Hinckley Center Building and Event Policies
Toggle ItemAV Needs
Many of the Hinckley Center rooms are equipped with media cabinets and projection screens or flat-panel displays. Onsite assistance for AV needs is limited. Event sponsors are welcome to schedule a time to come to the building to familiarize themselves with the equipment and ensure that their presentations will run smoothly. Make an appointment by calling 801-422-4663
Podiums and wireless and corded microphones are available.
Additional A/V needs must be scheduled with
A/V Services at 801-422-4000
Only BYU Dining Services and other university-approved caterers may provide food services for events in the Hinckley Center. In order to protect the upholstery and carpets, no red punch or food types that will stain are permitted. Potluck meals require approval from the HC coordinator and are only allowed in certain rooms. If food is served in the family room, the menu needs approval from the HC coordinator. Please provide a copy of the food order.
All caterers should deliver to the south end of the building. Those serving in the north end of the building will still access from the south end and through the basement. Please make sure the HC coordinator is aware of vendors delivering food. It is the caterer’s responsibility to clean the kitchen area that they use (i.e., wipe down all counters, tables, and equipment; sweep the floor; clean up spills; take the garbage out; etc.).
Find a list of approved off-campus vendors here.
Toggle ItemFilming and Photography
All filming and photography in the Hinckley Center should be approved and scheduled with the HC manager when scheduling your event. Students and off-campus entities may not film in the Hinckley Center. Off-campus professional photographers may not use the Hinckley Center for photoshoots. (Please see official Filming and Photography on Campus Policy https://policy.byu.edu/view/index.php?p=223)
Toggle ItemOn-site Assistance
A building host will be on duty at the front desk before and during your event. If you have problems or concerns during your event, please contact the host directly.
Toggle ItemOutdoor Events
All furniture for outdoor events should be ordered through Campus Scheduling at 801-422-3134. The Hinckley Center staff will set up the furniture as instructed by the coordinator. AV equipment for outside use should be ordered through OIT at 801-422-4000. Tent usage is limited and must be approved by the HC coordinator at the time of scheduling.
Toggle ItemPerforming Groups
Please make the HC coordinator aware of your program plans and the groups that will be performing. Heavy equipment that moves on rollers or stands on bulky legs may damage the floors. Certain dance types may not be appropriate on the hardwood floor (e.g., tap dancing). Extremely physical performances, such as dancing, are not permitted on the risers.
To ensure proper coverage, please provide the exact start and estimated stop time of your event. The HC coordinator will allow time in the schedule for setup and take down of your event. If you have specific concerns regarding setup time, please share them at the time of scheduling.
Please determine your setup details with the HC coordinator at the time of scheduling and confirm them one week prior to the event (including a final attendance count). Please do not move the furniture or rearrange the setup yourself. If you have a concern, please contact the front desk for assistance.
Toggle ItemSignage and Decorations
All event signage should be accommodated within the reserved room(s) and must be professional in appearance (e.g., no handwritten signs).
Decorations or working posters may not be hung on the interior walls or wood or be suspended from the ceiling or light fixtures. Signage should be displayed either on a table top or an easel. The flat-panel welcome screen in the front lobby may be used to specifically welcome your guests and can be arranged through the HC coordinator. Any items (other than table-top centerpieces) brought in for decoration will need pre-approval from the HC coordinator.