University Center Scheduling & Reservations

1. All reservation requests are received and processed by UC Reservations in accordance with several university procedures and policies, including but not limited to:  
   1. Use of University Facilities 41.01.01.C0.01, Access to University Property for Soliciting Donations and for Sales and Rentals 21.99.09.C0.01; 
   2. Expressive Activity on Campus 08.99.99.C1; and  
   3. Facility Use Rental and Recovery of Charges 41.01.01.C0.04.   
   4. These policies and procedures may be found here
2. The UC staff reserves the right to deny space usage for any group/event that conflicts with the University’s mission, policies, or contractual obligations. 
3. Fees and charges are determined by the Director of the University Center in consultation with the SEAS Council and Facilities Use Committee, which are then approved by President’s Cabinet. 
4. Users that misrepresent an event or affiliation to avoid fees and charges will be charged appropriately and may have reservation privileges suspended.  These determinations are made by the Director of the University Center or Director’s designee. 
5. Client(s) using space are responsible for damages to the facilities or equipment as well as inadequate clean up and may be charged for repair, replacement, and/or cleaning.  
6. Exceptions to these procedures should be directed to the UC Assistant Director. The UC staff will review requests for exceptions and notify the requestor of the decision.  Requests for exceptions to fees and charges are routed for approval through appropriate hierarchy, up to the President of the University or designee. 

Priorities 

The University Center’s primary purpose is to serve as a venue for student-centered events and engagement since the building is primarily funded by students through the Student Center Complex Fee.  As such, reservations for each year become available in the following order for the next year (Aug 15-Aug 14): 

• Tier- Reservations OPEN*,   

  • Tier I- First week of April,   
  • Tier II- Second week of April,   
  • Tier III- Third week of April,   
  • Tier IV- Fourth week of April,   
  • Tier V- First week of May,   

Reservation requests for the summer (summer begins after May commencement and ends on August commencement) are accepted up to one year in advance, regardless of tier.  However, summer reservations are not confirmed until the Islander Launch (new student orientation) dates are confirmed.   

Tier I: Major campus events, including but not limited to: Homecoming, orientations (new student, new employee, or new faculty), new student recruitment events (i.e. Island Days), major Waves of Welcome events, First Year Islanders Convocation, Panhellenic Recruitment, Islander Lights, Big Event, commencement related ceremonies, career and graduate school fairs, Islanders Night Out, major awards ceremonies (i.e. SEAS & HR), and major presidential events. Reservations for these events will be scheduled up to five (5) years in advance. 

Tier II: Departmental student organizations, such as CAB, ICA, SGA, UCSO, SVC, UCP, Panhellenic Council, IFC, MGC, I-Team, LEADS, Honors Student Association, Student Alumni Association, and Island Ambassadors.  

Tier III: Student organizations that fall under an established governing organization/council, such as academic organizations, fraternities and sororities, general interest organizations, and sport clubs. 

Tier IV: University departments. 

Tier V: Non-University groups.  All non-university groups must submit requests through Event Services.  

Exception requests: If an event needs to be scheduled before the reservation time frame opens, the event coordinator may submit an Exception Request Form.  The form is available at events.tamucc.edu.  Submitting a request does not guarantee approval.    

Tier I Determination  

Tier I status is reserved for major, annual campus events that are generally open to all or a large percentage of the campus community.  They are significant events for the campus and require advanced access to reservations to ensure the event’s continued success.   

If you or your organization believes an event or program you are responsible for should be in a different tier, email event information to uc.scheduling@tamucc.edu and it will be reviewed by UC staff.  

Scheduling Steps 

The following steps only apply to recognized student organizations and university departments coordinating events defined as University or Academic Functions in procedure 41.01.01.C0.01 Use of University Facilities.   

1. Gather the following information about your event: date, time, expected attendance, set-up preference (lecture, classroom, open square, etc.) and equipment needs (computer/projector, podium, microphone, registration table, etc.).  Requests for specific rooms, spaces, or dates will be honored when possible.  However, the UC staff will assign each reservation to the most appropriate space available and reserves the right to change room reservations when necessary. 
   1. Events with expected attendance of more than 100 people are considered extraordinary and require a meeting with the UC staff to review planning and arrangements.  Space reservations will not be confirmed until event plans have been reviewed and all necessary arrangements are completed.  See full details on page 12. 
   2. Events that are open to the public or that expect non-university attendees require notification of the event details through submission of the Institutional Event Notification (IEN) form prior to the event to Event Services.  The student organization or department is responsible for submitting the form. 
2. Submit a reservation request.  Student organizations and university departments may submit a reservation request using one of the following methods: 
   1. Online at events.tamucc.edu; 
   2. Completing a reservation request form through the UC I-Engage portal. 
3. A tentative reservation email will be sent to the requestor after the request has been received and processed.  The event coordinator must review the details of the reservation.  The reservation information will include any estimated charges.   
   1. If changes are not needed, reply to the email to confirm the reservation is correct.  
   2. If changes are needed, reply to the email and explain the changes needed.  Once the reservation details are completed, reply to the email to confirm the reservation. 
   3. All reservations will remain tentative until the requestor confirms the reservation.  Reservations not confirmed at least 2 days prior to the event are subject to cancellation or relocation. 
4. If any additional changes are needed to the reservation, contact UC Reservations through one of the methods listed in step 2.  Changes should be submitted at least 2 business days in advance. The UC will do its best to meet the change request, but some may not be feasible with short notice.   
5. Cancellations need to be submitted via email or online (only if reservation was made online) 24 hours in advance.  Late cancellations or no-show violations will result in consequences outlined in the discipline matrix. 

