined that the date is available.
4. Fill out and return the necessary forms.
5. Mail the security deposit to receive confirmation of your reserved space.
6. Follow up with Events Management prior to your event.
7. Ensure that your liability coverage for your event has been forwarded to Events Management.
8. Mail the final payment one week prior to the event.
9. Hold your event.
10. Complete the post event survey.
Film Companies and Movie Location Scouts
The University supports the Central Texas movie and film industries and is pleased to accommodate requests to shoot scenes on campus. Please review the above steps if you are interested in HT space. Contact Events Management to schedule a time to review and take pictures of the space you are scouting.
Non-Profit Organizations
The University is pleased to support the programs and initiatives of non-profit organizations. However, the University’s relationship with auxiliary enterprises such as Sodexho catering and facilities does not permit the absorption of charges incurred by outside individuals or groups. Individuals or groups booking space on campus will be responsible for catering, janitorial service, technical support, and overtime charges associated with the event. If you seek a waiver of the deposit and/or facility fees only, you must submit a letter in writing 90 days prior to your event. Submit your letter and non-profit tax document to the Vice President for Administration and Finance, Attn: Facility Waiver, 900 Chicon Street, Austin, Texas 78702. All fees will be charged until Events Management receives notification of a fee waiver in writing from the Vice President for Administration and Finance.
Booking Space Through Faculty and Staff
Huston-Tillotson University faculty and staff are actively involved in the community and are approached to book rooms and spaces on campus for meetings and events. In many cases, classroom instruction is tied to a campus event or a reciprocal relationship exists between the faculty/staff and the organization seeking space on campus. In those cases, it is the faculty’s and/or staff’s responsibility to ensure that the required paperwork has been filed with Events Management. If you have scheduled an event on campus through an HT faculty or staff and the event is not on file with Events Management, you will not be permitted to hold your event on campus. You are asked to avoid this scenario by ensuring that your event has been scheduled properly.
Thank you for considering Huston-Tillotson University for your next event. We look forward to working with you.
For more information contact:
Ramonica R. Jones
Events Management
900 Chicon Street
Austin, TX 78702
512.505.3146
events@htu.edu
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Agard-Lovinggood Auditorium
and Smart Classroom
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King-Seabrook Chapel
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Dickey-Lawless Auditorium
and Smart Classroom
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Classroom
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Classroom
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Mary E. Branch Gymnasium
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Residence hall community
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Residence hall suite
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Residence hall suite
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Residence hall reservations subject to availability.
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Facilities/Grounds Policies and Procedures
Your request to reserve a facility (referenced as facility, room, space or grounds throughout) on the Huston-Tillotson University campus will be processed by Events Management.
A non-refundable deposit is required to guarantee a facility.
Facilities are rented on a first come, first served basis. Huston-Tillotson University reserves the right to cancel any event reservation without advance notice, and assumes no liability from such cancellation. To reserve a facility, view the information and download the forms here. After reviewing the information, contact Events Management at events@htu.edu or 512.505.3146, if you have additional questions.
Liability insurance is required for groups and individuals scheduling facilities. The certificate holder should read: Huston-Tillotson University, 900 Chicon Street, Austin, TX 78702. Huston-Tillotson University and its employees assume no liability from accidents, injuries, losses, thefts or claims hereto.
All catering must be secured through the campus caterer: Sodexho Food Services, Inc. Direct inquiries to foodservices@htu.edu or 512.505.3153. Food restrictions apply to King-Seabrook Chapel and other buildings; prior approval is necessary. No alcoholic beverages may be served at campus events. Sodexho Food Services, Inc. will bill separate charges, including rental charges.
HT Security must be provided for all social events held after hours. Contact Campus Safety at campussafety@htu.edu or 512.505.3010.
Janitorial services are secured at the rate of $75 per event and $25 per hour for additional clean up.
Technical support through HT’s Information Technology Department is available between 8:30 a.m. - 5:30 p.m., Monday – Friday, with a three day advanced notice. IT will assist with setting up and verifying audio and visual equipment. IT will not be responsible for securing additional equipment (i.e. PC/workstation, microphone, projector or screen). Contact IT at 512.505.3168 or send an e-mail to helpdesk@htu.edu. Audiovisual equipment may be rented at a per day rate. See fee sheet for itemized costs.
Ladders, tools, equipment are not available from Sodexho facilities and the University does not own the items for general use. Use of tables, chairs, etc. to hang, or post items is unsafe and not recommended. Huston-Tillotson University will not be liable for any injury caused by the use of personal equipment during a function at the University; neither shall the University be responsible for the loss of any personal equipment used during a function at the University.
The group or individual requesting the facility is responsible for leaving the facility, grounds and restrooms as they were found prior to the rental.
