Rice University General Policy No.
Use of University Facilities and Scheduling Campus
Rice University encourages the orderly use of its facilities by its
students, faculty, staff, and organizations to further the
The following regulations state the policy and procedures
relating to the use of Rice University facilities for purposes
other than regularly scheduled instructional activities or normal
departmental or administrative functions of the University. The
Director of Student Activities should be contacted for the
resolution of questions concerning or variations from these
Members of the University Community, including students, acting
as individuals and not in the name of the University or any of its
component parts, have the right to express their opinions, to
picket, and to hold demonstrations or meetings on campus so long as
such activities do not violate local, state, or federal laws, and
so long as University functions are not disrupted and access to any
part of the campus is not impeded. The University reserves the
right to limit the locations on campus where picketing,
demonstrations or meetings may be held when such action is
necessary for the preservation of order and safety.
Persons outside of the Rice community do not have the right to
use the campus for picketing, demonstrations, meetings, or similar
activities without prior written permission.
As used here, a "campus organization" is any officially
recognized Rice student organization or faculty or administrative
segment of the University; an "event" is a meeting, lecture or
speech, forum, drama, musical performance, motion picture, dance,
party, or other such educational or social activity; and a
"University facility" is any room, auditorium, building, or other
area of the campus.
Events Presented by Campus Organizations
The regulations listed under this
section apply to events initiated by campus organizations and
presented during the Fall and Spring semesters. All events given
during the Summer or Christmas vacations are subject to the
regulations under Section B, p.21, in the Handbook of Information
for Student Services.... 1981-82. Events sponsored by campus
organizations during the regular academic terms but judged to be
initiated and/or presented primarily by an off-campus organization
may also be subject to the regulations under Section B.
During the period between Commencement and four days before the
beginning of Orientation Week for New Students use of a residential
College facility requires the approval of the Vice President for
Administration rather than that of the Master of the College. When
approved, advance notice of the event and of the facility to be
used should be sent to the Master of the College.
1. For these events, the use of a
Residential College facility requires the approval of the Master of
that College.* The use of the facilities of the Athletic Department
for an athletic event requires the approval of the Director of
Athletics. The use of any other University facility for an event
requires the approval of the Director of Student Activities.
2. A request for the use of a University facility (made in
accordance with Section A-6 below) will be approved provided that
a) the facility requested is available, adequate and appropriate
for the proposed use at the time requested; b) the proposed use
excludes fund solicitation or commercial solicitation other than
the sale of official University items; c) the campus organization
making the request is able to meet the financial obligations to be
incurred by the proposed use; d) the proposed use will not
constitute an immediate and actual danger to the peace or security
of the University, its members, or participants in the use; e) the
proposed use does not violate any federal, state or local law.
3. These events are normally open to all members of the
University and may be opened to the general public on a
space-available basis. A "closed event" is an event limited to
members of the organization presenting the event and its invited
guests. Approval for a closed event to be presented by a
Residential College in its facilities must be obtained from the
Master of that College. Approval of a closed event in any other
University facility must be obtained from the Director of Student
4. The campus organization presenting an event bears full
responsibility for all financial obligations associated with the
event. There will be no charge for the use of the University
facility; however, the organization presenting the event must bear
all non-ordinary expenses (such as the rental of special equipment,
hiring of additional personnel, clean-up or repair of damage to the
facility, etc.) associated with the event. A schedule of such
non-ordinary expenses (as set by the Manager of Campus Business
Affairs) may be obtained from the Office of Information Services at
the time of scheduling the event (see Section A-6 below).
5. A reasonable admission fee may be charged to meet the actual
expenses associated with an event.
An admission fee to raise funds in excess of actual expenses for
the benefit of the campus organization presenting the event or any
other organization may be charged only on approval by the Director
of Student Activities and the President of the University.
6. Requests for the use of a facility are to be made in person
or in writing to the Master, the Director of Athletics or the
Director of Student Activities, as appropriate (see Section A-1
above), no less than seven (7) days prior to the date of the
proposed use. Upon approval of the use of the facility, the Master,
the Director of Athletics, or the Director of Student Activities
will authorize the scheduling of the event through the Office of
Information Services. The organization presenting the event must
verify with the Office of Information Services that the event is
scheduled and the facility reserved. Arrangement of details
associated with presenting an event must be made with the person or
office in charge of the particular facility to be used.
7. After the event has been authorized and scheduled,
responsibility for the publicity and public relations associated
with an event resides with the organization presenting the event.
Publicizing the event either on or off campus will be in accordance
with University regulations. Publicizing an event off campus is to
be done via the Office of Information Services upon release by the
8. An organization may appeal a decision regarding the use of a
University facility to the President of the University. The appeal
shall be detailed in writing.
Events Presented by Others than Campus
9. The use of any University facility
for an event to be presented or sponsored in any part by an
individual, group or organization other than a campus organization
requires the approval of the President of the University.
10. Requests for the use of a University facility for such an
event must be submitted in writing to the Office of Information
Services, coordinator of campus events. Each request must be
accompanied by the written verification of sponsorship of the event
by a member of the faculty or administrative staff of the
University and the written approval of his or her Divisional
Dean or Provost.
11. Unless approved by the President to be a closed event (as
defined in A-3 above), all such events must be open to the
students, faculty, and staff of the University.
12. Explicit approval of the President is required for any
admission or other fees or charges associated with these events.
Charges for lectures or short courses, if approved, may not exceed
actual instructional costs. Explicit approval of the President is
required for any fund solicitation at such an event.
13. The individual, group or organization presenting an event
bears full responsibility for all financial obligations associated
with the event. A charge will be made for the use of the facility
reserved and for all direct expenses (such as rental of special
equipment, hiring of additional personnel, clean-up or repair of
damage to the facility, etc.) associated with the event. A schedule
of the fees for the use of University facilities and direct
expenses involved (as set by the Manager of Campus Business
Affairs) may be obtained from the Office of Information Services.
These fees are subject to change without notice.
Policy No. 802-82
January 7, 1982