Reserving a Room: Student Clubs and Organizations

When can I reserve a room?

Officially recognized student clubs and organizations may book room reservations up to one semester in advance. Recognized student groups may begin booking space for their clubs and organizations at the end of April for the following Fall semester. Student groups can begin reserving space for the Spring semester at the beginning of November. Groups may book rooms each semester as needed on a first come basis.

Who can reserve the rooms for my group?

Only the President or Treasurer of the recognized student organizations can make reservations or changes to reservations for their recognized student group or organization.

What rooms are available?

A variety of rooms are available for use by student groups: small meeting rooms, midsize lecture rooms, or multipurpose rooms are available. The Arizona Student Unions will strive to assign the preferred room. Room assignments are posted outside the meeting rooms and at various locations throughout the SUMC. An agenda of daily events is also posted at the SUMC Information Desk and on the Arizona Student Unions web site at www.union.arizona.edu/rooms. The Student Union Memorial Center reserves the right to reassign rooms to serve the greatest number of programs and services.

Are there fees for rooms in the SUMC?

Meeting Rooms:
All Recognized student groups are allowed two preset meeting rooms per week, with a two-hour limit per meeting, at no charge. Room charges apply to any student group who exceeds the weekly allotted rooms or the two-hour time limit. All student groups and departments charging an admission fee for their events will be assessed a room charge.

Ballrooms:
There is a rental fee for ballrooms and larger rooms where setup is required. All fees are due and payable within 30 days of the event. Please refer to our list of available Student Union rooms and charges.

Groups that misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately and may have their reservation privileges suspended. These determinations are made by the Director of the Arizona Student Unions.

Will my reservation be confirmed?

Many times there are waiting lists for organizations needing space. To be most effective in coordinating space availability, it is important that groups choosing not to use their scheduled room notify the Event Planning office so we may reassign the space. The Event Planning office will confirm requested reservations by fax, telephone, mail, or email. The reserving group’s faculty advisor or president will be required to sign the room confirmation agreeing to the policies and procedures of the Arizona Student Unions and return the signed confirmation to the Event Planning office within (2) days of receipt. Catered meals will receive a confirmation when the menu for the event has been submitted to the Event Planning office.

What if I need to cancel my reservation?

Five (5) working day’s notice is required to cancel a general meeting room reservation in the Student Union Memorial Center to avoid penalties on future room use. Groups who cancel their reservation with less than 5 working days before the event will be given only one (1) late cancellation without penalty. The second time a group fails to give sufficient notice to cancel a space, their privilege to reserve rooms in the Student Union Memorial Center will be forfeited for the remainder of the semester.

What if my group doesn’t show up for our scheduled reservation?

Student Groups will be given only one (1) “No show” per semester without penalty. The second time a group fails to give sufficient notice to cancel a space, their privilege to reserve rooms in the Student Union Memorial Center will be forfeited for the remainder of the semester.

I want to reserve an Arcade Table.

Eligible Student Groups may sign up for a table in the Arcade area located on the North plaza of the Student Union Memorial Center to the south side of the planters. Setup includes 1- 6' table with two chairs. Student Organizations may reserve arcade space up to (5) five times a month on a month to month basis. Sign-up for the Arcade tables is located in the Event Planning office.