COVID-19 Reporting and Information • HEERF I & II

Dean of Students

Reserve Space with EMS

The Tennessee Tech Event Management System (EMS) offers a comprehensive listing of Tennessee Tech’s campus events. Users can search by date, event, category, or space.

  • COVID-19 Safety Guidance for On-Campus Events

    As you make plans for the upcoming semester, first consider if the event objectives can be accomplished in a virtual format. Consult the student organizations website for information on virtual meeting platforms. If a virtual format is not suitable for the nature of the event, you should offer virtual inclusion or alternative programming to the greatest extent possible.

    Tennessee Tech will allow in-person on-campus events provided the event organizers utilize appropriate measures to mitigate the transmission of COVID-19. Event organizers are responsible for adherence to all guidelines. These guidelines will be amended as CDC, and state public health guidance evolves.

    >>> Request Process

    • All event organizers must submit a request for space through the Event Management System (EMS) following the instructions detailed on the Student Activities webpage at least five (5) business days prior to the proposed event.

      1. In the anticipated attendance field, event organizers should provide the most accurate number possible.

      2. In the event description field, event organizers should include a plan detailing the measures that will be taken to mitigate the transmission of COVID-19.

    • The official in charge of approving the space will evaluate the plan and:

      1. Provide confirmation of approval,

      2. Request additional or clarifying information, or

      3. Deny the request and provide the reason for denial. Notices of disapproval shall include a statement of the basis for disapproval, which shall be based solely on content- and viewpoint-neutral factors. Events will be denied if the anticipated attendance exceeds the capacity for the venue adjusted for social distancing measures.

    • Event coordinators are responsible for ensuring adherence to their COVID-19 mitigation plans as submitted to Tennessee Tech along with local, state, and federal guidance for events.

    >>> RUC Lobby Tables
    Until further notice, student organizations may only reserve 1st floor lobby tables for unattended displays. If students wish to staff the table, please choose an outdoor location on Centennial Plaza via EMS.

    >>> Event Planning Guidelines

    • Require face coverings (covering nose and mouth ) while inside campus buildings and all places and times where physical distancing is not possible (including outdoor spaces). Advise attendees of the requirement in advance and consider providing face coverings to attendees.

    • Do not exceed room capacities adjusted for social distancing. You will be advised in writing of the adjusted room capacity when you submit the event request.

    • Provide alcohol-based sanitizer (at least 60% alcohol) in prominent, easily accessible areas of the space, at entrances and exits, and near food serving or dining areas.

    • Promote messages that discourage anyone who is feeling ill from attending or working at the event.

    • Send staff and volunteers home who do not feel well.

    • To the greatest extent possible, event organizers are expected to maintain a list that includes name, telephone number, and email address for attendees, which will be used if there is a need for contact tracing.

    • During the event, display signs reminding participants of preventative measures. Tennessee Tech has branded posters available for download.

    • Event set-up should minimize the proximity of food to the flow of pedestrian traffic.

    • No homemade food items or "potluck" style meals. Consider using a caterer.

    • Eliminate self-serve buffet meals. Meals should be served by designated individuals wearing a mask and gloves.

    • Eliminate self-serve drinks and bowls of items such as pretzels and chips. Provide single-serving packages or pre-filled single-serving bowls instead.

    • Develop plans and procedures in case you need to cancel or postpone an event.

    • If possible, provide options for remote viewing of your event (Zoom, YouTube, or Facebook live).

    • Submit all events to the Tennessee Tech Calendar. This allows Tennessee Tech to track and monitor campus activities.

    To download a copy of the Event Planning Guidelines, please click here.

    For questions, email or call 931-372-3123.

  • Tennessee Tech Events Scheduled by Affiliated Users

    Faculty, staff, and students are considered to be affiliated users.

    • Go to the EMS page for a full list of available spaces at Tennessee Tech.

    • User must Log In, using the "My Account" tab above. Use the first part of your email address for your user id (i.e., jdoe) and your password is the same as your active directory password.

    • Once logged in, select a template from the Reservations menu in the toolbar or choose one of the locations below to make your request.

    It is important to note that this system is for REQUESTING space. You will receive a confirmation email after a staff member has had an opportunity to review your request.  Also, please note that after-hours access to campus buildings will not be granted unless use of the space has been prior approved through this Event Management System or according to student policy.

  • Non-Affiliated Users for Free Speech

    All users must affirm they have read and will comply with Policy 121 (Use of Tennessee Tech Property by Affiliated Users and for Free Speech Activities) which may be accessed through our Policy Central website.

    >>> Application Procedures

    Non-affiliated Users must submit a “Non-Affiliated Application” via the Tennessee Tech Event Space Reservation System and receive approval from the Dean of Students and the Vice President for Student Affairs prior to any Free Speech Activities.

    1. Click here to access the Event Space Reservation System. At the top of the page, hover over the “reservations” tab and click “Non-Affiliated Application.”

    2. Under the “details” tab, complete the questions on the application, affirm you have read and agree to comply with Policy 121 (Use of Tennessee Tech Property by Affiliated Users and for Free Speech Activities), and click “submit.”

    3. The Dean of Students’ office will contact you via the email address you provided in the application within five (5) business days to:

      - Confirm the Dean of Students and Vice President for Student Affairs' approval,

      - Request additional or clarifying information, or

      - Deny the request and provide the reason for denial.

    Applications by users who do not respond to requests for additional or clarifying information within five (5) business days will be denied.

    >>> Location for Non-affiliated Free Speech Activities

    Upon approval of an application, a non-affiliated user may use only the stage area (OUTS – CENT STAGE/SOUTH) of Centennial Plaza for free speech activities. You may search for potential availability of Centennial Plaza stage area by accessing EMS, using the "When and Where" box to the left and entering the date and time you wish to speak at Tennessee Tech. Under “Set-up Information,” enter a number greater than 0 in the “attendance” field and click “check availability.”

    TTU Policy 121, Section V. F.
    Tennessee Tech Rule 0240-09-06-.03(5)

  • Rental of Tennessee Tech Property

    Contact the Purchasing and Contracts Office at

  • Policies

    Tennessee Tech's Policy related to Use of Tennessee Tech  Property by Affiliated Users and for Free Speech Activities (Policy 121) can be accessed through our Policy Central website.

  • Amplification Schedule for Centennial Plaza

    Sound amplification is permitted during the following time frames (in yellow) when classes are in session:

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