Event Scheduling
Mission Essential Task
To support the educational mission of UHCL regarding space usage for campus programming as well as renting facilities to the outside community.
Introduction
UHCL's Scheduling Department supports all academic units in the development of the schedule of classes and assignment of classroom space. Classrooms will be assigned fairly and used appropriately to accommodate the university's instructional and scholastic needs. We are committed to working with the UHCL community by providing respectful, helpful, cooperative and courteous delivery of services.
The Scheduling Department strives to educate the community on how to plan successful events and is dedicated to creating an exceptional experience for each individual. With a welcoming environment, superior customer service and an efficient reservation process, we create a simplified method for planning and executing events on UHCL campus.
Scheduling Department Policies and Procedures
All facilities to include classrooms, conference rooms, common areas and grounds are managed by the FMC Scheduling Department (extension 2200). All requests for facilities reservations must be submitted through Ad Astra database. External guests must reach out to the Scheduling Department by email, scheduling@uhcl.edu or phone 281-283-2200 to reserve space. The requester (user) is responsible for all damages caused to any facility, its components and/or campus grounds. Please refer to Operating Procedures (PDF) for full procedures and policies with scheduling space on campus.
Custodial support is required during and after every special event. Special events include performances, seminars, luncheons, trade shows, weddings etc. All the facilities used must be cleaned upon completion of each event. Custodial support for special events must be requested in advance by submitting a facilities request form to the FMC Facilities Scheduling Office. Campus spaces managed by other auxiliary areas such as Campus Recreation and Wellness, Hunter Residence Hall, or Bayou Theater are scheduled directly through those departments.
Information and publicity posters for UHCL should be displayed on building bulletin boards only. The bulletin boards are located throughout each floor and by each classroom. Due to safety considerations and resulting damages to surfaces, notices will not be placed on glass panels, doors or walls.
The following actions are specifically prohibited:
- Using tacks, nails, staples or tape on building walls or doors.
- Placing placards and posters on sidewalks, benches, driveways, trash receptacles, fences or buildings.
- Using chalk or any other writing material on sidewalks, benches, driveways, trash receptacles, fences or buildings.
- Placing posters on shrubbery.
All items to be posted must be approved by the Office of Student Involvement and Leadership (extension 2560); the approval is good for 30 days. Student Involvement and Leadership will designate the appropriate bulletin boards to be used. It is the responsibility of the posting individual, organization and/or department to remove posters or notices. Custodial services may be used to remove materials, and all labor costs may be charged to the appropriate group.
- Ad Astra Instructions (PDF)
- Scheduling Policy and Procedures Including Rates (PDF)
- Facilities Use Policy (PDF)
Fee Structure (Starting Fall 2023)
The University of Houston-Clear Lake charges for the use of its facilities according to an established fee schedule. Fees are based on the type of facility being requested, duration of use, and operational overhead (e.g. personnel, services, etc.). Starting in Fall 2023, there will be charges for auxiliary departments and sponsored events by any campus departments. The requester will be notified of the charges and all balances will be due 30 days after invoice.
Returned Check Fee: All checks returned due to insufficient funds will be given a $20 fee.
A venue/space rental fee will not be charged for any UHCL internal or registered student organization events where the attendees are predominantly UHCL students, faculty or staff. However, any "fixed costs" associated with an event such as: labor, set-up, technical rentals, etc. may be charged for the event. The facility will not be held responsible for subsidizing the cost of the event in any way. A cancellation fee may apply as determined by the management of the facility.
Classroom Scheduling
The academic schedule receives priority over any internal and external event. To better accommodate the needs of our students and professors, we hold all classroom meeting requests until the week academic courses begin each semester. This policy allows us to quickly and efficiently respond to classroom change requests from professors. You are welcome to send your classroom meeting requests in early as they are filed in the order in which they are received.
Event Diagrams
All internal and external organizations reserving the university's facilities must submit a copy of their setup to the Office of Scheduling and Space Planning at least 5 working days prior to the scheduled event. Setups are not guaranteed to be completed if setup diagrams are not submitted in the appropriate time.
Special Accommodations
Any person needing an accommodation for a disability in order to participate should contact the UHCL ADA Coordinator at 281-283-2648 at least one week prior to the event to arrange for the accommodation.
Walks, Runs and 5Ks
Fun runs, 5Ks and half marathons are welcome to use the Student Parking Lot as a staging area. Walks, Runs and 5Ks are only held on Sunday mornings. While there is no fee for use of the lot, these events require UHCL Police Officers for the duration of the event. The number of police officers required is determined by the anticipated attendance. A meeting with the Scheduling Department and Police Department is mandatory before any walks, runs or 5Ks are approved. Some rules apply for using the parking lot such as no stakes in the ground (must use water barrels) and no spray painting. Additional rules and policies are discussed in the scheduled meeting.