Events at the Student Union

Event Services is the office that coordinates reservations and event planning for the Student Union. It is located in SU 312. The following information is to be used as a general guide for RSOs to assist in planning events, but is not inclusive of all guidelines of the Student Union or its related facilities.

Event Services Office Hours
Open 8am-5pm, Monday through Friday

Other Facilities (besides the Student Union) the Event Services Office Coordinates
Ferrell Auditorium and Courtyard, Memory Mall, and Reflecting Pond.

General Guidelines
Please remember that Event Services can only serve you to the extent of the amount of information you provide them. An Event Planner will assign you a room based on your needs. In order to maximize the usage of the facility, the Student Union reserves the right to reassign rooms, when necessary. You will be contacted when any changes are made to your room assignment.

The sponsoring organization is responsible for leaving the room in the same condition as when the meeting/event started. Any damage or loss to the rooms or equipment will be the responsibility of the sponsoring organization. Meeting rooms will be locked when not in use.

Visit the Information Desk for any questions or call at (407) 823-0001.

Room Reservations
Event reservations may be made one year in advance. RSOs can book consistent weekly/bi-weekly meeting space in the Sudent Union (see RSO Room Block Policy) beginning the week before every Fall and Spring semester. To make a reservation in the Student Union, you will need to be an “authorized” officer of a student organization registered with the Office of Student Involvement. Authorized officers (up to four) indicated on the most recent Update Form are the only members that are allowed to make reservations on behalf of the group. Any non-registered student organization will be charged an affiliate rate for usage of the facilities. This also includes student organizations that were registered at the time the reservation was made, but are not registered at the time of the event.

Groups going through the constitution approval process are allowed one reservation prior to gaining approval through OSI.

Admission Fees
Because RSOs receive free use of Student Union facilities (from SGA funding), RSOs may notcharge an admission fee for events held in/around the Student Union or in any facility reserved via Event Services. If RSOs want to charge an admission, they will be charged the affiliate rate for Union reservations.

Cancellation/No Show Policy
You are responsible for contacting the Event Services Office to cancel your event. Cancellations are required no later than 72 hours prior to your scheduled event time. If you fail to cancel your reservation, and do not utilize the room reserved for your event, you will be charged the affiliate room rate for that space. You will have 10 days to pay all fees incurred. Failure to do so will result in a cancellation of all current reservations and future reservations will not be allowed until the balance is paid.

Decorations
The Student Union will not permit affixing anything to the walls, floor, or ceiling with nails, staples, tape, or other means. Candles must be floating in water or enclosed in a hurricane type holder; no exposed flames are permitted. Please consult the Event Services Office for assistance and approval of the display of all materials.

Banners
See Banner Policies for more information.

Alcoholic Beverage Functions
Before hosting events with alcohol, RSOs must get approval from the Student Union. A SAFE Form(see below), must be completed at least 15 days before the event. No alcoholic beverages may be brought into the Student Union from outside sources. All liquor must be confined to your reserved function space. See the Golden Rule (Alcohol and Other Drug section, Office of Student Conduct section, and Office of Student Involvement section) for information on campus functions with alcohol.

SAFE Form
RSOs must have a SAFE Form completed (with all signatures) least 15 days prior to an event that might possibly result in some degree of harm to persons or defacement/damage to property. This includes, but is not limited to, events with alcohol, outdoor events, events that have outside catering, events that require police, Physical Plant requests, and activities that may garner more than 200 people. See the Golden Rule, Office of Student Involvement section and the formfor more information. When in doubt on the form’s necessity, ask OSI. Once all fields are completed online, bring the form (signed by the advisor and facility coordinator) to OSI at least 15 days prior to the event, which will submit it to other offices so as to obtain all signatures that fall below the advisor’s and facility coordinator’s.

Catering and Menu Selections
Approved Student Union catering services and their menus are available on the Event Services web site and in their office. No food may be brought into the Student Union from outside sources. All RSOs will receive a 20% discount from the regular catering menu prices, but must still pay taxes (unless the group is tax-exempt, in which case that paperwork must be provided). Final counts and payment must be submitted no later than 3 business days prior to your event. All orders and payment must be placed through the Event Services Office, not through the vendor directly. Note: Pre-Packaged snack foods and beverages with a value of $50 or less are permitted in the Student Union, with prior approval at least 3 days in advance of the event, from an Event Planner.

Food Donations
The participating vendor must submit to the Event Services Office a letter (3 weeks in advance of the event) specifying the specific foods being donated and a copy of the vendor’s insurance (also at least 3 weeks in advance). This option is only available if the outside vendor is catering; not for items, the organization must pick up from the vendor.

Patio Space Reservations

See more on Patio Space Reservations
Reservations will be on a first-come, first-served basis. Outdoor chairs and tables can be provided. No food will be allowed outside unless purchased from an approved Student Union caterer. In the event of inclement weather, the Student Union holds the right to cancel patio space. All distributed materials (including flyers) may only be handed out from your reserved location. Informational distributions must be directly related to RSO operations and not conducted by an outside entity.

Fundraisers
Student organizations cannot hold bake sales on Student Union grounds. Additionally, student organizations can only sell non-food items that don’t conflict with Union vendors ONLY if they pay for a table during Market Day.

Outdoor Sound Policy
Amplified sound will only be permitted on the south patio stage with a reservation. It may begin at 12:00 pm and end no later than 2:00 pm, Monday through Friday. A full sound policy is available in the Event Services Office for your review.

Additional Guidelines
See the Event Services webpage for additional information on food, sound, and other Student Union policies. There are other policies regarding events on-campus, and most of them are discussed in the Golden Rule. See Campus Event Policies (below) for more information on SAFE Forms, alcohol at events, and solicitation on campus.