Hard sole (non athletic) shoes are not allowed on the Mary E. Branch Gymnasium floor. The University will provide a floor covering for use.
The piano and organ in King-Seabrook Chapel are part of the stage fixtures and may not be moved without written authorization. A $150.00 tuning charge per instrument will be charged when the instruments are moved.
Use of the University’s name for any event must be approved through the Public Relations Office at lyjackson@htu.edu or 512.505.3006 prior to publishing, printing or broadcasting the announcement. Huston-Tillotson University assumes no liability for the reprint/rework of items (published, printed or broadcasted) that incorrectly state the University’s name, mission, goals or objectives.
The following cancellation policies apply to all facilities/grounds reservations: 30 days prior to the event, a full refund of rental fees paid, minus security deposit; 14 days prior to the event, 50 percent of rental fees paid, minus security deposit; and five (5) days prior to the event, no refund will be granted.
If there is an event that one feels should not be charged, you may request a facility fee waiver only in writing by submitting a letter and a copy of your tax exempt status to Events Management. Your letter will be forwarded to University administration who will review the request.
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Securing a King-Seabrook Chapel Technician
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Procedures for Use of Lighting and Sound Equipment
Anyone using the Chapel for a program - external or internal - and who requires use of the lighting and sound equipment must contract a Lighting and Sound Technician. The technician is a student or staff who has been trained on the HT system and is the only person(s) authorized to operate the system.
1. The technician is contracted at the time the facility is contracted by the sponsoring event coordinator.
2. Once the technician is contracted, the Business Office will share that information with the University Chaplain.
3. For all internal users: all paper work regarding the chapel technician needs to be submitted at the time the facility is contracted; the chaplain will submit the necessary documentation to the Business Office for the requisition to be processed. Failure to submit paper work so that the technician can be paid by the end of an event will result in a late fee of $20.00 to be attached to the technician fee and the possibility of denial of future use of chapel technical equipment.
4. The chaplain or lead technician will contact and schedule the technician.
5. The chaplain or lead technician will call and give the name of the technician to Events Management who will then confirm with all parties involved.
6. Events Management is the only person who can confirm a technician.
7. The chaplain, upon receiving confirmation, will determine if the group involved needs to be contacted in an effort to meet their needs. If necessary, he will then put the technician in contact with the event sponsor.
8. The technician will secure the key to the system from the chaplain one day prior to the event. At that time an equipment check will be performed.
9. The technician will receive a copy of the contract. If a request is made beyond that contract, the technician is to make a note of the change or addition on the contract and the group will be charged accordingly. On the reverse side of the contract the technician is to note any equipment malfunctions or breakages.
10. The technician is to return the key to the chaplain after the event; prior to receiving payment, the chaplain or lead technician will check equipment with the technician to ensure that equipment is in proper working order and that no repairs are needed.
11. The technician will receive his/her check from the chaplain at the completion of the equipment check.
12. Those persons using the chapel for academic purposes do not need to request the services of a technician (academic purposes means that students will receive a grade for work in the chapel, i.e. recitals, speeches etc. All other uses require the contracting of a technician.
13. Those instructors using the equipment for academic purposes must go through the close-out procedure with the chaplain or lead technician following an event or activity.
Note:
1. Students/staff are hired to work the lights and sound only. They are not there as stage hands.
2. Records regarding events and technicians used will be kept for one academic year and are the responsibility of the chaplain.
3. If there is an event that one feels should not be charged, you may request a facility fee waiver only in writing by submitting a letter and a copy of your tax exempt status to Events Management. Your letter will be forwarded to University administration who will review the request.
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OFFICE OF RELIGIOUS LIFE/CAMPUS MINISTRY
CHAPEL USE GUIDELINES
FOR
KING-SEABROOK CHAPEL
HUSTON-TILLOTSON UNIVERSITY
900 CHICON STREET
AUSTIN, TEXAS 78702
A UNITED METHODIST CHURCH
AND
UNITED CHURCH OF CHRIST AFFILIATED INSTITUTION
King-Seabrook Chapel was built in 1974 primarily as a place of appropriate worship in the Christian tradition, appropriate celebrations from other faith traditions, and private mediation and prayer. Secondarily, appropriate fine arts and other educational events may be held from time to time. Organizational pageants may be held in the chapel as long as the coordinators keep in mind that they are in a place of worship and conduct is appropriate for the space. To this end, the following guidelines have been established.