Student Organization Information 

1. Routine events, such as meetings and information tables, should be reserved at least two (2) business days in advance and extraordinary events (i.e., induction ceremonies, special guest speakers) should be reserved at least five (5) business days in advance.  
2. Student organizations are not charged room rental fees for routine meetings or events that are free of charge to participants.   
3. Room rental fees are charged for events when the organization is charging admission or registration fees. 
4. Fundraisers that exclusively benefit the hosting recognized student organization or their philanthropy are not charged room rental fees.  
5. Student organizations may be charged labor fees for extraordinary set-ups that require additional staffing or operator fees for sound, lighting, or A/V equipment.  Payment can be made via check, cash, credit card or university account transfer (IDT).   
6. If non-university guests (excluding non-university organization advisors) will be present at an event, the student organization must submit the Institutional Event Notification (IEN) Form.  Examples include induction or award ceremonies where guests are invited or family/sibling/alumni events.  If a political office holder or candidate for political office is invited, please review the following sections of the University Handbook of Rules and Procedures: 
   1. 07.03.01.C1 Political Campaign Events on Property Under the Control of Texas A&M University-Corpus Christi.   
   2. 24.01.99.C0.01 Guest Speakers, Lecturers, and entertainers; and 
   3. 41.01.01.C0.01 Use of University Facilities  

University Department Information 

1. Routine events, such as regular meetings, should be scheduled at least five (5) business days in advance. Extraordinary or special events (ceremonies, special, or large events) must be reserved a minimum of fourteen (14) business days in advance, but several months in advance is strongly recommended. 
2. Departments are not charged room rental fees for events that are free of charge to participants.   
3. Room rental fees are charged for events when the department is charging any sort of fee to participants or vendors, such as admission or registration fees or vendor table fees. If vendors are allowed to sell items during a department sponsored event, there is a $25 fee per vendor.
4. Departments may be charged staffing fees for extraordinary set-ups that require additional staffing or operator fees such as sound, lighting, or A/V equipment.  Payment will be billed through a university account (IDT).  A complete list of rental fees is available from UC Scheduling.   
5. If any non-university guests will be present, the department must submit the Institutional Event Notification (IEN) Form. 

Non-University Groups 

Non-university functions are for the primary benefit of a non-university group or individual and their guests. Fundraising, sales, and solicitation activities that are conducted by university groups or individuals will also fall under this category if the proceeds are not exclusively benefiting a student group, recognized student organization, the university, or another state agency. 

1. Non-university groups must contact Event Services to reserve any university facility, including the University Center. Please go to https://eventservices.tamucc.edu/index.html to submit a Request for Proposal. The RFP should be submitted at least 60 (sixty) days prior to the event to allow enough time for planning and contract approval (i.e., written use agreement). 
2. Non-university groups and/or individual users are charged room rental, equipment, audio-visual, staffing, and extended hours building fees (as appropriate based on the reservation).  Charges will be assessed regardless of attendance, location, or admission/registration fees. Refer to the event contract for specific details on charges. 
3. Event Services will facilitate the reservation contract and any other services required, such as parking, custodial, security, catering, signage, etc. 
4. Event cancellations should be made as soon as possible.  Please refer to the event contract for the cancellation policy. 

Co-Sponsored Events

University departments and student organizations may co-sponsor events with non-university groups, resulting in rental rates and charges that fall under the student organization or university department category (as appropriate). 

Co-sponsored events must meet the following requirements:

1. The student organization or department initiates the co-sponsorship with the non-university group for the primary benefit of the student organization, department, or university. The event supports the mission and/or purpose of the student organization, department, or university. 
   1. The organization or department is strongly encouraged to outline expectations between the co-sponsoring entities, including responsibilities for event planning, marketing, set-up, hosting the event itself, clean-up, and financial responsibilities (cost sharing for UC fees, catering, etc.).
2. The student organization or department serves as the UC’s primary contact for planning the event. The non-university group may be involved in planning but will not be sent confirmations or event details from UC Scheduling.  Members or employees of the co-sponsoring student organization or university department must be present for the entire duration of the event.
3. The student organization or department will directly pay the UC for any reservation charges. Departments will pay from a university account (IDT or p-card) and student organizations can write a check from their bank account or transfer funds from a university account (if applicable).  The UC will not accept payment from the non-university group.  The student organization or department may collect payment from the non-university group for event charges.
4. The student organization or department assumes responsibility for any damages resulting from or actions taken during the event by the non-university group. The student organization or department may be disciplined for any violations of university rules, procedures, or the student code of conduct that result from the event, even if the non-university group is responsible for the violations. 

