Clement Auditorium — Guidelines for Use & Rental

The University Events & ID Services Office is pleased to host your event at Austin Peay State University. This guide covers everything you need to know about reserving and using Clement Auditorium — from the booking process and fees to technical requirements and safety policies.

Director: Jason Longan, University Events & ID Services
Assistant Director: Nathan Robertson, University Events & ID Services

About Clement Auditorium

Clement Auditorium is a 550-seat venue located in the Clement Building (CL) on the Austin Peay State University campus. Originally designed as a fine arts home at APSU, it has become the cultural centerpiece of campus — hosting concerts, theatrical productions, lectures, academic presentations, and community events.

Your reservation includes access to a private green/dressing room overlooking the stage and a black box theatre in the stage left wing at no additional cost. Additional classrooms in the Clement Building may be reserved for an added fee, subject to availability.

How to Reserve Clement Auditorium

1. Submit an online reservation request. Use the to request your date. You will receive an email confirming your request was received — this is not a confirmation of use.

2. Submit your technical rider. Provide a copy of your technical rider to your event coordinator. Your coordinator may reach out to schedule a walk-through to discuss your technical and facility needs.

3. Receive a cost estimate. The University Events & ID Services office will send estimates covering rental, personnel, technical, cleaning, and miscellaneous costs. Personnel and technical costs are estimates based on event type and schedule, and may fluctuate based on actual hours and services used.

4. Sign the facilities use agreement. Return the signed agreement to the Event Services office.

   • The University requires a Certificate of Insurance listing APSU as additionally insured for at least $1,000,000.

   • Review the estimate and contract carefully for accuracy before signing.

5. Pay the security deposit. Per APSU Rule 0240-05-03-.04, a deposit equal to half (50%) of the total estimated costs is due upon signing. The space is not reserved until the deposit is received. Deposit refunds are based on the following cancellation timeline:

   • 120+ days before the event: 100% refund

   • 90–120 days before the event: 75% refund

   • 30–60 days before the event: 25% refund

   • Fewer than 30 days before the event: no refund

6. Receive your reservation confirmation. After signing the agreement and paying the deposit, Event Services will send a confirmation email. Reservations are not confirmed until all program plans have been reviewed and arrangements finalized.

7. Pay the final invoice. You will be invoiced after your event. Payment is due within 30 days.

8. Termination clause. The facilities use agreement may be terminated without deposit forfeiture only if the facility is rendered unusable or the activity is cancelled due to an Act of God beyond the control of both parties. The University may also terminate the agreement if a threat to personal or public safety arises from the intended use.

Request and Reservation Timeline

Event Services requires a minimum of 10 business days to complete the reservation and contract process. Requests made fewer than 3 business days in advance may be granted if time and space allow. Requests made six or more months in advance may not be processed immediately.

Cancellations and modifications must be communicated at least 14 days before the first reserved date. Space cancellations include any modification to the original contract — releasing reserved spaces, changes to technical scope, or event schedule changes. Groups that fail to use a reserved space without 14-day notice may still be charged. Two no-shows without notification will result in denial of future space requests and/or cancellation of existing reservations for the remainder of the semester. A no-show or late cancellation will result in forfeiture of your security deposit and potential charges for staff hired for the event.

Costs and Fees

Costs are set by the University in consultation with the Director of the University Events & ID Services. Fees are determined by:

• Duration of the rental (hours or days)

• Additional rooms requested

• Technical demands (lighting, sound, projection)

• Custodial needs

Standard rates include:

• Auditorium rental: $1,100 per day. The daily rate is not prorated for partial days.

• Security deposit: 50% of the total estimate, due upon signing the facilities use agreement.

• Technical labor: Charged at an hourly rate. A 3-hour minimum applies to all technical staff. If the schedule or scope changes after the estimate is issued, a revised estimate will be provided or charges will be reflected on the final invoice.

  • Technical staff roles include: Technical Assistant; Audio, Lighting, and/or Projection Technician (event-dependent)

  • Staffing rates are set by the Director of the University Events & ID Services.

  • Depending on staffing and scope, technical labor may be subcontracted to an APSU-approved contractor. You will be notified early in the reservation process and billed directly by the contractor on their terms.

• Custodial services: Rates are set by APSU's contracted custodial group. Basic cleaning is included; additional fees may apply depending on event type and attendance.

• Additional classrooms: $100–$300 per day, depending on the room (subject to availability and approval).

• Security: As required and defined by the APSU Police Staffing Matrix.

