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Policies and Fees

Policies

All I-House space must be reserved through Ad Astra, the online reservation form on the Campus Event Services’ webpage. The person making the request must fully review the International House room reservations information and policies prior to submitting a request for space.

Rooms at the I-House can be reserved free of charge during business hours by UT-affiliated organizations and departments for university programs. Use of the facility outside of normal business hours requires an hourly fee of $15 to pay for staffing. All fees should be paid the day of the event via check made out to UT or ahead of time via interdepartmental transfer.

Non-UT groups and individuals are permitted to reserve rooms and will incur a fee depending on the room(s) requested. All requests are subject to the approval of the International House staff.

Requests should be submitted a minimum of 10 business days prior to the event, though we advise requests be made earlier than 10 business days prior.

I-House staff will respond to the reservation request within three to five business days. Reservations must be approved by Campus Event Services before the I-House is able to approve them.

Please note that because the I-House is primarily a programming facility, we cannot easily accommodate weekly or monthly meetings for organizations. We strongly suggest reserving other space for weekly meetings as requests will most likely be denied. Weekly meeting requests are subject to approval of the I-House staff.

During the academic year, rooms can be reserved Monday through Thursday from 8:30 a.m. to 8:30 p.m. and on Fridays from 8:30 a.m. to 4:30 p.m. During the summer, reservations can be made Monday through Friday from 8:30 a.m. to 4:30 p.m. Reservations outside of these hours are subject to fees.

Any university organization or department found responsible for falsifying reservations for individual or nonuniversity usage are subject to fees and loss of reservation privileges.

The renter is responsible for safeguarding and properly caring for the facility and equipment rented and can be charged up to the full replacement cost for any item that is damaged, lost, or stolen. The renter indemnifies, defends, and saves harmless the University of Tennessee, its trustees, agents, and employees from all liabilities, losses, costs, damages, claims, or causes of action of any kind, and expenses, including attorney’s fees, arising or claimed to have arisen out of personal injuries or death, or property damage or loss, sustained by the renter as a result of negligence on the part of University of Tennessee agents or employees or other participants, or by others as a result of negligence or intentional actions.

On occasion, refunds of payments for reservations are justified, pertaining to nonuse, equipment failure, or related reason. A request for a refund must be submitted within two business days of payment. The refund request must be submitted, in writing, explaining justification for the refund and must be submitted to the assistant director of the International House, 1623 Melrose Avenue. The assistant director, or his/her designee, will review the refund request and make a determination whether justification exists to grant the refund. The assistant director, or his/her designee, will notify the person requesting the refund of the decision, either in writing or verbally, within five business days. If payment was made by cash or check and the payment has not yet been deposited, the refund will be returned to the person requesting the refund in the form it was paid. If the payment has been deposited, the International House will submit a University of Tennessee Refund Request Form in the name of the person requesting the refund to the Bursar’s Office. If payment was made by Interdepartmental Transfer, the International House will initiate a reversal transfer to the department requesting the refund within two business days.

Fees

University Student Organizations and Departments

UT organizations will be permitted to reserve International House rooms at no cost during regular operating hours. In order to reserve space after hours, there will be a $15 per hour fee for staffing. Use of I-House equipment is included in the reservation.

Individuals and Non-University Groups

Individuals and non-UT groups are subject to fees for use of space depending on which space is reserved and the number of hours it is reserved. The fees for reservations are listed below. If your reservation falls outside of normal business hours there will be a fee of $15 per hour for staffing the event in addition to the listed fees below. Use of I-House equipment is included in the reservation.

A deposit of 25 percent of the estimated rental fees and supplementary charges must be paid to secure the space reservation.

Space Four or Less Hours 4–8 Hours Full Day, Excess of 8 hours
Great Room $200 $350 $400
Great Room with Kitchen $200 $350 $400
Community Room $45 $80 $90
Conference Room $45 $80 $90
Board Room $45 $80 $90
International House (entire facility) *Only available during non-operating hours $500 $750 $1,000