Decorations 

Decorations must be approved in advance as part of the event planning process to ensure fire/life safety codes are adhered to and the facilities are not damaged.  

Prohibited items/actions: 

• Taping or adhering anything to walls, windows, doors, or other building surfaces.   
• Open flames (candles, etc.).  Electric candles with no wax or wick are allowed. 
• Glitter or confetti of any kind. 
• Helium balloons 
• Smoke, haze or similar type machines 
• Any type of red drink.  

Any student organization or department who is found to have violated the above guidelines may be charged for all associated damages and/or clean-up costs and may be issued a written warning. The organization/department may also be placed on a six-month probationary period.  Should an organization violate this policy again within the probationary period, they may be assessed charges for all associated damages and/or clean-up and they may lose reservation privileges for another six months.   

Food Service Guidelines 

Food Services plays an essential role in the many events that take place on the TAMU-CC campus. Islander Catering is the exclusive provider for any event, meeting or activity held on TAMU-CC campus involving food or food service.  If Islander Catering cannot meet the foodservice needs, a food exemption is required.  The following information will guide you on how to provide food and beverages for the specific event, meeting, or activity that you are planning.  

BEVERAGE EXCLUSIVITY: The University has an exclusive contract with Coca-Cola. All beverages served or donated must be a Coca-Cola brand, including bottled water. When only serving beverages, an exemption is not necessary if it is Coca-Cola products.  An exemption is required if serving non-Coca-Cola branded beverages (See alcohol policy to serve alcoholic beverage.)    

SNACKS CLASSIFIED AS GIVEAWAYS or FUNDRAISERS 

University departments and recognized student organizations do not need to submit a food exemption request for a pre-defined snack when used for the following reasons: as a giveaway, a fundraiser, or a snack to encourage participation in exclusive meetings.      

Pre-Approved Snack Definition 

A pre-approved snack item is individually pre-packaged and sealed by an insured food manufacturer and have the caloric intake and ingredients listed on the package.  Examples of such items are candy, pre-packaged baked goods (packaged cookies, brownies, muffins, etc.), salty snacks (such as chips and crackers), and beverages (Coca-Cola products only).  A specific example of a pre-approved exempt snack would be a "Nature's Own" granola bar. 

Examples that would not meet the pre-approved snack definition would be individually frozen dinners such as lasagna or pizza from a pizza restaurant served by the slice.  Home-baked foods may not be distributed.  

When served as a giveaway or fundraiser snow cones, freshly popped popcorn does not require a food exemption.  A food handler's permit is required when serving hot food, like popcorn.  

Pre-approved snacks are only approved for specific purposes- giveaways or fundraisers.   

Giveaway Activity is defined as a situation in which pre-approved snack items are handed out as an incentive to attract people to a display table or receive information about an upcoming event.  Pre-approved snacks may also be used at a recognized student organization meeting to encourage participation.  Giveaways for an event or meeting with more than with more than 20 people require an exemption approval.  

Fundraiser Function is defined as a situation in which a recognized student organization is using the sale of pre-approved snack items for fundraising opportunities.  The fundraiser must be approved by either Student Activities or Recreational Sports, following the process outlined in the Recognized Student Organization or Sports Club handbook.   

CATERING EXEMPTION REQUESTS: For catered events/meetings/activities in which there is a request to use an external vendor or serve food not prepared by Islander Catering, an exemption is required.  The exemption request form must be submitted 5 weekdays prior to the event. The following provides the information necessary to complete and submit the exemption request. Please, do not assume that providing all the documentation for an exemption request will result in automatic approval.   

Checklist for Food Service Exemption Request 

1. The food exemption form must be completed and submitted to University Services a minimum of five weekdays prior to the date of the event. 
2. A formal proposal/quote from the Islander Catering Director or a formal decline from the Islander Catering Director stating they cannot provide the catering service or the food of choice requested is required.   
3. A proposal/quote from the external vendor detailing all costs associated with the food/event is required, including all fees such as delivery or service fees. 
4. Both proposals/quotes must contain complete details of the quantity and pricing of all food and beverage being served. 
5. All beverages, including bottled water, must be a Coca-Cola brand product. 
6. A valid reason for not selecting Islander Catering must be provided.  
7. The external vendor's contact information, including name, address, phone number, and email address, if available, must be provided. 
8. The external vendor may be asked to provide a Certificate of Insurance or business license.  If possible, ask for either document with your quote.   
9. If the vendor is not serving the hot food or food requiring refrigeration, the individuals serving the food must have a food handler's certificate. The food handler's certificate must be included with the exemption request.  
10. Outside entities will not be allowed to cook or prepare food on campus, regardless of the funding source.   
11. Exemptions will not be approved post-event.  If using a university PCARD to purchase food services for activities, meetings, or events that are not through Islander Catering, a prior exemption request approval is required. 

