THE UNIVERSITY OF MEMPHIS OPERATING PROCEDURE
SUBJECT: Scheduling and Staging Events in Fieldhouse by Student
Organizations
PROCEDURE NO.: 2E:13:03A DATE: September 19, 1989
SUPERSEDES PROCEDURE NO.: 2E:12:06G DATED: September 8, 1988
The following procedures outlined below need to be adhered to when
scheduling the Fieldhouse facilities by student organizations:
1. SCHEDULING
A. Student organizations must contact scheduling personnel in
Health, Physical Education and Recreation Division, Room
155, phone 578-2811, in order to tentatively reserve space
in the Fieldhouse.
B. Secure Form A (Space/Speaker/Utilization Form) from the
Scheduling Desk in the University Center, room 208.
Complete Form A and submit to Associate Dean for Student
Life, room 443, University Center for approval. Once
approval is secured, take Form A to HPER Complex, room 155
for final confirmation of your event in the Fieldhouse.
Form A to be completed at least 15 working days in advance
of event and specify exact hours of usage including set up
time and clean up time.
2. SETTING UP FIELDHOUSE FACILITIES
A. Student organizations, in conjunction with Advisor, should
immediately initiate the following work orders and submit
to Physical Plant and Planning in care of Work Control
Desk, room 218. A follow up memo, outlining plans for event
to be submitted to Director of Physical Plant and Planning,
room 209.
a. Floor covering for basketball main court - memo should
state date of event, name of event, exact time when
organization can get into facility to begin putting
floor covering down and time when floor covering will be
removed. Student organizations must provide 6 to 8
students to assist in putting floor covering down
and remove it after event. Physical Plant will provide
one supervisor for directional purposes. One staff
advisor connected with student organization must also be
on hand to assist with floor covering. Physical Plant
will provide floor covering and tape. No access to floor
of main basketball court should be made until floor
covering is down.
b. removal of basketball standard - memo should be
directed to Fieldhouse Building Manager, room 243. It
should indicate the exact time that you want the two
basketball standards on the north and south ends of
the main basketball court to be moved, times, dates
when baskets can be replaced. (Coordinate times with
placement of floor covering and removal of baskets.)
c. Fire exit announcement needs to be read prior to each
performance.
d. Electrical power needs - if your program calls for
greater amperage than is now provided on the stage,
you need to write a memo to the Electrical Department
in Physical Plant and Planning giving exact amperage
or any special electrical needs for your program.
Currently there are 10 outlets on or surrounding the
stage with 3 prong 30 amp outputs, one 220 power
outlet on back wall of stage. If you are working from
a production sheet from a traveling production, please
get a copy to the electricians in order for them to
assess your needs.
e. Lighting and sound requirements - it is highly
suggested that if an outside performing group is to be
part of your program that this group come self-
contained with adequate lights and sound. The Field-
house stage is presently equipped with 5 ceiling
border lights and 4 foot light panels. Two lighting
trees with 8 lights on each tree controlled by a
dimmer board may be secured through Student Activities
Council, UC 405, along with 16 ceiling spots which are
mounted in the ceiling of the fieldhouse and can be
controlled from the same dimmer board. Two trouperette
spotlights can also be checked out through Student
Activities Council, coupled with runway lights for
edge of stage. A 16 channel sound board and speakers
are also permanently provided in the fieldhouse for
use by student organizations for their events. Nine
mikes and cords are provided along with two cordless
mikes. Check with Director's Office in room 105 of the
University Center for assistance. Any additional
lighting will have to be provided by organization or
outside lighting resource.
f. Keys - the following keys may be needed for particular
programs.
FACILITY LOCATION CONTACT PERSON ROOM/LOCATION
FH/Ticket Office West Concourse Fieldhouse Mgr. FH 243
Concession West Concourse Student Activities UC 405
Stand Room 214 Council
Mike/Amp Box Main Floor FH University Center UC 105
East Side Electrician, Physical PP&P
Plant & Planning
Entrance Door 4 Entrances Security Security
to FH Floor Office
Entrance to FH North & South Security Security
Office
House Lights 3 locations Security Security
Floor Level FH Manager Office
FH 243
Dressing Rooms As-arranged FH Manager GH 243
or auxiliary w/FH Manager Security
gym
Lights & Sound Scoreboard UC Director UC 105
Cent. Area
3. LOADING & UNLOADING OF EQUIPMENT ONTO FIELDHOUSE STAGE:
A. Ramps on either the northwest or southwest corners of the
Fieldhouse may be used as access to staging area. Light
trucks can be backed up these ramps to entrance doors.
