ONLINE FACILITY REQUEST
In order to ensure proper facility reservations on campus, you must first submit a Facility Request Form from the Office of Student Development, located in North Shepler, Room 314 or you may use the link above to submit a request online. Requests must be received TWO WEEKS prior to the date of the event to allow time for approval. Normally, requests will not be accepted if the two-week deadline has not been met. Please keep in mind that requests are normally processed on a first-come, first-served basis. However, University-sponsored events may take precedent over events sponsored by outside organizations.
Remember:
Complete all the information requested on the form. You may only put one event per form, although the event may span numerous days. Please report all dates on the form or attach a separate sheet listing all of the days. Requests cannot be processed if any information is missing. The estimated size of the audience and an original signature from the organization's sponsor are required for approval.
If your event requires a special set up with tables and chairs, please sketch the set up on the form or attach a separate diagram. Floor plans and model set-up options are available from our office.
Please indicate on the request whether your event will require food services. Sodexho is the exclusive caterer for functions on the University campus. For price information, please contact Sodexho at 581-2384.
Requests will be returned to you after appropriate personnel have signed the form and Student Development gives the final approval. Your request is formally approved when you receive the signed form. The University accepts no responsibility for publicity posted prior to formal approval. The requestor assumes all risk.
If you have a valid reason for not being able to submit your request within the two-week deadline, the Student Development office may grant approval to walk-thru your request. Walk-thru requests are done at a minimum and require the organization to obtain all needed signatures from personnel before the Student Development office grants final approval and logs the event in the computer system. Please be advised that the organization is responsible for any requests left with departments waiting for a signature.
Once again, requests are normally processed on a first-come, first-served basis. However, University-sponsored events may take precedent over events sponsored by non-University organizations and demand may have some bearing on events in large facilities like the Shepler Mezzanine.
Fees for facility use vary by building and rooms. On-campus University sponsored organizations may generally use facilities free of charge (examples of exceptions include the fee for Theatre technicians and the use of the Theatre for events that charge an admissions fee).
Please contact the Office of Student Development at (580) 581-2209 or stop by the office if you have any questions about the facility reservation process. Our goal is to assist you as much as possible to ensure your event is approved and properly put on the calendar.
