Handbook of Operating Procedures 4-1410

Texas Science and Natural History Museum - Special Use Facility

Effective February 13, 2024
Executive Sponsor: Executive Vice President and Provost
Policy Owner: Director, Texas Science and Natural History Museumn

 

1. Policy Statement

Texas Science and Natural History Museum at The University of Texas at Austin ("University") is designated as a special use facility as authorized by the president of the University and pursuant to The University of Texas System ("UT System") Board of Regents' Rule 80106.

Designation as a special use facility does not establish the facility as a public facility or forum open to use by individuals, groups, associations, or corporations on a first-come, first-served basis.
 

2. Reason for Policy

To set forth the rules and regulations for the reservation and use of certain Designated Areas of the Texas Science and Natural History Museum as a special use facility of the University.
 

3. Scope & Audience

This policy applies to University employees and those non-University individuals, groups, associations, and corporations wishing to reserve and use Designated Areas of the Texas Science and Natural History Museum.

4. Definitions (specific to this policy)

Designated Area(s):

Area(s) of the Texas Science and Natural History Museum available for reservation as determined by the director of Texas Science and Natural History Museum, subject to execution of a Facilities Use Agreement.

Joint Sponsorship:

An activity for which both the University and a non-University individual, group, association, or corporation are sponsors.
 

5. Website (for policy)

https://secure4.compliancebridge.com/utexas/public/getdoc.php?file=4-1410
 

6. Contacts

7. Responsibilities & Procedures

1. Priorities for Use of Designated Areas

2. General Rules of Use

1. Any proposed use of a Designated Area must be appropriate and must be suited to its size and structure as determined by Texas Science and Natural History Museum. All uses must comply with the terms and conditions of the Facilities Use Agreement.
2. Texas Science and Natural History Museum reserves the right to deny any request for use of a Designated Area if it is determined there is insufficient time to prepare for the proposed event or it does not meet the criteria provided in this policy or the Facilities Use Agreement for use of the special use facility.
3. Designated Areas of Texas Science and Natural History Museum may be used for religious or political events subject to all constitutional and statutory provisions related to the use of state property or funds for such purposes.
4. Upon approval by the president, or designee, the Designated Areas may be used for

• the rental of space for display of advertising and the display of samples of merchandise inside the facility; and
• advertising by display or electronic marquee or message center.

5. The University may allow for sale of advertising space

• on ticket envelopes for events sponsored by Texas Science and Natural History Museum or the University; and
• in publications issued by Texas Science and Natural History Museum in connection with a sponsored event.

3. Costs, Reservations, and Cancellations

1. The current fee schedule for use of the Designated Areas is available from Texas Science and Natural History Museum Visitor Services Manager.
2. Reservations may be made through the Texas Science and Natural History Museum Facility Rental Office, which will determine eligibility, priority, and availability of the rental location pursuant to this policy. Information regarding reservations is available on the Texas Science and Natural History Museum website.
3. Reservations will be confirmed upon execution of the Facilities Use Agreement and the University's receipt of any required deposit. A deposit is not required for government users.
4. Cancellation of a reservation must be made in accordance with the terms and conditions of the executed Facilities Use Agreement.

5. Financial Policies

1. University Events

1. University users whose events generate excess income over expenses, including the fee for use of any Designated Area(s), may retain such excess income with prior approval of the president or designee. The sponsoring University department will absorb any losses when the expense of its event exceeds any income generated.
2. For a jointly-sponsored event, the fee to be paid by the invited individual, group, association, or corporation will be a matter for negotiation in each case and will be specified in the Facilities Use Agreement providing for the joint sponsorship. At a minimum, the fee must ensure recovery of the cost incurred by the University.

2. Non-University Events

1. Fees for non-University users are set at rates which will, at a minimum, ensure recovery of the cost directly or indirectly incurred by the University for that event.

9. Frequently Asked Questions

None
 

10. Related Information

Board of Regents' Rule 80105 - Joint Sponsorship of the Use of Property or Buildings

 Board of Regents' Rule 80106 - Special Use Facilities
 

11. History

Origination date: February 13, 2024
        Next scheduled review date: February 2027