Guidelines and Procedures

• General Procedures
  
  The student organization or university department reserving the room is responsible for the actions of all their guests.  The student organization or university department will be held responsible for any and all damages.

  Student organizations, university departments and non-university groups who leave the facilities in such a condition as to require additional cleaning by Union Services will be charged for time and materials for extra cleaning.  Out of courtesy please leave the room as you found it/them.

  Damage to any room/space and/or equipment by student organizations, university departments and/or non-university groups will be charged on a time and material basis for replacements or repair of the damage to the appropriate university property.

  Student organizations, university departments and non-university groups are expected to comply with University Policies (http://admin.utep.edu/Default.aspx?alias=admin.utep.edu/hoop) and Regents Rules and Regulations (http://www.utsystem.edu/bor/homepage.htm) of The University of Texas System.

  Smoking is not permitted at any time within the Union Building or the EPNGCC.

  The University of Texas at El Paso, the Union Building, Union Services and the EPNGCC are not responsible for items lost or stolen.

• Conference Workshop Materials
  
  If you will be distributing conference/workshop materials you may ship them ahead of time to our location.  We will gladly sign for your non-perishable/non-flammable material/boxes, acknowledge receipt of shipment and store them for you until the day of your event.  Shipment must be received no earlier than five working days prior to the scheduled event. We will not pay for any shipment of material/boxes.
  
  If you will be using this service we must receive 24-hour advance notice, number of boxes being shipped, name of person/event, and who the carrier will be. Union Services will not be responsible for any damage incurred to material prior to arrival.

  Materials cannot be received at the El Paso Natural Gas Conference Center; therefore, transporting stored materials for scheduled events to the El Paso Natural Gas Conference Center will be the responsibility of the organization holding the scheduled event.  We will gladly transport your material for a nominal fee.

  Please ship to the following address:

  The University of Texas at El Paso
  Union Building East, Room 307
  Attention:  Union Services Office
  500 W. University Ave.
  El Paso, TX  79968-0613

• Parking
  Request for reserving parking spaces in front of the Union Building or in surrounding parking lots must be arranged through the Office of Parking & Transportation.  Keep in mind that due to the limited number of parking spaces available for visitors, on campus parking for conferences, workshops or any other events held in the Union Building will be limited.

• Food and beverages
  The University has a contract with Sodexo Food Services to provide all food and beverages for all University events.  This includes the Union Building and the EPNGCC.  Contact the Catering Office at 915-747-7455, Union Building East, Room 210B for further information.
• Solicitation
  The University of Texas Board of Regents generally prohibits the solicitation of merchandise or products on university property.  If the presentation and exhibition of material is an integral part of the conference a company may exhibit and solicit materials in accordance with the following terms:  1) only instructional or educational publications, books, aids, or other materials may be exhibited during and after the conference, and 2) sales are limited to those educational items directly related to the purpose of the conference.  Orders generated from conference attendees can also be taken during and after the conference.  Prior approval should be obtained from the Office of the Vice President for Business Affairs.
• Fees
  Payment for use of facilities/equipment/services, etc. must be received within 30 days from date of invoice; otherwise a delinquent fee will be assessed and added to the outstanding balance.  If full payment is not received within 60 days of the original date of invoice, the bill will be submitted to the Office of the Vice President for Business Affairs for collection action.
• Audio/Visual Equipment
  Audio/Visual equipment and/or Technician requests must be made at least 24 hours in advance to ensure that the request can be accommodated however, certain requests might incur additional fees.  Cancellation of reserved audio/visual equipment and/or Technician must be given 24 hours in advance to Union Services to avoid a cancellation fee.

  If special requests for technical equipment not in the Union inventory can be met, a fee will be assessed.  Any group bringing in their equipment will be responsible for setting it up.  Union Services will not be responsible for operation, set-up, security, removal or storage of this equipment.

• Reservations
  Requests for meeting space, tables, tripods, placement of banners and posters or any other requests involving the Union Building or the EPNGCC must be initiated at the Union Services Office, Union Building East, room 307, by phone at 915-747-5177 or via e-mail unionscheduling@utep.edu.

  All reservations are tentative until approved by Union Services.  In order to ensure a successful event please submit the following information:  event name, target audience, type of event, contact information, date and time, set-up, audio visual needs and a completed/approved activity request form and/or account number when applicable.  Departments may also provide this information by filling out a Union Services Room Request Form that can be found on-line at www.utep.edu/union, click on Union Forms.
  
  Notice of cancellation of reservations must be given to the Union Services Office, in writing or e-mail, at least 24 hours in advance.  Failure to comply will result in a $25.00 cancellation fee.  This applies to everyone who makes a reservation.
  
  Event and meeting organizers are encouraged to schedule a walk thru with a Union Services representative to inspect the facilities at least three (3) days prior to their event to ask questions make additional request, drop off materials, etc.  A set-up fee or additional fees will be assessed if there are last minute changes to the existing set-up which can be incurred by any University department or registered student organization.
  The only person(s) authorized to make changes to the reservation is/are the contact(s) listed on the original reservation.  On the day of the event, if there is a different person in charge, the Union Services Office must be notified immediately.