B. No items or equipment or access to stage area should be
allowed before floor covering is placed on floor.
C. For heavy equipment items, a ramp needs to be provided to
get equipment from basketball floor to stage. (Largest
entrance opening for items to be moved to stage areas is
4'9" x 6'10".)
D. In the event heavy equipment (such as forklift) is needed
to move equipment, contact Physical Plant ahead of time to
ascertain where floor supports are located. Plywood
covering needed to protect floor when running heavy
equipment.
4. FIELDHOUSE CAPACITY AND SET UP OF BASKETBALL FLOOR:
A. Under present fire codes, a total of 3,200 seats may be
occupied for any one event. Approximately 800 inter-locking
chairs can be placed on the Fieldhouse basketball playing
area. These inter-locking chairs need to be acquired either
from an outside source or in cooperation with chairs
presently used in the University Center. (Need to inquire
at Scheduling Desk in University Center for reservation of
chairs.) University Center has portable staging which can
be used to add on to the existing stage. Also, rolling
stairs with handrails can be used to get from the
basketball floor to the stage.
5. CONCESSION AREA:
A. If your organization desires a concession area during your
program, please contact Student Activities Council, UC 405,
to obtain key to concession area in Fieldhouse, room 214.
Popcorn machine and supplies can also be reserved from this
same office. For coke tanks and dispenser, contact Food
Service in University Center, phone 678-2046.
6. SECURITY OF STUDENT EVENTS IN FIELDHOUSE:
A. Organizations are responsible for providing students at
check-in and check-out gate area.
B. The University of Memphis Security Department needs to be
contacted and they will provide one or two roving Security
personnel for events.
C. A memo needs to be written to Security prior to event
indicating when you need the building open and secured for
the evening and opening of any internal dressing rooms that
your program may require. The coordinating of the opening
and closing of the Fieldhouse should have been cleared in
advance with the Building Manager.
D. It is the responsibility of the student organization to
control non-use of alcoholic beverages and enforcement of
the no smoking policy for the stage and seating areas.
7. TICKET SALES:
A. Student organizations which are budgeted by University
funds must use the services of the University Ticket Office
for all sale of tickets, both in advance and at the door.
The Ticket Office, located in the University Center, room
117, will handle advance ticket sales and also provide box
office service during the evening of the event. (Ticket
Office must be contacted prior to event and there will be a
box office charge for the night of the performance.)
B. Student organizations not budgeted by University funds may
elect to either use the University Ticket Office or set up
their own box office during the evening of the event.
Arrangements with Fieldhouse Building Manager in order to
secure ticket outlet in Fieldhouse needs to be made in
advance. Rolling ticket counters are available.
8. SALE OF PRODUCTS BY OUTSIDE PROMOTERS:
A. Sale of any products by an outside promoter must be
approved prior to the event. Form A needs to indicate
what the products are, who will be selling them, the
price and whether a percentage will come back to the
student organization. Sale of any outside products must
be confined within the concourse or Fieldhouse floor.
9. CLEAN UP:
A. Student groups will be responsible for the clean up of the
Fieldhouse as follows:
1. If the Fieldhouse is needed prior to the normal clean up
schedule, students will be responsible for cleaning the
main gym and related areas (restrooms, concession areas,
concourse) that are used by student groups for their
activity. If this is not the case, the students will be
responsible for picking up cups, trash and cleaning
spillage, particularly on the floor, walkways, or other
areas where they might create a safety hazard.
Organizational advisors are responsible for monitoring
necessary clean up.
10. MISCELLANEOUS:
A. Professional piano movers and tuning to be the responsibility
of the student organization, coordinating outside movers and
tuners with dates and times of event.
B. Fieldhouse stage draperies to be controlled by sponsoring
organization and setting and removal of any additional flats,
background material is the sole responsibility of the sponsoring
organization.
C. Dressing room facilities for performing groups need to be co-
ordinated with Fieldhouse Manager.
D. Instruction and policy on use of exhaust fan needs to be
coordinated with Student Activities Council Advisor, UC
405.
E. Operating house lights and concourse concession lights needs to
be coordinated with Student Activities Council Advisor.
F. Control of individual heat radiators around top part of the
basketball floor needs to be coordinated in advance with
Fieldhouse Manager.
FORM A THE UNIVERSITY OF MEMPHIS
SBR FORM NO. APPLICATION FOR USE OF FACILITIES
UCPF-1
TYPE OR PRINT
ALL COPIES MUST BE LEGIBLE
If request is for a registered student organization, complete this form
and return it to the Associate Dean for Student Life in the University
Center. All others should submit this form to the Director of Public
Service, Administration Building, Room 360.
