Reservations Policies

All arrangements for use of the Union facilities must be made through the Student Union & Activities, Central Reservations Office.

Reservations must be made a minimum of three (3) working days prior to your event. Student Organizations or conferences may reserve Union space up to five (5) academic semesters in advance of the event. All other customers may reserve Union space up to three (3) academic semesters in advance.

All facility requests from recognized student organizations must be made by an officer or a faculty/staff advisor of that organization whose signature is on file with the Student Union & Activities, Office of Student Activities. The individual making the request accepts responsibility for the event and must be in attendance.

The Central Reservations Office must receive notice of cancellation at least 24 hours prior to the date of the event. In all cases, the sponsoring individual/organization assumes financial liability for all direct labor costs incurred as a result of the event prior to its cancellation. For Student organizations and affiliated users; three missed cancellations may include a ten-dollar fee and loss of room reservation privileges. For conferences and non-affiliated users; failure to notify the Central Reservationist of a cancellation will result in forfeiture of all payments.

There are no facility rental fees charged to recognized student organizations or to University academic and administrative departments. All individuals/organizations will be charged for special room set-ups – room arrangements that differ from the standard set-up – and for all setups in the Volstorff Ballroom.

Facilities Use by Private Parties Board of Regents Policy