Lady Bird Johnson Wildflower Center - Special Use Facility

Handbook of Operating Procedures 4-1253

Lady Bird Johnson Wildflower Center - Special Use Facility

University of Texas SealEffective July 25, 2018
Executive Sponsor: Executive Vice President and ProvostPolicy Owner: Executive Director, Lady Bird Johnson Wildflower Center
I. Policy Statement 

The Lady Bird Johnson Wildflower Center (“Wildflower Center”) 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.

II. Reason for Policy 

To set forth the rules and regulations for the reservation and use of certain Designated Areas of the Wildflower Center as a special use facility of the University.

III. 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 Wildflower Center.

IV. Definitions (specific to this policy) 
Designated Area(s):

Area(s) of the Wildflower Center available for reservation as determined by the executive director of the Wildflower Center, 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.

V. Website (for policy) 
https://policies.utexas.edu/policies/hop/4-1253
VI. Contacts 
Contact Details Web
Wildflower Center Facility Rental OfficePhone:512-232-0164Website:
VII. Responsibilities & Procedures 
  1. Priorities for Use of Designated Areas

The following priorities will apply for the reservation and use of Designated Areas of the Wildflower Center.

 

  1. University Events

The University’s athletic, educational, recreational, and cultural programs and activities will have priority in the reservation and use of Designated Areas. Use requires execution of a Facilities Use Agreement.

 

Among University programs, the following order of priorities will apply:

  • Wildflower Center program events
  • Programs for which the Wildflower Center is co-sponsor
  • Programs of other University departments 
  • Programs of University sponsored organizations
  1. Use by Non-University Individuals and Entities
  1. If available, Designated Areas in facilities may be reserved by non-University individuals and entities (groups, associations, corporations) without the necessity of joint sponsorship with the Wildflower Center. (Refer to Regents’ Rule 80105) Reservations within this group of users will be made on a first-come, first-served basis. The non-University user must execute a Facilities Use Agreement for such use. 
  1. Non-University individuals or entities and the Wildflower Center may use Designated Areas for joint sponsorship activities. This type of event, however, must be initiated at the invitation of the University. Such events require the prior approval of the president or designee. The educational implications of the proposed joint-sponsored event must be evident, and must directly supplement the educational purpose or mission of the University.
  1. 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 the Wildflower Center. All use must comply with the terms and conditions of the Facilities Use Agreement.
  1. The Wildflower Center 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 for use of the special use facility.
  1. Designated Areas of the Wildflower Center 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.
  1. 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.
  1. The University may allow for sale of advertising space
  • on ticket envelopes for events sponsored by the Wildflower Center or the University; and
  • in publications issued by the Wildflower Center in connection with a sponsored event.
  1. Costs, Reservations, and Cancellations
  1. The current fee schedule for use of the Designated Areas is available from the Wildflower Center’s Facility Rental Manager.
  1. Reservations may be made through the Wildflower Center’s 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 Wildflower Center's website.
  1. 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.
  1. Cancellation of a reservation must be made in accordance with the terms and conditions of the executed Facilities Use Agreement.
  1. Insurance

Non-governmental users will be required to obtain liability insurance covering personal injury or death and property damage for claims resulting from the use of the Wildflower Center for events held after normal business hours or any event at which alcohol is served.  The insurance must meet all coverage requirements mandated by the University of Texas System Office of Risk Management.

  1. 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.
  1. 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.
  1. Non-University Events

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.

  1. Other Conditions of Use

Additional terms and conditions regarding the use of the Designated Areas are set forth in the Facilities Use Agreement entered into by and between the University and the renter/licensee.

XI. History 

Last Revision Date: July 25, 2018

Review Date: September 27, 2017
Next scheduled review date: July 2020