SUBJECT: UNIVERSITY UNION
APPLICABILITY: TOTAL UNIVERSITY
Reservations and Reservable Space
- All reservations for Union facilities including the outside areas of the Shrader Pavilion, Patio, Portico and Lawn 1, 2 and 3, must be arranged through Scheduling Services located in the University Union, level 2. Office hours are 8:00 a.m. to 5:00 p.m. Monday through Friday. After hour appointments are available upon request.
- Reservations for space in the Union are available on a first come, first served basis.
- Tentative reservations must be confirmed or released within ten (10) business days of the original request. No more than two (2) tentative dates may be scheduled for the same event.
- Reservations remain tentative pending receipt of deposit. A deposit in the amount of full room rental is required to confirm a reservation. Reservations may be confirmed with a University account number, cash, check or credit card.
- Deposits for the Silver, Golden or Diamond Eagle Suites are non-refundable. Deposits for the Hann, Ponder, Abney, Lyceum and level 4 rooms may be refunded if the reservation is cancelled more than twenty (20) business days in advance for registered student organizations and forty (40) business days in advance for all other groups.
- Estimated total balance for an event is required by 12:00 O’Clock noon three (3) business days prior to the day of the event. Failure to comply with the payment schedule may result in the cancellation of the event. Final billing will be sent within ten (10) business days of the event. Final payment is due within ten (10) days of the date of final billing.
- Student organizations must comply with Union policy regarding registration to be eligible to reserve space in the Union. If a registered student organization’s event is co-sponsored by a department, the department contact name and telephone number must be listed on the Event Planner and an account number provided. All charges for co-sponsored events will be billed to the sponsoring department’s account number at departmental rates. A cooperative sponsorship does not guarantee an exemption from charges for labor, equipment or room rentals.
- In order to accommodate as many users as possible, the Union reserves the right to adjust space assignments according to the number of guests expected and the type of event. Adjustments to space assignments will be done only upon consent of the group’s contact person and with adequate advance notice so as not to negatively impact the event.
- All personal and supplier effects are to be removed at the end of the event. Liability for damages or conditions requiring additional cleaning of the reserved space will be charged to the individual or group named as responsible party.
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