Student Event Guidelines

EVENT COMPONENT	DEPARTMENT & CONTACT	RESOURCES	NOTES
Academic Building & Classroom Access	Reach out to specific department or Registrar’s Office registrar@memphis.edu Space Planning & Utilization memphis.edu/space	Click HERE for VEMS Portal	Access to spaces other than UC or Rose must be requested via VEMS with all details being coordinated through the departmental contact for that space. If a space is not available in VEMS, please contact the department overseeing the space. If you are needing a key for a specific building, reach out to Physical Plant Lockshop.
Admission or Registration	CES Scheduling Office scheduling@memphis.edu Phone: 901.678.5000	CES Coordinators can assist. Click HERE for UC & Rose Theatre Users Guide	Additional fees apply for events charging admission. Must use TigerTix for ticketing. Use of platforms such as Eventbrite not permitted. No cash ticket sales.
Alcohol			NOT PERMITTED FOR REGISTERED STUDENT ORGANIZATION (RSO) EVENTS
Audio-Visual	CES for FIT/UC/Rose events conferences@memphis.edu Phone: 901.678.5000 ITS for Academic Buildings umtech@memphis.edu 901.678.8888	CES Coordinators can assist. Click HERE for UC & Rose Theatre Users Guide	AV needs must be communicated AT LEAST 2 WEEKS from event date to ensure proper staffing. For UC Ballroom, UC Theatre, and Rose Main Stage: A run of show must be provided to the AV techs before the event to ensure smooth event flow.
Catering	UM Dining (Chartwells) dining@memphis.edu Phone: 901.292.9674	Click HERE for Online Orders on Catertrax Click HERE for Food Exception Form	Chartwells is the sole caterer on campus unless an exception has been approved by their department. Form for food exception must be sent to their department for approval. Exceptions to this rule: $500 for RSOs: Anything you want to bring in is acceptable if it is under $500. Cannot be combined with Chartwells orders. Pizza Exception: Faculty, Staff, and RSOs are all allowed to bring in pizza, regardless of total cost, without receiving an exception from Chartwells. Food Trucks: ALL Requests MUST go through Chartwells.
Custodial, Landscaping, & other Facilities-Related Items	Physical Plant pp@memphis.edu Phone: 901.678.4888	Click HERE for the Work Order Submission Form	Considerations for your event & Physical Plant’s involvement: Large-scale events on the UC Lawn or Plaza requiring landscaping or custodial staff to be present. Access to spigots on UC Lawn (will need to request spigot key). Booking additional custodial staff members for larger events or weekend events. Requests for the fountain to be on/off during your event.
Dance Practice	CES Scheduling Office scheduling@memphis.edu Phone: 901.678.5000	Click HERE for UC & Rose Theatre Users Guide	All decorations must be approved by the Scheduling Office. Damages caused by unauthorized decorations will result in fees charged directly to the RSO. For more information, see page 22 in the UC Users' Guide.
Decorations	CES Scheduling Office scheduling@memphis.edu Phone: 901.678.5000	Click HERE for Decoration guidelines	All decorations must be approved by the Scheduling Office. Damages caused by unauthorized decorations will result in fees charged directly to the RSO. For more information, see page 22 in the UC Users' Guide.
DJs	External Vendors	Click HERE for UC & Rose Theatre Users Guide	All DJs must provide their own sound system regardless of the event location (inside or outside). CES can provide a table & chairs upon request. If your event is outside, please see the Outdoor Amplification Policy below.
Event Civility & Explicit Language	CES conferences@memphis.edu Phone: 901.678.5000	Click HERE for UofM SafeZone	In adherence to the university’s civility policy, all events must follow proper etiquette to ensure no public disturbances, harassment of individuals, or obscene language are being displayed. CES staff have the right to shut down events that do not follow the required guidelines.
Filming or Photography on Campus	Media Room media@memphis.edu Phone: 901.678.2843	Click HERE to view the Current Policies	All individuals must adhere to the current policies and procedures.
Furniture Rentals (Off-Campus)	Hicks Conventions Mahaffey Event & Tent Rentals White Door Events	Click HERE for Hicks Website Click HERE for Mahaffey Website Click HERE for White Door Website	We encourage you to utilize the furniture available to you at the UC and Rose Theatre. However, if we are unable to meet your specific furniture needs, you are welcome to use other vendors. Hicks, Mahaffey & White Door are companies we frequently work with and can attest to their quality of service. Whoever you choose to use, please alert the CES office that you will be bringing in outside furniture as we will not mix our furniture with other rental furniture.
Free Speech	Dean of Students deanofstudents@memphis.edu Phone: 901.678.2187	Free Speech Application	Must be requested AT LEAST 5 business days out.
Hosting Outside Organization Events On-Campus	CES conferences@memphis.edu Phone: 901.678.5000	Click HERE for UC & Rose Theatre Users Guide	If any external entity reaches out to you, please reach out to the CES Sales Team FIRST. If it is a true partnership, all details must be organized & paid for by the University Department (or RSO). If outside organization is handling event details and charges, then they need to work with CES Sales Team.
