Facility Reservations
Welcome to the Huston-Tillotson University Facility Reservation page, where you can find pertinent information about HT facilities and accommodations to help you make your reservation decision.
The sections below contain policies and procedures, diagrams of classroom and auditorium spaces, prices, and the necessary forms to secure the space you require. Links to downloadable forms is also available for your convenience.
For the protection of you and/or your organization, the Huston-Tillotson University reservation process must be documented in writing through the completion of the required forms, including liability coverage, before meeting on campus. All tents, canopies, covers must be secured by weights, water barrels, or sand bags. Stakes are not allowed and charges will occur for damages to underground systems.
If you are interested in holding your event on HT’s campus, the following administrative fees and security deposit must be paid prior to the event to secure a date.
- $150 security deposit or 10% for reservations over $10,000.
- Janitorial services will be secured at the rate of $90.00 per event. See fee schedule for specific event charges.
- Technical services will be secured at the rate of $18.00 per hour.
- Security services must be provided for all events at the rate of $40.00/officer/hour.
Reservation Steps
External use
- Contact Community Outreach to determine if the required date is available.
- Complete and return the reservation forms below.
- Schedule a tour with Community Outreach after it has been determined that the date is available.
- Pay the security deposit online to receive confirmation of your reserved space.
- Follow up with Community Outreach prior to your event.
- Forwarded liability insurance to Community Outreach.
- Mail the final payment one week prior to the event.
- Hold your event.
- Complete the post event survey.
Previous Events
Internal Use
- Review document.
- Complete facilities ticket for set up needs.
- Wait for approval from Community Outreach.
- Follow up with Community Outreach prior to your event.
- Hold your event.
Film Companies and Movie Location Scouts
The University supports the Central Texas movie and film industries and is pleased to accommodate requests to shoot scenes on campus. Please review the above steps if you are interested in HT space. Contact Community Outreach to schedule a time to review and take pictures of the space you are scouting.
Booking Space Through Faculty and Staff
Huston-Tillotson University faculty and staff are actively involved in the community and are approached to book rooms and spaces on campus for meetings and events. In many cases, classroom instruction is tied to a campus event or a reciprocal relationship exists between the faculty/staff and the organization seeking space on campus. In those cases, it is the faculty’s and/or staff’s responsibility to ensure that the required paperwork has been filed with Events Management. If you have scheduled an event on campus through an HT faculty or staff and the event is not on file with Community Outreach, you will not be permitted to hold your event on campus. You are asked to avoid this scenario by ensuring that your event has been scheduled properly.
Non-Profit Organizations
The University is pleased to support the programs and initiatives of non-profit organizations. However, the University’s relationship with auxiliary enterprises such as Ala Carte Menu Services, Inc. catering and facilities does not permit the absorption of charges incurred by outside individuals or groups. Individuals or groups booking space on campus will be responsible for catering, security, janitorial service, technical support, and overtime charges associated with the event.
For the protection of you and/or your organization, the Huston-Tillotson University reservation process must be documented in writing through the completion of the required forms, including liability coverage, before meeting on campus.