FOOD OR SNACK DONATIONS: Occasionally, food is donated by a sponsor, alumni, or restaurant for a particular event/meeting or activity. If the donation consists of a pre-approved snack (definition listed above), an exemption is not required.   

If it consists of other food or food service, before the donation may be accepted, a food exemption must be requested and approved.  The exemption must be requested at least 5 weekdays prior to the event.  A letter from each donating business (on business letterhead) explaining the purpose of the donation and describing the donated food is required. Contract information from the donor must be included.  If the donor is not a restaurant or food manufacturer, the letter must detail where the food is prepared and obtained.  All food and beverage items must be obtained from an insured food manufacturer or restaurant. A certificate of insurance or business licenses may be required for exemption approval.  If a department or student organization serves the food donation, a food handler's permit is required.   

We strongly encourage everyone to use the University's catering partner for all foodservice needs. The exclusive agreement has scholarships and other donations tied to the contract, and without these types of partnerships, those benefits do not exist.  

The University's foodservice partner has exclusive rights to provide food services and catering to the entire campus.  

Regardless of the size of the event, the Islander Catering team looks forward to the opportunity to serve the campus. Offering different catering styles, the Islander Catering team can customize menu options to fit the size and theme of any event. Islander Catering will work with you during the planning process to offer various "off the menu" selections to ensure your event is successful.

Contact Islander Catering at   

For any questions regarding food service exemption, please contact  

Alcohol Policy 

Events at which alcohol will be served must conform to university rule Drug and Alcohol Abuse and Rehabilitation Programs 34.02.01.C1, section 3, Standards Concerning the Use of Alcohol On Campus.  

1. Alcohol service must be provided by the university’s food service provider, who obtains the necessary permit(s) and/or license(s). 
2. The department or student organization must submit a Request to Serve Alcohol Beverages on Campus form at least 14 (fourteen) business days prior to the event and the form must be completely approved before alcohol may be served. 
3. University police officers must be present for functions where alcohol is served.  UPD will determine the number of required officers on a case-by-case basis.  The event sponsor is responsible for paying staffing charges for the officers.    
4. Alcoholic beverages are not allowed in or around the building except as part of an officially approved event in adherence to university policies. Alcoholic beverages are not allowed in public areas of the building. Violators will be subject to disciplinary action. 

Movies & Documentaries 

Federal copyright laws require that a public performance permit be obtained anytime a movie or documentary is being shown outside the home, even if it is being shown for free.  Swank Motion Pictures, Inc. provides copyright licenses for a majority of movies and documentaries.  They have a thorough question & answer section that further explains copyright laws.  Criterion Pictures is another company that can help secure copyright licenses for some movies, and they have a similar informational section on their website.  

When a person buys a DVD or digital movie, they are only permitted to show the movie in their home.  Any sort of public performance, outside of the home, including the University Center, requires permission by the copyright owner.  This rule also applies to documentaries.  Some documentary copyright owners will grant permission for no cost and others will not.  Often, the documentary or producer’s website will provide information about obtaining permission or copyright for public showings.  There is a very narrow exception for educational use that is explained in the links above.  If an organization or department receives written permission directly from the producer or other source, please forward that email to uc.scheduling@tamucc.edu for verification.     

The same rules apply to movies on streaming services such as Netflix and Hulu.  Access to those shows is for personal (in-home) and not public use.  Review the platform’s Terms of Service (TOS) for current information.   

The Mary & Jeff Bell Library has an agreement with a service called Kanopy that offers many movies and documentaries.  The free service is available to all TAMU-CC students and employees, so shows on this service can be shown at events for the campus community without obtaining a separate license.

Audio Visual and Media Equipment 

1. All audio visual (A/V), sound, and lighting equipment requests should be made at the time the reservation is submitted.  Any changes should be submitted at least five (5) business days in advance.  Requests will be honored if equipment is available. 
   1. Most equipment may only be used inside the UC.  Some equipment is approved for outdoor usage, such as a portable sound system and/or speakers.  The requestor is responsible for properly handling the equipment, including returning the equipment to the Information Desk if it begins to rain.  Damage to equipment, neglect, or improper handling will result in the requesting organization being charged for the cost of repairs and/or replacement of the equipment. 
2. Audio/Visual equipment rental fees are available from UC Scheduling.  
3. Wi-Fi: All of the laptops available for use in the UC are connected to campus Wi-Fi**. If you or your guests will need access to campus internet on personal devices, please contact Information Technology at (361) 825-2692 for assistance at least 5 business days in advance of your event. **Users must use TAMU-CC credentials to access laptops, computers, and Wi-Fi. Temporary credentials are available for non-TAMU-CC guests through IT with advance notice. 