[Appropriate defined: (when used as an adj.) suitable; fit; proper (Webster's New World Dictionary and Thesaurus)]
1. A Facilities Requisition form must be completed with Events Management prior.
2. Much of the beauty of King-Seabrook Chapel is in its simplicity. Minimum decorations are needed, even for elaborate events. NOTHING, no object of any kind may be taped in any way or hung from the varnished walls on the Chapel stage, neither may the piano or organ in the chapel be decorated in any way. All decoration plans must be approved by Events Management.
3. No food or beverage of any kind is allowed in the Chapel.
4. Receptions with food and beverage items are permitted in the foyer of the Chapel before and/or after performances or events.
5. The party reserving the Chapel is responsible for providing a set up diagram in order to ensure the Chapel up into desired program format. It is also the responsibility of the reserving party to clean up the chapel and foyer at the closing of an event or hire Sodexho janitorial services to complete the clean up. Failure to do so will result in charges assessed to the reserving party.
6. Parties reserving the Chapel that need to use the Chapel technical equipment, i.e., sound and lighting system, [other equipment as available] must contract a Chapel Technician and pay for the technician at the time the facility is reserved.
7. Campus organizations reserving the Chapel must pay the lighting and sound technician at the close of the event that same evening.
8. The cost for the Chapel Technician is $25.00 per hour with a two hour minimum (one hour is automatically charged for set up and break down).
9. The Music Department may serve as its own technician when there is a musical recital for a student or an event requiring a grade for a student. This also holds true for the Drama Department (performance for a grade). Only under these conditions may a department serve as its own technician. For all other situations, these departments are to contract a Chapel Technician for events and activities.
10. All Chapel equipment may be moved on the stage except the organ. Under no circumstances should the organ be moved. All other Chapel equipment is to be handled with care. There will be a fee charged for all damage done to Chapel equipment or walls due to piano and other equipment being thrown against the walls.
11. Should the piano or organ be needed for an event, arrangements must be made with the University organist at least one (1) week in advance. Contact Events Management to make arrangements to use the piano or organ.
12. The University Chaplain is notified of events and activities for the Chapel and seeks to provide guidance on appropriate events. (Inappropriate Activities/Events for Chapel would be step (Greek) shows, slave auctions, and some talent shows.
13. Institutional events and activities supersede any outside function or group desiring use of the chapel.
14. A party has two days (48 hours) to clear the chapel of any items from an event/activity.
After two days (48 hours) all items left on stage or in either of the wings will be thrown out and a charge of $75.00 will be assessed for cleaning services.
15. Should you determine that you do not want the task of cleaning after the event; facilities can be contracted for cleaning at a cost of $75.00.
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Reservation Form (Downloadable Form Below)
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Huston-Tillotson University
Campus Activity/Event Request Form
Campus Location Requested: ________________________________________________________
Event Sponsor: ____________________________________________________________________
Contact Person(s): __________________________________E-mail: _________________________
Address:__________________________________________________________________________
Phone: (Home) ______________(Office) ______________(Mobile) ___________________________
Type of Activity/ Event: ______________________________________________________________
Date of Activity/ Event: Time Needed: ____________________________________
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Campus Safety: (HT Security service must be provided for all events.)
Number of attendees:_____________________________________________________________________
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Food Service: (Sodexho Campus Services)
Catering Needed: ❒yes ❒no
Linens: ❒yes #____________ ❒no (Linen is provided through catering only.)
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Technology Services: (Services for HT personnel only and secured through HT)
Computer: ❒Yes ❒No (Requires checkout from Library)
Projector: ❒Yes ❒No (Requires checkout from Library)
Technician Scheduled: ____________________________________________________________________
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Media Services: (Services for HT personnel only and secured through HT)
No. Microphones: # 1 2 3 4 5 __Standing __On Podium
Piano ❒Yes ❒No (Only available in the King-Seabrook Chapel)
Other Equipment Needed: _______________________________________________________________________________
A/V Scheduled: _________________________________________________________________________
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Facilities:
Tables and number needed: ❒Round/10_____ ❒Round/8_____ ❒6 foot_____ ❒8 foot_____
Chairs: ❒Yes ❒No If yes, number needed: _________ Type chair requested: ❒Padded ❒Unpadded
Housekeeping: ❒Yes ❒No (For additional charge)
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Additional Services or Equipment Required:
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Description of Special Needs:
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Requestor Signature: _________________________________________Date: ____________________
Director of Campus Life & FYE Signature: Date: _______________
This is a request to reserve available resources and is not a binding agreement. Please submit your deposit with this request in order to secure your reservation. Please make checks payable to Huston-Tillotson University. To reserve a facility view the information and download the forms here before contacting Events Management at events@htu.edu or 512.505.3146. Final decisions will be made in writing. (Please note: All students must also have a signature from the Director of Campus Life.)
