Room Use Policies

General Policies

  • Tanner Building Hours:
    • Monday through Saturday, 6 a.m.–midnight
    • Sunday, 6 a.m.–9 p.m. No rooms may be scheduled.
    • All students will be asked to leave the building at closing. All study rooms, classrooms, lounges, and building entrances will be locked at that time.
  • Custodial requires a one-hour buffer between events. Please do not request or schedule a room within an hour of the start or end time of another scheduled event.
  • Loud events (e.g. dances) are not permitted in the Tanner Building due to the disturbance to students in nearby classrooms and study rooms.
  • When hosting events that require registration, please ensure that the event does not exceed room capacity. Due to the fire code, exceptions to room capacity cannot be made.
  • Tacks, nails, adhesive tape, masking tape, scotch tape, etc., on walls, windows, doors, or any other part of the building are not allowed.
  • Nothing may be hung from any ceilings or lights. 
  • Custodians will oversee all setups and takedowns.
  • Events must use BYU-approved caterers unless your event involves fewer than 20 attendees.
  • Red punch or any other refreshment that stains is prohibited.
  • Fire code prohibits the use of hay, straw, cornstalks, real Christmas trees, and all other highly flammable materials in any campus facility.
  • Gasoline engines, open burning candles, and liquid-fueled decorations are also prohibited. 
  • Small particles (e.g. glitter, confetti) are not to be used as decorations. An extra cleaning fee will be assessed for use of these materials.
  • The use of helium balloons in any part of the building is strictly prohibited; they can set off fire alarm sensors.
  • Due to the heavy use of campus facilities, decorations must be removed by the end of the reservation. Campus buildings cannot accept responsibility for any decorations or belongings left after any event.
  • Fundraising events and personal or family activities may not be held in the Tanner Building (including weddings or receptions).

Atriums

  • Use the table and/or location you reserved.
  • A booth reserved for the West Atrium 1st Floor for a single event may consist of one or two tables. Tables must remain next to the donor wall so as to not block traffic.
  • Tables on the West Atrium 1st Floor may not be moved. If this policy is violated, permission to use the area will be permanently revoked.
  • All events in the West Atrium 1st Floor that require more than two tables (e.g. conference breakfasts, club week, etc.) will be considered on a case-by-case basis.
  • If a table is to be used only for advertising, please instead use the digital signage throughout the Tanner Building.
  • Please email the Deans Office if you have any questions.

Auditoriums

  • The Deans Office can only schedule auditoriums 151 and 251 on Fridays from 7 a.m.–1 p.m. Please email the Deans Office to schedule these rooms.
  • No food or drink is permitted inside the auditoriums.

Classrooms

  • No food or drink is permitted inside the classrooms.
  • The Deans Office does not schedule classrooms in the Tanner Building; please contact Campus Scheduling regarding all classrooms by calling (801) 422-3134 or going to 3371 WSC.

Department Conference Rooms

  • To schedule a conference room, please contact the individual department.
  • Please request conference rooms at least one hour before you need to use them.

Hosting Rooms

  • If your event has fewer than sixty people, try to reserve a classroom through Campus Scheduling before requesting or reserving a hosting room. There are only a few rooms in the Tanner Building that can accommodate large events.
  • If an undergraduate club needs a hosting room, the request will generally be submitted via the BCC.
  • Room W408/W410 can be divided into two separate rooms using the room divider or can be opened into one room for very large events.
  • If using the speaker podium, it is recommended the podium be set up in either the northeast corner of the room or in the middle of the west wall (if the event is in both W408/W410). A ceiling spotlight can be moved to improve lighting for filming in these areas. Please make a note when requesting the room online to indicate which wall the spotlight should highlight. This request must be made at least one week in advance to give the BYU electricians time to move the spotlight if necessary.

A $50 fee will be charged to your account should any of the following occur:

  • The event is cancelled or there is a major change in the setup within 24 hours (excluding weekends) of the event.
  • The event is a no-show.
  • The event does not use an approved caterer.
  • Excessive clean-up of things such as spills on the carpet, food, confetti, etc., is needed. The custodial staff will vacuum and wipe the tables but they are not responsible for excess mess. You are responsible for cleaning up anything specific to your event.
  • Excess trash or other items are left in the room after your event. You are responsible for removing any trash, signs, or other items that were not in or a part of the room when you arrived. Trash that does not fit into the available trash cans need to be taken to the dumpster located on the south side of the building on the loading dock. If you know in advance that there will be a large amount of trash, please request extra garbage cans.
  • Red punch is used. 

We reserve the right to call and require an account number from you should any of the above occur. Any other damage to the room will be charged the appropriate fee to fix the damage.