Overtime Events 

Requests to host an event outside of operating hours must be submitted at least 14 (fourteen) business days in advance of the anticipated event.  UC staff reserves the right to deny extended hours requests based on the number of requests for any given day, time, and/or staff availability.  UC staff will determine appropriate staffing levels and charges for the additional hours, which will be provided to requestor prior to the event.    

An organization who stays past closing time without prior approval will be subject to sanctions as outlined in the discipline matrix which may include payment for staffing extra hours.  

Extraordinary Events 

1. The UC is intended for use by all campus groups for a wide variety of activities.  An event where more than one hundred (100) people are expected to attend is considered an extraordinary event. To preserve the facilities and to ensure the safety of participants, the following policies apply to all extraordinary events: 
   1. Events, which are likely, based on historical precedent and experience, to attract crowds near to, or in excess of, the established room/space capacities may require university police or security officers to be hired at the host's expense for security and crowd control.  The number of officers and cost will be determined by the University Police Department.  
   2. A representative of the host group responsible for the event must meet with the UC staff Coordinator to complete the event planning process.  This meeting should take place at least two weeks before the event.   
   3. Failure to adhere to these policies (those of the University Center, Texas A&M University-Corpus Christi, and all applicable state and federal laws) can subject the host organization to restriction of space usage privileges for the remainder of the academic year or until otherwise noted. 
2. The primary function of the UC Rotunda is to serve as a dining area. Several retail and service departments share operating space in this area, so every effort is made to keep the area accessible during regular building hours.  Therefore, the UC Rotunda is considered a “last-resort” location for special events and is not available for private functions without special permission from the Director or designee of the University Center. The requestor must pay staffing costs to remove and replace the furniture in the UC Rotunda.   

Outdoor Events 

UC Scheduling schedules the following outdoor spaces: East Lawn, Bay Hall Lawn, Center for Instruction (CI) Courtyard, Center for Science Loading Dock, Curlew Plaza (near Dining Hall/Pool), Garcia Plaza, Glasscock West Lawn, Island Hall Lawn, Lee Plaza Fountain Area, North Terrace, O’Connor Courtyard, O’Connor West Lawn, Performing Arts Center (PAC) Plaza, Sam’s Place Palapa, Sea Breeze Patio, Anchor Plaza, University Services Center (USC) Lawn, and West Canopy.   

The services/equipment listed below may be added to outdoor reservations. Please request them through the UC scheduling team at least 3 business days in advance. Large events requiring more equipment and/or services should submit the request at least 14 days in advance of the event 

• Electricity needs – most outside areas have some sort of access to electricity, but not all.  Inform UC Scheduling of any electricity needs when making the reservation. 
• Tables, chairs & trash cans – UC Scheduling can request these through Facility Services at no charge. 
• Sound equipment – Inform UC Scheduling of sound needs.  The UC has limited outdoor sound equipment.  Event host may need to rent outdoor sound equipment from an outside vendor. 
• Stage – the UC does have an outdoor stage and it must be requested at the time of reservation.  The set-up charge for the stage will be included in the reservation confirmation. 

Outdoor Sound Amplification  

Amplified sound is monitored and restricted to reduce interference and/or disruption to classes and other academic activities.  The use of any type of amplified sound system by student organizations, university departments, or other event/activity sponsors must be approved in advance through UC Scheduling. Approval will be granted if amplification will not disturb or disrupt class, reading days, finals, other testing periods, and other previously scheduled events.

Restricted outdoor locations:

Amplified sound may only be used in these areas from 11:00am-1:30pm and after 5:00pm Monday-Friday, and weekends on a case-by-case basis.  Speakers and/or sound amplification devices must be more than 50 feet from, and directed away from, any classroom building, residence hall, library, or other locations in use.

• Garcia Plaza
• Lee Plaza

No Sound Allowed

• Breezeway/Spine in front of Center for Sciences, Bell Library, and Corpus Christi Hall

General outdoor sound regulations 

• Amplified sound will not exceed 80 decibels within 50 feet of the speakers when sound is used outside.  When inside an adjacent building, the sound level traveling inside the building should not exceed 70 decibels. Sound level guidelines may be relaxed when classes are not in session at the discretion of the UC staff. 
• If noise complaints are received, the UC staff will work with the event sponsor to lower the sound level (even if below the above stated guidelines) but may, if necessary, turn off the sound equipment.  
• Reservations for amplification will be on a first come, first serve basis. No more than one group will be allowed amplified sound in each area.  
• Questions regarding the boundaries of a location or exception requests will be directed to the UC Director or designee to make the final determination.  

Failure to abide by these guidelines may result in disciplinary measures and/or sanctions to the organizations including, but not limited to, cancellation of the event in progress, cancellation of other reservations, and/or loss of scheduling privileges.  

