How to Reserve the Student Life Events Center
Click here to submit a reservation request for the Student Life Events Center. The reservation process opens at 8 a.m. on Friday, August 1, 2015.
General Guideline for Space Reservation
The Office of the Dean of Students, located in Student Services Building, Suite 403, is responsible for reserving and coordinating the use of The Student Life Events Center (Annex I). Facilities are reserved in the order in which requests are received, with first consideration given to institutional needs and major annual events, followed in order by requests from registered student organizations, University departments and organizations, and non-University clients. We reserve the right to assign, and if necessary, reassign facilities considering the size of the group, type of program, and space available to assure the maximum and most appropriate utilization of space. We also reserve the right to deny a space request if it does not support the mission and purpose of the University. In addition, student organizations must be approved through the Student Activities and Events (SAE) and follow SAE student organization event guidelines.
The Student Life Events Center Event Planning and Reservations staff, appointed by the Dean of Students Office, will serve as the event planner and will assist clients with permitting, delivery arrangements, and ensure the availability of adequate utilities to support the event.
The Student Life Events Center is largely supported by a student event staff including building managers and technicians. Each event will be assigned the appropriate number of student staff to best support the activities. The hourly rate for the student staff will be charged to the sponsoring organization (see venue fee structure).
Eligibility for Use of Facilities
In order to reserve The Student Life Events Center (Annex I), a client must be a member of one of the following categories:
Student Organization: Properly registered with the Student Activities and Events (SAE). A student organization that is in the process of forming is granted space privileges for 30 days from the time of its initial registration with SAE to the time of its official registration or the end of the 30 day initial registration period, whichever comes first. Student groups not registered with the SAE will be considered a non-University organization. In most cases, the facility charge will be waived for the use of the room(s) requested. However, the organization will be held responsible for any and all event support staff and services.
University Departments/Organizations: Must be officially recognized by the University. In most cases, a discounted facility rental charge will be levied for the use of the room(s) requested. However, the department will be held responsible for any and all event support staff and services.
Non-University Groups or Individuals: Any group or individual that does not qualify in any of the foregoing categories. In most cases, a facility rental charge will be levied for the use of the room(s) requested and all event support staff and services.
Priorities and Timing for Submission of Reservation Requests
First consideration for use of The Student Life Events Center (Annex I) is given to institutional needs, such as those events related directly to enrollment, academic success, and University tradition (e.g., Homecoming, Spirit Week, Leadership Symposium, Sneak Preview, Orientation/Registration, Welcome Days). Second consideration will be given to major, annual, campus-wide events. Determination of which events are considered major annual events will be made by the Dean of Students, or the Dean’s designee, in consultation with the Vice President for Student Affairs/Enrollment Management.
After the space requirements for institutional needs and annual major University events have been met, requests for reservations are filled in the order in which they are received following a schedule of access based on user category:
- First: Student Recognized Student Organizations
- Second: University Departments/Organizations
- Third: Non-University Groups or Individuals
Reservation requests for events considered to be institutional needs will be accepted at the time those dates are established.
Reservation requests for major, annual, campus-wide events may be submitted up to three years prior to the requested date(s).
For regular reservation requests, student organizations may begin to submit reservation requests for The Student Life Events Center (Annex I) for the following academic year starting May 1st. All student organization events are subject to approval by SAE.
Events that are planned throughout the academic year should be reserved at least 60 days in advance of the event date with an initial planning meeting between the client and The Student Life Events Center Event Planning and Reservations staff meeting at least 15 working days prior to the event to facilitate the planning process.
The event must be confirmed (finalized) for projected attendance, facility setup, publicity approval, and Audio/Visual needs no later than five business days prior to the event.
At the time of the reservation, clients will be asked to submit an online reservation form which will ask for all relevant event information such as the group’s contact name for the day of the event, the type of group, the type of event, event title, projected attendance, dates and time of the event, total time of space reservations (including setup and clean up), setup style (Theatre, Conference, Classroom, Banquet, Other), Audio/Visual needs, and whether food will be provided. The Student Life Events Center Event Planning and Reservations staff may also require a schematic design of the event set-up.
