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University Scheduling

Community Scheduling Policies

General Scheduling Polices

Most campus space is considered multi-use space; therefore, it is scheduled centrally through University Scheduling. Space will be scheduled in a manner consistent with the institution’s mission, educational priorities, and without placing undue hardship on necessary support personnel, students, and resources.

Use of space must be in accordance with all university policies and safety regulations.

Event space is allocated on an institutional mission-based priority as managed by the Space Utilization Council. Preference is given to serving our students rather than becoming a community event center.

Event monitors will be assigned when necessary.

  • All approved external users must cover the full cost of facility use. As a private institution sponsored by The Church of Jesus Christ of Latter-day Saints, BYU–Hawaii will not subsidize facility use for commercial entities, private businesses, or any non-university affiliated group.

  • The university does not allow campus facilities to be used for private social events, including but not limited to:

    • Wedding receptions
    • Baby showers or child birthday parties
    • Anniversary celebrations
    • Reunions
    • Business recruiting or sales meetings
    • Fundraising or benefit events not affiliated with the university mission

  • Government agencies may request to use university facilities for public informational meetings or hearings. Such requests are subject to approval by the Space Utilization Council.

  • Organizations seeking to recruit students or engage in community partnerships must do so through an official university office. For example, employers must coordinate their efforts with BYU–Hawaii Career Services.

  • If your event involves participants or event staff under 18 years of age (minors), PRIOR TO THE EVENT, the Customer shall submit to BYUH a complete list of all adult Event Staff, along with documentation verifying that the individuals on the list who have unsupervised access to, or supervision of Minors have been subject to a criminal background check including a national sex offender registry search.

  • You are required to submit proof of Indemnification and Insurance with required coverage amounts and endorsements. Agreement outlining required information will be sent if your event is approved. BYU–Hawaii must be named as an additional insured.

Community Sports Team Practices

BYU–Hawaii, through its Space Utilization Council, may permit community sports teams to use university facilities for practices only- NO GAMES, provided the following criteria are met:

  • The team must be affiliated with a recognized community-based organization (e.g., AYSO, PAL, or similar).

  • The requester must pay all applicable facility use fees. BYU–Hawaii does not subsidize community use.

  • You are required to submit proof of Indemnification and Insurance with required coverage amounts and endorsements. Agreement outlining required information will be sent if your event is approved. BYU–Hawaii must be named as an additional insured.

  • If your event involves participants or event staff under 18 years of age (minors), PRIOR TO THE EVENT, Customer shall provide documentation to BYUH confirming that all adult Event Staff who have unsupervised access to, or supervision of Minors have been subject to a criminal background check including a national sex offender registry search.

Community Wards/Stakes

Wards and stakes of The Church of Jesus Christ of Latter-day Saints may request to use campus facilities for activities that cannot be held in their own chapels or stake centers.

  • Requests must be submitted at least 10 business days in advance or not more than 90 days prior to the date of the actual event.

  • Community baptisms may be held at the BYU–Hawaii Stake Center only if they are sponsored by the Laie Hawaii Married Student Stake (LMS Stake).

    Any community ward wishing to use the Stake Center for a baptism must first contact the LMS Stake. The LMS Stake will review the request and, if approved, submit it directly to University Scheduling on behalf of the ward.

     
    Individual wards or members should not contact University Scheduling directly for baptism requests.