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APPLICANT CERTIFICATIONS
APPLICATION FOR REGISTRATION OF ON-CAMPUS ACTIVITY
Applicant acknowledges that the Institution has made a copy of the Tennessee
Board of Regents "Policy on Use of campus Property and Facilities" available
for review and understands that a copy of such policy will be provided upon
request and payment of reasonable copying charges. Applicant understands
that filing of this application shall constitute agreement by applicant to
the following conditions:
(1) The intended use of campus property and facilities by applicant does not
violate and actual use will not violate the provisions of the Tennessee
Board of Regents' "Policy on use of Campus Property and Facilities," or
any policies or regulations of the institution or any federal, state or
local law or regulation.
(2) Any use of campus property and facilities pursuant to this application
which is contrary to such policies, laws or regulations or which is in-
consistent with the activity as described in this application constitutes
ground for the institution to remove the activity from campus property.
(3) Applicant agrees to identify the institution and hold it harmless from
all liabilities arising out of applicant's use of institution property
and/or facilities, including but not limited to personal injury, property
damage, court costs or attorneys fees.
Institution approval is contingent upon the Applicant's satisfactory comple-
tion of all financial and/or insurance obligations as may be required by the
institution.
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PROGRAM OR ACTIVITY TITLE: __________________________________________________
SPONSORING GROUP(S): ________________________________________________________
PROGRAM COORDINATOR ASSIGNED? Yes_____ No_____ Name: ________________________
INDIVIDUAL TO BE
PRESENT & RESPONSIBLE:______________________ Phone: Home _______ Ofc. _______
Address _______________________ City _____________ State ________ Zip _______
PROGRAM PURPOSE (Indicate Name and Topic if a Speaker): _____________________
_____________________________________________________________________________
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CHECK ALL, APPLICABLE CLASSIFICATIONS: Assembly ___ Conference ___ Non-
Profit-Making Use ___ Profit-Making Use ___ Solicitation ___ Political ______
Religious ___ Other: ________________________________________________________
LITERATURE DISTRIBUTION? Yes___ No___ (If yes, attach copy)
CHECK ONE IF ACTIVITY OPEN TO: Faculty Staff or Students Only ___ General
Public ___ Other ___
IF ACTIVITY INVOLVES ANY OF THE FOLLOWING, THE APPROPRIATE OFFICIAL MUST
INITIAL TO SIGNIFY APPROVAL AND AVAILABILITY:
Food Service Required: Yes ___ No ___ Specify: _______________________
Housing Required: Yes ___ No ___ # Beds ___
Approval: Food Service _______ Housing _______ Security _______ Special
Parking _______
PLEASE INDICATE ROOM SET-UP, AUDIOVISUAL AND SPECIAL EQUIPMENT NEEDS FOR
ACTIVITY: ___________________________________________________________________
_____________________________________________________________________________
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AREA(S) REQUESTED:
Building Room # Date Time From/To
_____________ _____________ ______________ __________________________________
_____________ _____________ ______________ __________________________________
_____________ _____________ ______________ __________________________________
_____________ _____________ ______________ __________________________________
NUMBER OF PEOPLE EXPECTED_____ ADMISSION/REGISTRATION FEE?___ AMOUNT ________
ADDITIONAL INFORMATION REQUESTED: Complete Form B if using University Center
space. See The U of M Procedure 2A:04:03A.
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I acknowledge that I have read the applicant certifications as printed on
this form, and I will abide by these requirements. My signature below
attests to same.
________________________________ ________ ________________________________
Applicant Date Telephone No. and Address
________________________________ ________ ________________________________
Campus Sponsor Authorization Date Telephone No. and Address
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DO NOT WRITE IN THIS SPACE:
APPROVED ___ DISAPPROVED ___ DATE _________ Facility ______________________
REASON FOR DISAPPROVAL ____________________ Security ______________________
Director, Public Service __________________ Student _______________________
APPROVED ___ DISAPPROVED ___ DATE _________ Supervisor ____________________
REASON FOR DISAPPROVAL ____________________ Custodial _____________________
Student Educational Services ______________ Other _________________________
SPACE ASSIGNED ____________________________ TOTAL _________________________
BY ________________________________________
DATE ______________________________________
DISTRIBUTION: Public Service; Information Center; Building Manager; Space
Utilization; Confirmation Copy.
PS/6/87-1936
An Equal Opportunity/Affirmative Action University