Requests for space from the University Event Services Office will be accepted up to three (3) years in advance for summer session dates that do not conflict with dates for Orientation or other institutional needs.
Reservations for University-sponsored conferences to be held during the fall or spring semesters will be accepted up to one year in advance.
Non-University sponsored conferences that are not coordinated by the University Event Services Office will be permitted to submit requests for space up to two years in advance. Such requests will be subject to special review by the Dean of Students, or the Dean’s designee.
The Student Life Events Center (Annex I) may be placed on “hold” for a period of up to ten business days. Failure to confirm a request by submitting a completed request form within the ten-day period may result in cancellation of the “hold” status. The room may then be assigned to another party.
A “hold” reservation may be challenged by a group definitely planning an event and in need of the same space. At the time the “hold” reservation is challenged, the group with the “hold” reservation must either confirm its intention to reserve and submit a completed request form, or release the space.
If a client requests to reserve the Student Life Events Center (Annex I) which is already reserved by another client for a certain time period, the client may be placed on a waiting list for the facility. If the facility becomes available at a later time, The Student Life Events Center Event Planning and Reservations staff will contact the client to determine their interest in reserving the facility.
The Student Life Events Center (Annex I) staff may not be able to fulfill reservation requests received less than one week prior to the proposed event. If the space is available, it may be assigned, but special services may not be available. Special services include room arrangements or requests for audio-visual equipment.
Right to Reassign or Terminate
The Office of the Dean of Students reserves the right terminate space for an event when circumstances demand.
Reservations for the Student Life Events Center (Annex I) must be cancelled at least 30 days prior to the scheduled usage date.
Failure to cancel reservations in accordance with this policy may result in charges equal to the full-day facility rate, and/or loss of reservation privileges.
Failure to Cancel
If the Student Life Events Center (Annex I) is not used and was not canceled in accordance with the timeline under “Cancellation,” University clients will be responsible for associated fees as stated on the most recent confirmation issued to the client. Clients will also receive a written warning. A second such occurrence may result in loss of reservation privileges for the remainder of the academic year, in addition to the associated fees.
Non-University clients who reserve the Student Life Events Center (Annex I) but do not use and do not cancel will be responsible for all associated fees as stated on the most recent confirmation issued to the client.
Private Social Events
The Student Life Events Center (Annex I) may be reserved by non-University clients for private social events such as class reunions, banquets, dances, and other events. The following policies apply to private social events in the Student Life Events Center:
- If available, the room may be reserved the day before the event for the purpose of decorating or otherwise preparing for the event. There is a 50% discount on the facility rental fee for the additional day in this situation.
- The actual event must end by 10 PM. If additional hours are required or if the event runs past 10 PM, overtime charges will be in effect in accordance with the regular overtime charge schedule.
Any charges incurred for University department-sponsored events will be billed to the sponsor’s accounting code (Fund/ Department/Program). A copy of the bill will be sent to the sponsor following the event. A valid accounting code will be requested at the time the reservation request is received. If the University organization does not have an accounting code, a valid credit card number (MasterCard, Visa, or Discover) must be placed on file with the Office of the Dean of Students.
Non-University sponsors are required to pay facility charges in full at the time the facility reservation is made. A reservation will not be considered confirmed until payment is received. Facilities may be held for up to ten business days after the initial reservation is made. If payment is not received by the end of the ten day period, the facility will no longer be considered to be held or reserved, and may be reassigned. A valid credit card number (MasterCard, Visa, or Discover) must be placed on file with the Office of the Dean of Students. No charges will be made to the credit card unless the sponsor fails to pay on time.
Non-University sponsors and University organizations without an accounting code will be billed 10 days before their event for any non-facility event charges, including expected costs for audio-visual (equipment and staffing), special services, and other charges. Payment must be received at least 3 business days prior to the event. The final bill will be sent within two weeks after the event, and will include any additional charges incurred on-site.
This final bill must be paid within 30 days of the date it is issued. Failure to pay within this time frame will result in charges to the credit card number on file.
If an event is cancelled after the facility payment is received, the sponsor may receive a 75% refund of the facility fee provided that notice of the cancellation is received 31 or more days prior to the first date of the reservation. There will be no refund if the cancellation is received 30 days or less before the first date of the reservation.