Inclement Weather	CES conferences@memphis.edu Phone: 901.678.5000	Click HERE for the Everbridge Community Alert webpage Click HERE for UC & Rose Theatre Users Guide	If the University closes due to inclement weather or other emergency conditions, all activities will be suspended, including events scheduled in the University Center and Rose Theatre. Event fees will not be charged under these circumstances. University closures will be communicated via the Everbridge system. For more information, see pages 22-23 in the UC Users' Guide.
Lactation Rooms	Dean of Students deanofstudents@memphis.edu Phone: 901.678.2187	Click HERE for a list of Lactation Rooms on Campus Click HERE for additional Lactation Support Resources	To access the UC Lactation room, please go to DOS office directly to get key FOB.
Merchandise	Bookstore UofMbookstore@memphis.edu Phone: 901.678.2011	Click HERE for the UofM Bookstore Homepage	Anyone looking to sell or have vendors sell merchandise on campus MUST receive approval from the University Bookstore.
Minors on Campus	Educational Initiatives minorsoncampus@memphis.edu	Click HERE for the Minors on Campus Policies	Any event bringing minors on campus must adhere to the current minors on campus policies and procedures.
Movie Rights	CES conferences@memphis.edu Phone: 901.678.5000	CES Coordinators can assist. Click HERE for UC & Rose Theatre Users Guide	The policy for movies shown in the UC is as follows: If the screening is open to the public, you must have the rights to the movie in your possession. If the screening is closed to the public (within a private group), then possession of the rights is not required.
Outdoor Amplification Policy	Dean of Students deanofstudents@memphis.edu Phone: 901.678.2187	Click HERE for the DOS Student Planner & Guide	Events in the outdoor spaces such as the Alumni Lawn or Student Activity Plaza must receive authorization from Dean of Students to have amplification on weekdays. The only exception is Friday afternoons from 12:30-1:30pm.
Oversized Vehicle Parking & Access	Parking Services parking@memphis.edu Phone: 901.678.2212 AND/OR Risk Management bcrm@memphis.edu Phone: 901.678.3800	Click HERE for Parking’s Website	Any large vendor vehicles (game trucks, blood drive buses, etc.) MUST be vetted by Risk Management and authorized for entry by Parking. Please work with parking and your CES point of contact to determine the best course of action for these situations. PLEASE NOTE: The area between the Rawlins Service Court and the UC is for delivery and emergency vehicles ONLY.
Parking	CES conferences@memphis.edu Phone: 901.678.5000	CES Coordinators can assist. Click HERE for UC & Rose Theatre Users Guide	Parking arrangements must be made AT LEAST 3 weeks prior to your event. Any event with more than 125 attendees must request the open garage. This is a flat rate of $500 for the day. If your event has fewer than 125 attendees, you can request single-use parking vouchers from parking for $4 each. If you would prefer to have attendees pay for their own parking, you can opt for the $7 special event parking (RSO only) for the Zach Curlin Garage. Be sure to tell your attendees this is CASH ONLY!
Rehearsals	CES conferences@memphis.edu Phone: 901.678.5000	CES Coordinators can assist. Click HERE for UC & Rose Theatre Users Guide	Larger productions in the Rose Theatre are allowed one rehearsal on the stage. Please coordinate this through your assigned CES contact.
Room Setups	CES conferences@memphis.edu Phone: 901.678.5000	CES Coordinators can assist. Click HERE for UC & Rose Theatre Users Guide	Final room setup needs must be communicated AT LEAST 2 WEEKS from event date. Last-minute changes to room setups may incur change fees.
Security	Police Services police@memphis.edu Emergency Phone: 901.678.HELP (4357) Non-Emergency Phone: 901.678.3848	Click HERE for Campus Safety Information CES Coordinators can assist. Click HERE for UC & Rose Theatre Users Guide	Considerations for hiring security: Number of attendees Topic/Focus of event Magnitude of event promotion Police Services MUST be scheduled for events with 300+ attendees. This must be done AT LEAST 3 weeks prior to your event. Events that typically don’t require security include simple meetings, lectures, and films. NO external security companies permitted without prior vetting and approval from Police Services!
Student Leadership & Involvement	Student Leadership & Involvement studentinvolvement@memphis.edu Phone: 901.678.8679	Click HERE for the SLI Website	If you have questions about your RSO or need event support, please reach out to SLI to learn about their resources.
Tiger Zone	Student Leadership & Involvement studentinvolvement@memphis.edu Phone: 901.678.8679	Click HERE for more information about Tiger Zone	All RSO events MUST be registered in TigerZone and authorized by your advisor! REMEMBER: REQUESTING EVENTS ON CAMPUS IS A TWO STEP PROCESS: Step 1: Enter event in Tiger Zone (if your event is a bake sale, be sure to title it as such in TZ) Step 2: Submit your event request in VEMS YOUR EVENT IS NOT BOOKED UNTIL BOTH OF THESE STEPS ARE COMPLETE!
University Calendar	Media Room media@memphis.edu Phone: 901.678.2843	Click HERE for Calendar Guidelines	There are guidelines to have your event featured on the University Calendar, not just for the UC/Rose calendar.
VEMS Troubleshooting	CES Scheduling Office scheduling@memphis.edu Phone: 901.678.5000	Click HERE for VEMS Portal Click HERE for a Guide to Using VEMS	If you are having issues with VEMS, please email a screenshot and description of the problem to scheduling@memphis.edu for assistance.