plan an event at the student union

general public, faculty/staff, students (not organizations)

Looking for a unique venue in which to hold your next event?  You’ve come to the right place.  Whether it’s a meeting, seminar, staff retreat, company dinner, conference, wedding reception, prom or recognition dinner, we have the space for you.

If this is your first time visiting our site, Welcome!  If you’ve been here before, Welcome Back!  In order to insure that you have the best event possible, we’d like to give you some easy to follow instructions for holding your event.  If at any time you have questions and would like to speak with someone, simply call us at 419-530-2931 and we will be happy to assist you.

 What Information Do We Need In Order To Help You?

1. What is the event (reception, meeting, conference, etc).
2. What date would you like (be sure to have a couple of alternative dates in mind, just in case).
3. How many people are you anticipating (this helps to know what size room you will need).

Once we have the answers to these questions, we can guide you on what room best fits your event.  If you’ve used our rooms before and have an idea of which room you would like, that is also helpful.

Costs

All room rental costs are based on the size of the room, what your set up needs are and what the event is.  For a breakdown on basic room rental rates please call (419) 530-2931 or stop by the office and pick up a brochure.

What Forms Will You Need to Fill Out?

Weask that you fill out the Application for Non-Affiliated Use of Facilities form.  Bank references are only needed if the event is open to the public and a fee is being charged the public to attend.  Once we have all the information we need, we will send out a reservation contract for you to sign and return. 

Deposits

You will be required to send in a deposit equal to half the rental rate with the contract that you receive in order to hold the date.   This amount will be stated on the contract along with a date when the contract and deposit need to be returned by.

Security

Will security need to be here for my event?  If the event involves alcohol or the collecting of money at the door, chances are that yes we will need to have security there.  All reservations are sent to our Campus Police office and they make the determination as to whether or not an officer should be there.   The number of officers depends on the event, how many people are projected and what is involved.  Our office will inform you if officers are needed and what the approximate cost will be.

What About Food?

Our on campus catering office, Aramark Dining Services, will be happy to assist you with your planning needs.  They will work with you on menus and prices to fit your budget.  If you wish to have bar service, they can assist you with that as well.  Please note that no outside alcohol of any kind is permitted on campus.

Ifyou want to provide a meal for your guests but don’t want a sit down meal you might consider a meal card that can be used at any dining area in the building including the Candy Counter and Convenience Store.  The Student Union has 5 fast food restaurants (Subway, Pizza Hut, KFC, Magic Wok and Backyard Burger), an All You Can Eat Buffet, a sit down Mediterranean Restaurant (Phoenicia), Starbucks and Cyber Fresh (a sandwich place).  You can determine the amount that goes on the card and then your guests can decide what they will eat.

Ifyour event is a meeting and you are looking for “break” food, the Candy Counter and Convenience Store have bottled beverages and prepackaged snack items at very competitive pricing.

Equipment Needs

The Student Union has a wide range of equipment for your event from LCD projectors to DVD/TV combo’s to staging and tables and chairs.  Please request an equipment list for details.

Special Services

The Student Union has a variety of special services available to you.  Rocket Copy, our copy center, can assist you with all your photocopy, faxing, laminating and banner needs.  They also can provide balloons for your centerpieces or gift items for your speakers, raffles, prizes or as accents.

Parking

Parking is available on campus for your special event.  If you would like a lot reserved, that may be a possibility as well.  Please call for details.

Are you a Promoter?

We welcome event promoters to our facility for entertainment events as well.  All events will need to be approved in advance of renting the space.  To get started, simply fill out the Application for Non-Affiliated Use of Facilities. 

Table Rentals

 

Are you a business that has an item you would like to sell on campus?  We provide table rentals for just $75 a day plus tax.  What a great way to introduce a new item, or introduce your business to the campus community.

All items need to be approved and no food items are permitted.