Reservations and Event Changes

  • Reservations made within 24 hours before an event will be charged $50.
  • When filling out the Request Room form and requesting the room on behalf of another individual (e.g. professor, student club president, department director) it is recommended that you use their name in the Full Name field. If questions arise regarding the reservation, both you and the hosting room administrator will know who can be contacted regarding the reservation.
  • Setup changes can be made by clicking on the event title or setup instructions. To avoid a $50 setup change fee, please make the changes 24 hours prior to the event. This 24-hour policy helps avoid unnecessary setup by the custodians, helps the custodians manage the many event setups that could occur simultaneously, and ensures that the proper equipment for all events in the building are ordered in advance.
  • Cancellations can be made by calling the Deans Office scheduling coordinator (801-422-4442). To avoid a $50 cancellation fee, please cancel the event 24 hours prior to the event. A $50 fee will also be charged for a no-show event due to the unnecessary setup by the custodians.
  • If you would like an unusual setup, please upload a diagram so custodians and the hosting room administrator will have written documentation.

Easels

  • Easels can be checked out from External Relations in 490 TNRB.
  • If you wish to promote an event using printed signage (e.g. posters on an easel, banners), please use digital signage instead.
  • A poster on an easel just outside a room during an event is approved.

Tablecloths

  • BYU Marriott does not provide tablecloths for events. 
  • If tablecloths are not provided by the caterer, tablecloths can be ordered from BYU Laundry or BYU Catering.

Microphones

  • Wireless microphones and batteries are in the drawer in the podiums in W408/W410 and 710.
  • W408 is on microphone channel 64.
  • W410 is on microphone channel 66.
  • Additional corded microphones can be reserved by specifying your need for them in the online request form.

Podium

  • A speaker podium is available in both W408 and W410. Please specifically request a speaker podium so custodians can set it up.
  • Adding a podium to the room setup will remove one table from the room setup.
  • Each podium comes with a microphone attached and one wireless microphone inside the podium drawer.

Stage

  • There are a total of nine stage risers (each 3’x6′) shared by W408/W410 that can be made into a large stage. These pieces cannot be stacked.
  • A panel discussion setup (long table with chairs for panelists and a podium for the moderator) use six stage pieces. A podium by itself will use two risers. When requesting the stage, please specify how you would like the stage pieces positioned.
  • A stage skirt can be specified on the request form. Then custodians will include it in the setup.

Kitchen

  • The kitchen is located in a small room adjoining W410. Please specify the need to use the kitchen in the request form so the room will be unlocked and cleared of chairs. If the caterers need tables set up in the kitchen to assemble food, please make a note in the online request form.
  • The kitchen contains a sink, microwave, and refrigerator/freezer.
  • Please leave the kitchen area clean and the refrigerator empty after use so that it is ready for the next event.

Piano

  • A baby grand piano is available. Please specify a need to use it in the online request form.
  • Adding a piano takes up the space of one round table in the room.

Projector

  • To use both projectors simultaneously, use the covered keypad in the tech podium in W410.
  • If you have problems with the sound system or IT, please contact the BYU Marriott IT in 390 TNRB or (801) 422-4925.

Student Conference Rooms

  • Please save the scheduling confirmation receipt.
  • Please be prepared to leave the room on time. Consequently, do not expect to be allowed in early to your room. If you need time to setup or cleanup, please schedule adequate time.
  • Users are liable for any damage that occurs in a room during the scheduled time slot.
  • If an unanticipated need arises on a college level, a reservation may be bumped. An email will be sent as notification of the change.
  • Please do not add or remove chairs from the rooms.
  • Please cancel your reservation if the room is no longer needed.
  • Student conference rooms are for groups of six or more individuals. Smaller groups are asked to use student study rooms. To request a student conference room, click on Request Student Conference Room under the Schedule Rooms tab.

Student Study Rooms

  • Please save the scheduling confirmation receipt.
  • Please be prepared to leave your room on time. Consequently, do not expect to be allowed in early to your room. If you need time to setup or cleanup, please schedule adequate time.
  • Users are liable for any damage that occurs in a room during the scheduled time slot.
  • If an unanticipated need arises on a college level, a reservation may be bumped. An email will be sent as notification of the change.
  • Please do not add or remove chairs from the rooms.
  • Please cancel your reservation if the room is no longer needed.

Punctuality

  • Groups must occupy a room within 15 minutes of their scheduled reservation or they will lose their reservation and the room is open to anyone.

Occupancy

  • Study rooms are for group study (i.e. two or more people). Individual study carrels are found on the west end of the second floor with no reservation required. 

Scheduling Policy

  • BYU Marriott graduate students can schedule five days out, up to two hours per day.
  • BYU Marriott undergraduate students can schedule three days out, up to two hours per day.
  • Non-BYU Marriott students can schedule one day out, up to two hours per day.
  • Faculty and staff can schedule conference rooms and hosting rooms through the departments. They cannot schedule student study rooms or student conference rooms.
  • Petition for exceptions can be made through the Deans Office at deanpt@byu.edu or tnrbreserve1@byu.edu.

Conference Call Enabled Rooms

  • Rooms enabled for a conference call do not have phones in them. You must check out a phone from the receptionist in 730 TNRB and plug it into the jack in the room.