Room Reservation Information

Reservation Guidelines

• The University Center staff wishes to maximize its service to all users. To facilitate the best possible service, complete and accurate information must be provided when reservations and set-up information are submitted. Last minute changes and additions will be accommodated only as possible.
• All spaces in the University Center must be reserved through EMS at least 3 working days prior to the event. Space for large events with complex set ups should be reserved at least 10 working days prior to the event. Catering services should also be arranged at least 10 working days prior to event. Please note: Same day and last minute reservations will be accommodated only as space and staffing permit.
• Available spaces include: Conference Rooms A, B, C, D, Alumni Room, Goelz Room, Student Lounge Conference Room, Foyer Area, Dining Facilities, Second Floor Bridge (for banners), North Patio, and West Landing.
• Reservations are usually not made for any regularly scheduled academic class.
• Reservable spaces outside the University Center include: Chaminade Field, Java City Amphitheater, Quad, Treadaway Seminar B, Treadaway Seminar C, Santa Maria Plaza, AT&T 108, University Bell Tower and Pecan Grove. All reservations for classroom space must be made through the Registrar's Office. Athletic and intramural spaces must be reserved through the Athletic Department and Campus Recreation, respectively.
• Room Condition: The organization and/or individual making the reservation is responsible for leaving the room in the same condition as when the event began. Misuse or abuse of rooms may result in future loss of reservation privileges and/or charges for cleaning and resetting of the room. Groups are responsible for notifying University Center staff when they vacate a facility if there is University equipment in the room.
• Cancellation: When cancellation of a non-catered event is necessary, please notify the Scheduling Manager (431-8087) as soon as possible. For catering cancellations, please notify ARAMARK (436-3609) directly. Notifications are necessary to adjust staffing schedules and keep accurate records on the use of our facilities. Failure to provide notification of cancellation for events on a repetitive basis may result in room charges being assessed.
• Room rental fees: Room rental charges will be levied in accordance with the University Facilities Fee Schedule. Deposits are due at the time the reservation form is submitted. Rental fees are due at the time of the final walk-through for the event. Events scheduled for hours other than normal operating hours are subject to approval by the University Center Director and early/late access fees.

Types of Reservations

• Series Reservations: These are scheduled meetings that occur on a regular basis in the same room. Examples include a student organization meeting or a University committee meeting.
• University Sponsored Events: These are events that are for the benefit of the entire University, not just one primary organization or department. Examples include a dance, the presentation of a lecture, a talent show, or a film series.
• University Organization/Department: These include "Invitation Only" events that are not open to the public. Examples are a private meeting of an organization or a social event for "members only"
• Alumni Events: These include meetings held by alumni on campus. Examples include meetings of the Alumni Executive Committee or an alumni reception.
• Conference Services Event: These are events sponsored by a member of the University community for the primary benefit of outside users.
• Outside User Events: These include any event hosted by individuals who are not members of the St. Mary's University Community.