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Reservation Process

Panhellenic Operating Hours

Fall and Spring Semesters:
Monday–Saturday: 8:00 am to 10:00 pm
Sunday: 1:00 pm to 6:00 pm

Summer Semester:
Monday–Friday: 8:00 am to 5:00 pm
Saturday–Sunday: Closed

Academic Breaks:
Monday–Friday: 8:00 am to 5:00 pm
Saturday–Sunday: Closed

Extended Hours

Student Organizations: $25.00 per hour with prior approval; $50.00 per hour charge will apply without prior approval.

Departments: $50.00 per hour with prior approval; $100.00 per hour without prior approval.

Dunford Hall & Panhellenic Building

After the closing of the University Center certain operations transitioned to surge spaces during the 2 1/2 year construction of Phase II of the new Student Union.  We are committed to providing quality meeting and event spaces for the University community in Dunford Hall and the Panhellenic Building. To facilitate the reservation of a finite number of spaces, the following policies have been developed.

Check availability

For information regarding the reservation process, please contact Event Services at (865) 974-3451 or sueventservices@utk.edu. It is very important that you contact Event Services if you have a request for an accommodation for an individual with a disability. For questions about the new Student Union, please contact the Administrative Office at 865-974-3455.

View the Event Services checklist

Marketing/Advertising/Notification of Meetings and/or Events

We suggest you add the following statement to all informational brochures, packets, and websites to inform all participants of the procedures for requesting accommodations.

Sample Statement for Information Brochures

“Please contact _____________ (insert your contact person’s name) two weeks before ___________ (insert your program/event date) to request disability related accommodations such as printed materials in an alternate format (i.e. large print or Braille), Sign Language Interpreters, accessible seating, and parking information.”

Available Rooms / Who May Reserve

Multipurpose Room

Programming Committees/ Student Life Departments/ University Governing Boards:

  • Advanced reservations and multiple date reservations may be made at any time for any semester.
  • Holding space is discouraged due to limited availability.

Student Organizations/Groups:

Reservations may be made according to the following timeline:

  • Spring semester reservations: Monday after Fall Break.
  • Fall semester reservations: Monday after Spring Break.
  • Summer semester reservations: Monday after Spring Break.

University Departments:

Reservations may be made according to the following timeline:

Meetings ending before 5:00p.m.

  • Spring semester reservations: Monday after Fall Break.
  • Fall semester reservations: Monday after Spring Break.
  • Summer semester reservations: Monday after Spring Break.

Meetings ending after 5:00p.m.

  • Spring semester reservations: Tuesday after Martin Luther King Holiday.
  • Fall semester reservations: Tuesday after Labor Day.
  • Summer semester reservations: Monday after Spring Break.

Meeting Rooms

Programming Committees/ Student Life Departments/ University Governing Boards:

  • Advanced reservations and multiple date reservations are permitted. Holding space is discouraged due to limited availability.

Student Organizations/Groups and University Departments:

  • May reserve first meeting prior to the start of classes each semester
  • Reservations for the following semester cannot be made until the Monday after Fall Break or the Monday after Spring Break
  • Monies owed to the Student Union for services not paid by the last day of exams will result in the cancellation of all reservations for the upcoming semester
  • Academic classes are not permitted in the Panhellenic Building.

Rehearsals

  • Limited to one (1) per event with a three hour limit.
  • Additional rehearsal time may be reserved two business days (Monday through Friday) prior to the event date.

Cancellation Policy

Failure to cancel a reservation within two business days prior to event date or failure to show for a scheduled event may result in the cancellation of remaining semester reservations.

Events Requiring Solicitation Forms

  • Event reservations may be made prior to completion of Solicitation Form.
  • A completed solicitation form is required 10 business days prior to the date of the event.
  • Failure to complete solicitation form may result in cancellation of event.
  • For more information on the Solicitation Form, please visit http://go.utk.edu/solicitationevent-requests/

Audio Visual Equipment

Audio visual equipment is available in all reserved spaces. Audio visual equipment is free of charge for student organizations and university funded SPSF departments.  All other university departments are charged for audio visual equipment.

Catering

ARAMARK Volunteer Catering has exclusive rights to provide full service catering for all receptions and meals, banquets, breaks (for conference, seminars, and workshops), etc.

Groups are permitted to provide their own light refreshments/snacks. Event Services must be notified three (3) business days in advance.

No outside catering is permitted without three (3) business day written approval of the Director of ARAMARK Volunteer Catering. Exceptions for ethnic meal functions must have written approval by the Director of ARAMARK Volunteer Dining at least three (3) business days prior to the event.

Damages/Excessive Cleanup

Sponsoring departments and organizations are responsible for full replacement of equipment, furnishings or fixtures damaged during their event or meeting. Excessive cleanup will result in a $25.00 per charge to sponsoring departments and organizations.

 

November 19, 2015 – Policies Subject To Change