The final projected cost will be calculated after the full scope and timeline of your event are determined. A planning meeting with Event Services may be required. All charges are based on information provided — if rooms, equipment, or labor needs change (including damage or unexpected custodial requirements), the final invoice will be adjusted accordingly.

Users who misrepresent an event or affiliation to avoid fees may incur additional charges and have their reservation privileges suspended. Sponsors are responsible for any damage to facilities or equipment and will be charged for full repair, replacement, or additional cleaning.

Technical Requirements

Clement Auditorium is equipped with the audio, lighting, and video (ALV) technology described below. For technical needs beyond APSU's current inventory, consult with the University Events & ID Services office. All outside technical hires and work must be pre-approved during the contract negotiation phase.

A Technical Rider is the preferred means of communicating your event's technical needs to Event Services and the assigned technical assistant. Providing inaccurate or incomplete information may result in a breach of contract and damage to university equipment. The event sponsor is responsible for the cost of any additional equipment or personnel required by the rider.

Technical Staffing Policies

Audio/Visual Equipment

Additional Equipment

General Policies and Procedures

Pre-Inspection Walkthrough

Before your reservation begins, the reserving group is responsible for completing a walkthrough of the space and reporting any existing damage or issues to the University Events & ID Services office or the technical assistant.

Post-Event and Final Walkthrough

All belongings must be removed from Clement Auditorium and the building at the conclusion of your event. Due to high event volume, equipment and belongings cannot be stored in the building at any time.

At the end of the event, the technical assistant will conduct a final walkthrough to inspect the space, note any damages, identify cleaning needs, and record final labor hours. This information will be reported to Event Services for the final invoice.

Building Access and Load-In

Access outside regular business hours (Monday–Friday, 8:00 AM–4:00 PM) requires special arrangements with both Event Services and Campus Security. These arrangements must be discussed during the contract negotiation phase. Technical staff are required to be present for the entire duration of any reservation outside regular business hours — including setup, the event itself, and strike/cleanup.

Furniture and Room Arrangements

Only approved staff may move furniture and equipment in the Clement Building. Contact Event Services staff if your event requires changes to furniture, equipment, or room setup. Event Services staff are not responsible for setup or management of areas outside the auditorium and attached lobby; however, they may require groups to modify setups or decorations that violate APSU or Facilities policies. Groups that move furniture or cause damage will be charged accordingly. An additional reset fee applies for any furniture or items not returned to their original positions.

Parking

During business hours, parking is reserved for students, faculty, and staff. A guest parking pass is required for all non-campus personnel during those hours. APSU Lot 40 (McCord Lot) is the closest parking lot to Clement Auditorium. ADA accessible parking is available on Henry Street, directly behind the Clement Building.

Event Services cannot guarantee parking lot availability. Contact Campus Parking and Transportation at (931) 221-7405 or parking@apsu.edu for guest passes and additional information. A campus parking map is available on the APSU website.

Loading

The loading door for Clement Auditorium is located at house level on the stage right (house left) side of the building. Vehicle access to Browning Drive and the loading area requires authorization from the APSU Parking Office. Contact Campus Police using the number posted on the Browning Drive gate(s) to request gate access.

Vehicles may not park or remain stationary in the drive lane of Browning Drive. All vehicles must stay on concrete or asphalt surfaces — parking or driving on grass or landscaped areas is strictly prohibited and may result in charges for damage to landscaping, irrigation systems, or underground utilities. Vehicle access to Browning Drive is limited to active loading and unloading only. Once finished, vehicles must move to an approved parking spot or may be ticketed, booted, or towed.

Food and Drinks

Food and drinks are not permitted in the auditorium at any time. This restriction covers all areas of the auditorium: the house, backstage, wings, black box, storage, and technical booth. Water is permitted only in sealed containers.

Groups selling or providing concessions in the Clement Building lobby must display signage reminding patrons of this policy. Any food or drinks found in the auditorium during the event or the final walkthrough may result in additional cleaning fees. Reserving groups are responsible for their guests.

Restricted and Prohibited Items

The following items are not permitted in the Clement Building (this list is not exhaustive — contact Event Services with questions about specific materials):

• Glitter, sequins, confetti, or feathers

• Atmospheric effects: haze/fog, dry ice, or artificial snow

• Pyrotechnics or any open flame

• Helium balloons

• Spray string (Silly String)

• Any other "dropped" materials

Atmospheric Effects, Hazers, and Foggers

The use of hazers, foggers, dry ice, and similar atmospheric effects is prohibited. These devices can trigger the fire alarm and suppression system, forcing a building evacuation and response by APSU Public Safety and Clarksville Fire Rescue. Groups that use atmospheric effects risk suspension of reservation privileges. Any false alarm fees assessed by APSU Public Safety, Clarksville Fire & Rescue, or the City of Clarksville will be passed to the reserving group. Groups may also be charged for direct and subsequent damages caused by atmospheric effects triggering fire suppression devices.