Tables for information distribution, sales and solicitation on campus are only allowed in and around the UC and Library Breezeway. All tabling activities must be scheduled through UC Scheduling, following the standard reservation process.  Each reserved location will be provided with one (1) six-foot table and two chairs.  Use of audio-visual equipment must be requested in advance and approved by the Events Coordinator as part of the reservation request. Any sound amplification must follow the Outdoor Event Sound Amplification Guidelines described above.  

Information Tables 

1. As per University signage guidelines, distribution of fliers, postcards or other advertisements, literature, petition drives, surveys, and similar activities by university departments and student organizations on-campus may only be conducted from a reserved information table location.   Distribution at any other location may be considered solicitation. 
2. Recognized student organizations and university departments may reserve information tables without charge. Table space may be reserved for two (2) five (5) consecutive day periods per semester.  Back-to-back periods or one (1) day per week for an entire semester from any one client will not be accepted.  
3. Failure to cancel an information table twice in a semester, prior to the reservation date, will be subject to sanctions as outlined in the discipline matrix.
4. Non-university affiliated users must either be hosted by a registered student organization or university department.  An information table may not be used for any type of sales or solicitation, only information distribution.  See below for sales and solicitation tables.   
5. Tables may not be moved from their assigned location. 
6. Sound amplification is not allowed at information tables along the Center for Sciences/Library/Corpus Christi Hall Breezeway.  This includes sound from a laptop/tablet or portable speaker of any size. 

Sales and Solicitation Tables

Student organizations and departments may fundraise* at the information table locations on-campus.  Student organizations must submit a fundraising form and receive permission from Student Activities or Recreational Sports prior to fundraising (https://tamucc.campuslabs.com/engage/).  Departments will follow university procedures for selling and collecting funds.  Sales and solicitation on-campus must follow university procedure 21.99.09.C0.01 Access to University Property for Soliciting Donations and for Sales and Rentals and must not conflict with existing third-party vendor contracts lawfully granting exclusive rights, such as but not limited to, student housing, bookstore, dining services, and vending.

Types of Fundraisers

1. The student organization or department is selling their own items (t-shirts, tickets, pottery, etc.). The student organization or department’s members are selling and collecting payment.

2. The student organization or university department contacts an external vendor (such as Hurricane Alley or Kendra Scott) to sell the company’s items and the student organization or department will receive a portion of the profits from those sales, which is called profit sharing. The vendor’s employees are selling and collecting payment. If there is no profit sharing with a student organization or department, then it is considered an outside sales table and a reservation must be made through Event Services.
   1. Student organizations should obtain a written agreement that lists the requirements/expectations of them and the vendor, as well as the profit share amount or percentage. Standard profit share agreements are usually between 15%-25% of actual sales.  A minimum daily dollar amount should also be considered. 
   2. University departments engaging in this type of fundraiser must enter into a written agreement with the vendor and have it approved by Contracts Administration. The contracting process can take up to 4-6 weeks during peak times, so plan adequately.
   3. Profit shares cannot be hosted with bars, taverns, or any other business that makes over 50% of their revenue from alcohol sales.

1. Some university events include vendor sales tables as part of the event, such as Islander Lights, University Author’s Day, and some conferences.  These vendor tables must be pre-approved by the UC.  A charge of $25 per day, per table will be assessed to and payable by the sponsoring department or student organization.  Although vendor sales table rental terms must be negotiated by the parties involved, it is recommended a commission not be less than 15% or $50.00 per day, whichever is greater, is paid to the sponsor to ensure table rental cost is covered. 
   1. Please note that the UC will not accept payment from individual vendors, only the sponsoring student organization or department.

Guidelines 

1. Failure to cancel a sales table reservation prior to the reservation date may result in a charge of $25.00 to the host organization or department.

2. There is no table rental fee since the funds will directly benefit the student organization, the organization’s philanthropy, or the university department.
3. Student organizations and departments will be permitted one sales period per semester, which is up to five consecutive days of sales, although a host may choose to sell for fewer days.

1. If a vendor is selling items for the student organization, it is recommended that the vendor have an insurance policy that covers their sales activities.
2.  Texas A&M University-Corpus Christi assumes no liability for the quality of the goods or services sold at sales tables on its premises. The presence of a commercial vendor on the property of Texas A&M University-Corpus Christi does not constitute an endorsement of the vendor or its products by the University.

*Fundraisers may also be held in a reserved room in the UC, following these same guidelines.

Banners (UC and Bell Library Breezeway) 

Space for departments and student organizations to hang banners in the University Center and Bell Library Breezeway must be reserved through UC Scheduling.  Reservations for all space are made on a first come, first-serve basis. 

