We are dedicated to making the reservation process for your student organization events as smooth as possible. The following steps and guidelines should be followed when planning an event on campus.
Reservations should be made MINIMALLY twenty-one (21) days in advance.
Refer to the Student Organization Operating Manual for full guidelines and stipulations.
1) Determine your desired space. Refer to the Student Organization Operating Manual for a list of available space.
2) Depending on the desired location of your event, begin the reservation process as follows:
STUDENT UNION, DOERMANN THEATER, LIBBEY HALL,
FLATLANDS or CENTENNIAL MALL
Fill out the Student Union Event Request Form and submit it to:
Student Union Administrative Office
Student Union, Room 2525 (Phone: 419-530-2931)
Contact Person: Tom Trimble
STUDENT RECREATION CENTER, HEALTH EDUCATION CENTER
or CARTER FIELD
Contact the Office of Recreation and complete the reservation form reservation form online. A $25 reservation fee will apply.
Or, stop by the REC Center Room 2112 (Phone: 419-530-3705)
ALL OTHER ACADEMIC BUILDINGS
Fill out the Student Organization Academic Room Request and submit it to:
Office of Student Involvement
Student Union, Room 3504 (419-530-4944)
3) Once the appropriate request and paperwork have been submitted to the offices as listed above, the staff will make the room reservation for you and initiate the approval process. Depending on the nature of your event, this may include needed approval from UT Dining Services (food waiver), UTPD, Grounds, Risk Management, etc.
4) Once all approvals have been received, your reservation will be confirmed and you will receive a confirmation email. The confirmation email will include any stipulations, requirements, and/or information about additional paperwork needed before your event can take place. It is the responsibility of the student organization leaders/representatives to ensure all stipulations are met according to the deadlines set forth in the confirmation email. If they are not, your room reservation will be cancelled.
If your event is a dance, concert, party, after-party, or other event that could be classified as a Social Event according to the Social Event Policy published in the Student Organization Manual, you MUST also submit the Social Event Form 21 days in advance to 3504 SU.
5) Additionally, it is the responsibility of the student organization leaders/representatives to make appropriate arrangements with the Student Union, Facilities/Grounds, Police, Outside Vendors, Caterers, and other pertinent parties regarding details and logistics of your event.