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Contract (Downloadable Form Below)
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Huston-Tillotson University
FACILITIES/GROUNDS RENTAL CONTRACT
Huston-Tillotson University, a non-profit corporation (lesser), provides this rental agreement between the University and __________________________________________________________________________________ (lessee).
Lessee will rent the following buildings/grounds: ____________________________________________________
_______________________________________________________________________________________
on ________________________________________________ during the hours of _______________
A security deposit of $__________ is required to hold reservation of event. Lessee agrees to pay the balance of $__________ (5) days prior to the start of event. Security deposits are non-refundable and applied toward the balance of the facility.
The following cancellation policy applies to all facilities/grounds reservations: 30 days prior to the event, a full refund of rental fees paid, minus security deposit; 14 days prior to the event, 50 percent of rental fees paid, minus security deposit; and 5 days prior to the event, no refund will be granted. Lessee will be charged for damages, missing property, or equipment.
Event: _______________________________Number expected: _____________________________
Catering requirements*: __________________Security service: ______________________________
Janitorial services: _____________________Rental company: ______________________________
Technical services: _____________________Liability insurance carrier: _______________________
*Sodexho Food Services, Inc., will bill separate charges, including necessary rental items, to the lessee, which is a separate entity of Huston-Tillotson University.
I have read the contract, fully understand, and agree to the written terms. I have attached a copy of the liability policy for this event.
_________________________________________________________________________________
Huston-Tillotson University Rep. Signature Date Lessee’s Signature Date
Address
____________________________________________
____________________________________________
Telephone Number Fax
____________________________________________
E-mail
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HUSTON-TILLOTSON UNIVERSITY
FEE SCHEDULE FOR COMMUNITY
MEETINGS, BANQUETS, RECEPTIONS AND DANCE FACILITIES
Name and Description of Facilities Seating Capacity Fees
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King-Seabrook Chapel
Theatre-type cushion seats, large stage, theatre lighting, grand piano, sound system
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392 Persons
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$150 Minimum (2 hrs)
$75 Hourly
$600 Daily (8 hrs)
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Agard-Lovinggood Lecture Hall
Theatre-type seating, small stage, 1 presentation PC, 3 microphones (incl. 1 lapel), full distance learning setup (able to connect to 4 other videoconference points), VCR, ELMO document viewer
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168 Persons
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$100 Minimum (2 hrs)
$50 Hourly
$400 Daily (8 hrs)
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Dickey-Lawless Science Auditorium
Theatre-type seating, 1 presentation PC, smart classroom with technical assistance
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159 Persons
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$80 Minimum (2 hrs)
$40 Hourly
$320 Daily (8 hrs)
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Davage-Durden Union Building
Oak parquet dance floor, two patios, separate dining room
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250 Persons (Dance Area)
200 Persons (Dining Area)
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$150 Minimum (2 hrs)
$75 Hourly
$600 Daily (8 hrs)
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Mary E. Branch Gymnasium/Auditorium
Regulation basketball and volleyball courts, folded auditorium seating chairs
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350 Persons (Gymnasium)
700 Persons (Auditorium)
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$150 Minimum (2 hrs)
$75 Hourly
$600 Daily (8 hrs)
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Conference Room
President’s Dining Room, limited videoconference setup, able to connect to 4 other videoconference points, input for laptop
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30 Persons
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$50 Minimum (2 hrs)
$25 Hourly
$200 Daily (8 hrs)
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Classrooms
Armchair seating, chalkboard
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30 Persons
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$35 Minimum (2 hrs)
$20 Hourly
$100 Daily
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Grounds/Fields
Athletic field & West lot
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1,000 Plus Persons
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$150 Minimum (2 hrs)
$75 Hourly
$600 Daily
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Resident Hall Room (subject to availability)
Community
Suite
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2 Persons per room
4 Persons per suite
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$20 Daily (double occupancy)
$40 Daily (full occupancy)
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Deposit per event (non-refundable) $150
THE FOLLOWING ADMINISTRATIVE FEES ARE TO BE PAID PRIOR TO THE EVENT ALONG WITH SECURITY DEPOSIT:
Janitorial services will be secured at the rate of $75.00 per event.
Technical services will be secured at the rate of $25.00 per hour.
Security services must be provided for all events at the rate of $25.00/officer/hour.
USE OF UNIVERSITY FACILITIES
Your request to reserve a facility on the Huston-Tillotson University campus will be processed by Events Management, depending upon the type of event. Facilities are rented on a first come, first served basis, based upon receipt of the security deposit and other necessary paperwork, as required. Requestors will receive a packet outlining the procedure for securing a facility.
Contact information: Events Management, events@htu.edu or 512.505.3146 - Monday through Friday 8:30 a.m. to 5:30 p.m.
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Facility Reservation Word and PDF Files
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