1. The UC Rotunda banisters allocated for hanging banners will accommodate 8' x 3' banners. Banners that are larger than these dimensions must receive approval by UC Scheduling. 
2. Banner requests must be made at least one business day prior to the desired start date of the requested reservation.  
3. Campus Activities Board, Islander Cultural Alliance, Student Government Association, University Center & Student Activities, and Islander Athletics each are assigned one permanent space for banners because of their campus-wide programming responsibilities. 
4. Banner spaces may be reserved for seven (7) consecutive days. A banner reservation may be extended through UC Scheduling, space permitting.  
5. Two banner spaces in the UC are reserved for monthly reservations. These spaces may only be used once per semester per organization or department.  The organization or department can change banners during the month of their reservation once.  Remember, since a banner is permitted to be up to 8 feet long, an organization could conceivably advertise more than one function/event on a single banner. 
6. The name of department or student group hosting the event must be on the banner. In the event of a cooperative arrangement between a university organization and an outside organization, both names should appear on the banner. The university organization's name should be the larger of the two. Banners must relate specifically to a TAMU-CC institutional activity or hosted event.   
7. Only one banner may be reserved at each location at any one given time by an organization/department. 
8. Banners hung in the UC must be delivered to the UC Information Desk no later than the end of the business day prior to the reservation.  
9. UC staff will hang and remove all banners inside the UC.  Outdoor banners must be hung and removed by the student organization or department who made the reservation.   
10. Banners will be removed by 5 p.m. on the last day of the scheduled reservation. Banners will be discarded if not picked up from the UC Information Desk no later than closing time on the day after the scheduled reservation ends. If the organization wants to keep their banner, arrangements should be stated when the reservation is made.  
11. Banners cannot promote, advertise, or otherwise advocate illegal activity or violate any UC, Texas A&M University-Corpus Christi, state, or federal laws and/or policies. This includes alcohol, tobacco, firearms, and/or other commercial endorsements of similar products. 
12. The UC accepts no responsibility for damage to or theft of banners.  
13. The UC reserves the right to modify or suspend these guidelines at any time, for any reason, especially during times of special University-wide events/programs (i.e., Island Day, Homecoming, Student Government elections, etc.). 

Stake/Lawn Signs  

Stake/Lawn signs must relate specifically to a TAMU-CC institutional activity or hosted event. Determination of allowing stake/lawn signs for same event to be installed at multiple locations will be allowed if space permits. Space for departments or organizations to place stake/lawn signs in the designated areas may be scheduled through UC Scheduling. Reservations for all spaces are made on a first come, first-serve basis. 

1. Stake/Lawn sign space may be reserved for seven consecutive days. Stake/Lawn sign space may be extended through the Scheduling Office (space permitting).  
2. Stake/Lawn signs must be placed in the proper locations (see temporary signage guidelines).  
3. The name of the department or student group hosting the event must be on the sign. 
4. Stake/Lawn signs should be metal frames meeting university specifications and may not be placed more than 12” into the ground. 
5. Stake/Lawn signs need to be removed by 5pm on the last day of the scheduled reservation and may be discarded if not removed on time. Facilities Services may charge a $25 removal fee to the reservation holder.  
6. Stake/Lawn signs cannot promote, advertise, or otherwise advocate illegal activity or violate any UC, Texas A&M University-Corpus Christi, state, or federal laws and/or policies. This includes alcohol, tobacco, firearms, and/or other commercial endorsements of similar product.  
7. The UC is not responsible for missing or damaged stake/lawn signs.  
8. The UC reserves the right to modify or suspend these guidelines at any time, for any reason, especially during times of special University-wide events/programs (i.e., Island Day, Homecoming, Student Government elections, etc.) 

Campus Wide Monitor System 

The Information Monitor System was created to better disseminate information to the Texas A&M-Corpus Christi community.  Students, faculty, and staff are eligible to post information concerning upcoming events on the monitor system.  To post an announcement on the monitor, students, faculty, and staff must meet the listed criteria and complete the proper form through UC Scheduling. 

• Only university-related advertisements are permitted.  Examples include student events, meeting announcements, class registration deadlines, financial aid information, important university deadlines and other university dates, etc.  Commercial advertisements from off-campus businesses are not accepted. 
• Announcements must be submitted electronically as a PowerPoint slide to uc.scheduling@tamucc.edu before Wednesday at Noon each week. All slides need to be 16” x 9” in dimension. 
• Announcements may be posted for up to a full semester. 
• In the event of an excessive amount of monitor announcements, requests will be honored on a first come-first serve basis. 

