Policies & Procedures for Events on Campus

Pursuant to 91ΧΤΕΔ Policy 6.4 - Use of University Facilities by University and Non-University Individuals and Organizations, the University adopts the following Procedures for Events on Campus.

Educational Purpose / Mission of the University:

The Facilities of 91ΧΤΕΔ (the “University”) are private property and are to be used to carry out the mission of the University, creating, expanding, and imparting knowledge through teaching, research, and service.  Use of University Facilities will be permitted when consistent with the University’s mission and with the University’s status as a tax-exempt, non-profit educational institution.  Facilities use must conform to all applicable laws and regulations.  The University reserves the right to deny use of its Facilities to any individual or organization.

Polices & Procedures

All SMU students, faculty, staff and guests will need to comply with the University's polices & procedures as outlined below and in the SMU University Policy Manual.

  • Fees
    • No fees will be charged for any Internal Event if the attendees are SMU students, faculty or staff.  Only hard costs may be charged.
    • A Venue fee will not be charged for any SMU Funded External Event, only hard costs may be charged.
    • A Venue fee will be charged for External Events. The fee charged is determined by the management of the facility in which the Event is being held.  All costs associated with the Event such as: labor, set-up, technical rentals, etc. will be charged for these Events.
    • It is at the discretion of the management of the Venue to determine which category an Event falls under and to grant any exceptions to the procedures above.  If the Event Planner would like to appeal the Venue’s decision an appeal may be sent to the Senior Vice President of Business and Finance and Chief Financial Officer. The Venue’s school, department or division will not subsidize the cost of the Event.  A cancellation fee may apply as determined by the management of the Venue.
    • Fees related to any External Event that require the assistance of the Office of Facilities Planning and Management with regard to the areas of custodial and housekeeping support, maintenance technician support, general services support or any set-up required beyond the Venue staff, will be determined by the Office of Facilities Planning and Management. Visit /BusinessFinance/facilities for additional information.
    • Please select the Printable Version of Policies and Procedures button below for details, definitions and more information regarding fees.
  • Certificates of Insurance (COIs) - SMU requires evidence of insurance for all third-party vendors and contractors that want to operate in an event on campus. The third party is responsible for obtaining evidence of insurance (Certificate of Insurance) and presenting it to the Office of Risk Management (ORM) at least 3 days prior to the event taking place. The SMU employee or student organizer of the event will be the primary point of contact for ensuring this information is provided to ORM and should consult with ORM early in the event planning process to clarify any insurance related questions.