Reservation Guidelines

Room Reservation Checklist (Non-Community Members/Conference Services)

The purpose of this checklist is to assist you in planning a successful event without delays caused by submitting incomplete forms. Please note that all items listed may not be applicable to your reservation.

1. Submit 1/3 of the total fee as a Non-Refundable deposit along with a room reservation form to guarantee the date and facility. Facilities are reserved on a first-come, first-served basis. Please make checks payable to St. Mary's University.
2. Submit balance of rental fee 3 days prior to event date to Susie Chavarria, Operations Assistant, (210) 431-5095. Mailing address is St. Mary's University, Student Life Office, Operations Assistant, 1 Camino Santa Maria, San Antonio, TX 78228-8583.
3. Schedule an appointment with Operations Assistant for set-up and final attendance at (210) 431-5095. This must be done 7-10 days prior to event date.

Cancellations

When cancelling an event, you must notify the Scheduling Manager seventy-two (72) hours prior to event at (210) 431-8087. Failure to do so will require payment of room rental fee in addition to forfeiture of deposit. Please refer to #1 of the St. Mary's University Guidelines for Facility Reservations & Usage handout (see back of Reservation Request Form).

Decorations

Before purchasing your decorations, you must receive approval from the University Center Director or designee. Glitter, icicles, confetti, rice, birdseed and potpourri are strictly prohibited in and around the University Center. Candles may be used ONLY if placed in a glass container such as a hurricane lamp or ivy bowl. (Decorations Policy)

Catering

For catering needs, contact ARAMARK Food Services at 436-3609. ARAMARK has exclusive rights to ALL on-campus events. ALL alcoholic beverages sold or served on campus (this includes the University Center, outdoor facilities, and other buildings) must be sold and served by ARAMARK Food Services. NO B.Y.O.B. ALLOWED. University Police will confiscate any alcoholic beverages brought onto campus.

Event Security

Contact University Police, 431-6755, for security. Required ratio is 1 officer per 100 guests at events where alcohol is served, sold, and/or at events identified by University Police and/or the Student Life staff. Please refer to #4 of the St. Mary's University Guidelines for Facility Reservations & Usage handout (see back of Reservation Request Form).

Outdoor Facilities

Contact Housekeeping, 436-3339, for table and chair rental for outdoor facilities (e.g. Chaminade Field, Quad, Softball Field, Pool and Pecan Grove). You are responsible for any costs incurred.

Contact Grounds Department, 436-3335, for set-up/clean-up of picnic tables and additional trash cans in any of the outdoor facilities listed above. You are responsible for any costs incurred.

NOTE: All indoor facilities at St. Mary's University are smoke free.
Smoking is only allowed outside.