UC Bulletin Board Regulations 

There is one general bulletin board in the UC and it is located on the first floor near the elevator.  Materials will be posted in accordance with existing University posting guidelines as well as the following requirements specific to the UC: 

• All postings must have a date, location, time, and name of host group. 
• Use thumbtacks, not staples or tape, when posting. 
• Do not cover other fliers/posters. 
• No signage postings allowed on the outside of the building. 
• No postings will be allowed to be placed on any trashcans, windows, doors, tables, bathrooms stalls, walls, painted surfaces, glass, brick or vinyl walls anywhere on the interior or exterior walls of the UC or its surrounding environments. 
• Only one (1) flier/poster per event/information and postings are limited to no larger than 11" x 17" nor smaller than 3”x 5”.  Materials must be delivered to the UC Information Desk for stamp dating. The stamp dating indicates when the material is to be removed. 
• Handwritten posters/fliers will not be accepted. 
• The standard posting period is two (2) weeks.  Bulletin board may be cleared of all flyers/posters on the day the stamp is marked to expire as well as any fliers/posters that do not comply with these guidelines. 
• Commercial business fliers with services or products that have a specific benefit to the campus community must be approved by the Director of University Services in UC 303. 
• The UC accepts no responsibility for any flyers/posters taken or removed from the bulletin board. 
• Permission for exceptions to any of these guidelines should be requested in writing to the UC Director. 

***The bulletin boards in the hallways outside UC 304 and UC 206 are explicitly intended for use by those offices only. Any questions regarding use of or materials posted on those boards should be directed to the adjacent office/department. 

Campus Bulletin Board Regulations 

Bulletin boards are available on campus to assist with the promotion and publicity of events that may interest the campus community.  Postings include posters, flyers, handouts, displays, etc.  Because there is limited bulletin board space on campus, certain regulations are enforced to ensure that the boards are used appropriately. Some bulletin boards are divided into two sections: Student Organizations and General. All student organization postings should go in the Student Organization Section, and all other postings (general, department, commercial, etc.) should go in the General Section. Any questions pertaining to posting can be directed to the UC Information Desk. 

Additionally, fliers will only be allowed to be posted for a period of 14 days from the date that they are stamped and approved for posting.    

Recognized Student Organization Postings 

Student Organizations may only have 40 flyers stamped and approved. Postings by recognized student organizations may be placed on all bulletin boards throughout the campus (unless otherwise noted on board).  All postings must be stamped by the UC Information Desk.  The stamp will say, “University Center and Student Activities” and will display the expiration date.  It is the organization’s responsibility to hang their own postings and take them down after the advertised event.  Failure to do so may result in the termination of bulletin board privileges.   

Personal Student Postings 

Personal student postings must be stamped by the UC Information Desk and may be placed on all bulletin boards throughout the campus (unless otherwise noted on bulletin board).  The stamp will say, “University Center and Student Activities” and will display the expiration date.  Personal student postings include flyers advertising personal items for sale, recitals, roommate requests, etc.  Postings regarding student-run businesses, bands playing at local clubs, etc., are not considered student postings and should follow the commercial postings regulations. 

Departmental Postings 

Departmental postings may be placed in designated departmental bulletin boards as well as all bulletin boards across campus.  If general bulletin boards are used, the UC Information Desk must stamp them.  The stamp will say, “University Center and Student Activities” and will display the expiration date. 

Commercial Postings 

All external commercial business postings must be reviewed by the Director of University Services in UC 303. Reviewed postings may be placed on all general bulletin boards throughout the campus (unless otherwise noted on bulletin board). Commercial postings may not be placed on bulletin boards designated for specific departments or student organizations. 

Posters/Fliers for Distribution through Campus Mail 

All posters and fliers meant for campus-wide distribution through the campus mail system must be date stamped by the UC Information Desk.  Mail Services will not accept mailers without at least a sample that is date stamped. 

Posters/Fliers for Distribution Through Campus Mail

Student organizations and departments may distribute printed information at no cost through campus mail. Print materials do not need to be date stamped by the UC. Contact Sanddollar Services for more information. 

Bulletin Board Locations:  

Engineering Building

First Floor

• By classroom entrances

Center for Instruction

First Floor

• Wall of classroom 112
• Wall next to the stairs

Second Floor

• Wall facing Faculty Center
• Wall opposite 206

Third Floor

• Wall opposite 206

Faculty Center

First Floor

• To the right and left of entrance by CS
• Left of stairs in middle of FC

Center for the Sciences

First Floor

• Wall by 127
• Wall in front of stairs

Second Floor

• Wall by 248, 245, 240, 244, 241, 249, 2018, 209, 212
• Wall to the left of the stairs

Library

First Floor

• To right of stairs

Dugan Wellness Center

First Floor

• First bulletin board on the left

Corpus Christi Hall

First Floor

• Wall next to 108
• Wall opposite 120

Second Floor

• Wall next to 220

Center for the Arts

First Floor

• Wall outside 132
• Wall by 128 & 131
• Wall next to 103

Second Floor

• Wall to the right of the atrium balcony
• Wall outside 201
• Wall outside 229

Classroom East

First Floor

• Wall across from 103 & 104
• Wall next to far hallway entrance

Second Floor

• Near entrance by stairs
• Wall next to 203

Bay Hall

First Floor

• Wall next to rooms 127 & 128
• All along the side of the staircase

Second Floor

• Across from 201