Room Rental
Using Rooms in Academic Buildings
Reservations
- Registered student organizations can reserve classrooms for free
by applying in person each semester at Academic Facilities, Room 246 Administration.
- Reservations are made on a first-come, first-served basis.
Recurring reservations are honored if a member of the group signs
in on the reservation extension list each week the group plans to
meet. The list is located in Academic Facilities, Admin 246.
- Academic programs have priority, so student groups may be assigned
a substitute room for one evening when academic instructors need a
particular room for an examination, seminar, etc.
- Academic buildings are not available for use by student groups on
weekends.
Regulations
- Student groups are expected to leave classrooms as they find them.
Any group leaving a room in poor condition will be charged a minimum
$25 fee for extra custodial service.
- Student groups should conduct activities quietly since academic
classes may be nearby. Complaints from instructors may result
in the cancellation of a reservation.
- Students are to leave academic buildings by 10 p.m. Exceptions must
by approved in advance by Academic Facilities.
- Students must present a student identification card if requested
by a university official.
- Students should report any unusual occurrences to University Police,
742-3931.
Violations
- Disruptive behavior may result in a group being escorted from the
building, canceling of the reservation, and/or other disciplinary
action.
Using Rooms in the Student Union
Reservations
- Registered student organizations can reserve rooms in the Student
Union including the Allen Theatre for free by contacting the Student
Union Main Office, 742-3636. Please note there are labor costs
associated with reserving the Allen Theatre nad the Basement Theatre.
- Organizations can have up to three room reservations on the books
at any one time. Additional reservations must be approved by the Student
Union Director or Assistant Director of Operations. As soon
as any one reservation has been utilized, the organization can schedule
another reservation.
- The Student Union Main Office reserves the right to assign the most
appropriate room to an organization for their specific needs.
Cancellations
- If the room will not be used, the organization must notify the Student
Union Main Office to cancel the reservations.
- All cancellations made within a period of less than 48 hours of
the event will be required to pay the full rental of the room or a
$15 fee for student organizations that would normally rent the room
for free. The period is extended to 96 hours for the Ballroom,
Matador Room and Allen Theatre.
Regulations
- Organizations can only reserve free use rooms for their own use;
they cannot represent any off-campus group or university department
unless the organization is a direct affiliate of the department or
organizations, or the sponsorship furthers the purpose of the organization.
- Outside groups are not allowed to be sponsored in the Student Union
for financial gain. A financial liability form must be completed
by the sponsoring group at the time of the reservation. This
form should make clear the relationship between the organization and
the outside group.
- Rooms should be left in reasonable condition. Failure to adhere
to these rules can result in the loss of free room use.
Specifics
- If an admission will be charged for an event or donations will be
collected during room use, the student organization must have a solicitation
form completed and approved through The Center for Campus Life, Suite
201 Student Union Location. A copy must be given to the Main Office
as well.
- Any room usage during hours when the Student Union is normally closed
must be approved by the Student Union Assistant Director and will
include a charge of $30.00 per hour or partial hour.
- Arrangements for food can be made through University Caterers. Groups
are not allowed to bring food into the Student Union because of the
Student Union's agreement with University Caterers.
- Bills must be paid to the Student Union within 60 days after the
event or the organization will not be able to reserve space in the
building.
For complete
guidelines, refer to the Student
Affairs Handbook, 2002-03, Part VII, Use of University Space,
Facilities, and Amplification.