Lancelot Thompson Student Union

Facility Reservation Protocols

Priority & Lead Time of Reservation Requests 

1. General Order of Priority 
   1. University of Toledo Administration 
   2. Student Organizations & University Departments 
   3. Affiliates 
   4. External Groups 
2. Requests will be processed in the order received 
3. Requests should be made at least 14+ days before the start date of the event 
   1. Events submitted less than this amount of time cannot be guaranteed to be processed in time 
4. In the event the University Administration needs to utilize a space that is a part of a group’s reservation, the Student Union will work with the group to re-locate or reschedule their event to the next best suitable location or date/time. 

Event Cancellations 

1. All events must notify (in writing) the Student Union office at least 72 hours or 3 business days (Monday-Friday) prior to the start of their event. 
   1. Email SUReservations@utoledo.edu
2. Please email with your name, the reservations group name, confirmation number, date of event and reason why you are cancelling. You will receive an email acknowledging your cancellation at no cost.   
3. A $50 fee will be assessed for cancellations made within 72 hours of the event. 

Event Set-Ups & Changes 

1. All set ups and changes of furniture and Student Union equipment must be done by union contracted staff. Guests should not be re-arranging tables, chairs, podiums, etc. and instead should contact our office where the office can call for assistance. 

Decorations 

1. Decorations involving glitter or confetti are not permitted in the Thompson Student Union. This includes confetti contained inside balloons unless it is fully contained and properly disposed of. 
2. If glitter or confetti cleanup is required by staff, a cleaning fee will be assessed.
3. Tape of any kind is also not permitted, as it can damage painted surfaces. A damage charge will be assessed if tape or adhesive materials are used on walls or other surfaces during your event. 

Catering & Food 

1. It is the responsibility of the group to make all necessary arrangements with Rocket Dining whether it be the food waiver submission or request for catering. 
2. Food waivers must be submitted for any group who wants to bring in outside food for an event in the Student Union 
   1. Fill out a food waiver
3. Rocket Dining has the right of first refusal for food waivers 
4. Catering or food orders over $1,000 will need to go through Rocket Dining 
   1. Contact Rocket Dining about catering

Parking 

1. The Student Union is NOT responsible for any parking violations, and the group reserving space is responsible for communication requirements of parking to their members and guests. 
   1. All parking on campus is regulated by Park UToledo and not the Student Union 
2. Additional information regarding parking on campus from can be found on the Park UToledo website