Lancelot Thompson Student Union

Priority

Reservation requests are processed according to the following priority:

1. University of Toledo Administration
2. Student Organizations & University Departments
3. Affiliates
4. External Groups

Requests are processed in the order they are received.

Lead Time

Requests should be submitted at least 14 days prior to the event.

Requests submitted less than 14 days before an event cannot be guaranteed to be processed in time.

If University Administration requires use of a space that has already been reserved, the Student Union will work with the reservation group to relocate or reschedule the event to the next best available space or time.

Cancellations

Written notice of cancellation must be submitted at least 72 hours (3 business days) before the scheduled event.

Please email SUReservations@utoledo.edu with:

• Your name
• Reservation group name
• Confirmation number
• Event date
• Reason for cancellation

You will receive an email confirming your cancellation at no cost. 

A $50 cancellation fee will be assessed for cancellations made within 72 hours of the event.

To help us better serve all groups, we reserve the right to cancel or limit future reservations for groups that repeatedly reserve spaces but do not use them. 

Room Setup & Event Guidelines

Setup Changes

All room setups and furniture changes must be completed by Student Union contracted staff.

Guests should not move tables, chairs, podiums, etc. If adjustments are needed, please contact the office for assistance.

Decorations

• Glitter and confetti are not permitted.
• Balloons containing confetti are only permitted if the confetti remains fully contained and is properly disposed of.
• Cleanup fees will be assessed if glitter or confetti requires staff cleanup.
• Tape and adhesive materials are not permitted.
• Damage charges will be assessed if tape or adhesive materials are used on walls or other surfaces.

Catering & Food

Groups are responsible for coordinating all food arrangements with Crave Catering, the University's preferred catering provider. 

• Crave Catering has the first right of refusal for all campus events. 
• A Food Waiver Form is required for any outside caterer or outside food.
• Catering or food orders exceeding $1,000 must be placed through Crave Catering.
• For events that include catering and linens, tablecloths will be provided and are required for use.

Parking

The Student Union does not manage campus parking and is not responsible for any parking violations.

Groups reserving space are responsible for communicating parking information to their guests.

All campus parking is regulated by Park UToledo. Please refer to Park UToledo for current parking information. 

Questions?

If you have questions regarding reservations, protocols, or your upcoming event, please contact the Student Union Reservations Office at 419.530.2931 or sureservations@utoledo.edu.