Tobacco, Alcohol, and Illegal Substances

Austin Peay State University is a smoke-free campus. Smoking — including e-cigarettes and vapor products — is prohibited in all university buildings, on all university grounds, and in all state-owned vehicles. For complete information, review .

Alcoholic beverages are not permitted on campus except where policy allows. For complete information, review .

Decorations and Posting

No materials or signs may be affixed to walls, ceilings, equipment, or any other area of the facility. On the stage floor, only cloth-backed tape is permitted (gaffer's tape, painter's tape, or spike tape). Groups are responsible for any damage caused by decorations or tape, which may include repainting the stage or walls, structural repairs, or replacing damaged equipment.

Custodial Services and Cleaning

Depending on event scope, APSU may require an on-site custodian during your event to manage building maintenance (trash, paper products, restrooms, etc.). This will be negotiated in advance and reflected in the contract. After the event, the technical assistant and APSU's cleaning contractor will inspect the facility and determine if additional cleaning fees are necessary. This includes public areas near the venue and restrooms if damage or litter can be attributed to event guests.

Ticketing, Collecting, and Ushering

The reserving group is solely responsible for ticket sales, ticket collection, house management, and ushering. APSU, University Events & ID Services staff, and technical contractors cannot collect money, take tickets, or manage patrons at any point during the reservation period.

Seating Capacity

Exceeding maximum seating capacity is a fire code violation and is not permitted. The University Events & ID Services office, APSU Public Safety, and the event's technical assistant have authority to deny entry to audience members or participants beyond seating capacity. The event coordinator is responsible for ensuring ticket sales do not exceed the approved capacity. Additional seating may not be added to the house.

Security

Event Services staff and technical contractors cannot serve as event security. Events likely to draw crowds near or exceeding capacity may be required to hire APSU Police/Security Officers for security and crowd control. Review the APSU Police Staffing Matrix for requirements. Contact APSU Public Safety at (931) 221-7786 for more information.

Fire Safety

Emergency Procedures

The APSU Emergency Action Plan (EAP) serves as the foundational emergency response plan for the university community. Any changes to the EAP supersede the procedures listed here. The on-site technical assistant, in coordination with APSU Public Safety, may evacuate the auditorium and Clement Building at any time if an emergency warrants it.

Campus Networking and WiFi

APSU provides a guest WiFi network for campus visitors. The Office of Information Technology (OIT) maintains a knowledge base for . Guest accounts are valid for 24 hours; extended access is available by following instructions in the knowledge base. The guest WiFi network is not a secure network. All users must comply with APSU's Acceptable Use of Information Technology Resources policy.

Groups with greater networking needs should contact OIT before their reservation dates. WiFi and campus networking are outside the scope of event staff — issues must be resolved through OIT, and use of any campus network cannot be guaranteed. Per APSU Policy 4:030, personal networking devices (hubs, routers, switches, wireless access points) may not be connected to the APSU network. APSU reserves the right to disable any network port causing disruption until the issue is resolved.

Catering and Concessions

APSU Catering or an outside contractor may be used for meals, receptions, or lobby concessions. Concession tables must display signs reminding patrons that no food or drink is allowed inside the auditorium. All food and drink must be consumed or discarded before entering the venue. Any food or drinks found in the auditorium during the event or the final walkthrough may result in additional cleaning fees. Contact APSU Catering (Sodexo) at (931) 263-4390 for catering needs.

ºüÀêÊÓƵ and License Information

Pre-recorded audio and video content — including CDs, DVDs, Blu-ray discs, and streaming services — sold or rented in the United States is licensed for home use only. Public performance of copyrighted works requires a separate public performance license from the copyright owner.

Under U.S. ºüÀêÊÓƵ law, a "public performance" includes any performance at a place open to the public, or any place where a substantial number of persons outside of a normal family circle is gathered (U.S. Code, Title 17, Section 101). This applies regardless of whether admission is charged.

Violating U.S. copyright law may result in statutory damages, forfeiture of equipment, attorney's fees, court costs, and potential fines or imprisonment.

Common questions:

ºüÀêÊÓƵ information adapted from Public Performance Videocassette Programming with Swank Motion Pictures, Inc.

Important Contacts