Reservation Policies
The Essentials, Up Front
No one enjoys reading a 20-page policy document mid-planning. Here is what actually matters before you book — for outside clients, internal UA departments, and registered student organizations alike — with the full document one click away.
Three User Categories, Three Sets of Rules
The University sorts every space request into one of three user categories,
and the category sets your timeline, your paperwork, and your rate.
Find yours, then read the section that matches.
Internal UA Departments
Any unit officially recognized by the University. A valid UA account number rides with the request and carries the billing. Requests open a calendar year ahead.
Recognized by the SOuRCe
Officially recognized and currently registered with the SOuRCe, Student Union 133. Groups on hold with Student Life or not in good standing cannot reserve until that clears. Request windows open by semester.
Everyone Else
Any group or individual outside the first two. A contract, proof of insurance, and a deposit confirm the date.
Looking for a classroom or an academic building? That space is scheduled by University Classroom Scheduling, not by Conference & Event Services. Send the request our way and we will pass it along; Classroom Scheduling confirms the room with you directly.
Booking as an Internal UA Department
Internal UA departments book on a different clock and a different ledger than outside clients. Student Union scheduling handles the request; your UA account number handles the bill.
Catering & Alcohol
University Catering is the exclusive caterer – all food and refreshments at your event go through them (and they are good – see the menu).]
Events serving alcohol must comply with university alcohol regulations; your coordinator handles the approvals.
A/V & Parking
The Student Union provides A/V equipment, with technicians available (and required for the Theatre, Grand Ballroom, and complex setups).
Outside DJ and production gear is welcome by prior arrangement.
Parking is coordinated for you – charges fold into your signed agreement, no separate logistics.
Holding an indoor rain location for an outdoor booking is a $200 non-refundable fee.
Booking as a Registered Student Org
Recognized groups registered with the SOuRCe get the earliest semester windows on campus – and the tightest rules about funds, no-shows, and tabling. Read this one before you plan.
Requesting & Timing
Submit through the Space Request form – that is the route for Student Union space.
Windows open by semester: November 1 for Spring, April 1 for Fall, January 1 for Summer.
During the advance window you may request up to two separate recurring meetings (tabling excluded).
One signature event may be requested a full calendar year ahead: open to all students, central to the organization's mission, or fixed to a time of year.
Major event reservations are scheduled at least 30 business days out.
Money & Your Account
Funds covering the room rate, A/V equipment and staffing, UAPD, and any other charges must be in your UAF/SAF account by the cancellation deadline, or the space is released
One week before the event, the balance – catering, UAPD, A/V – must be secured in the group's account at the SOuRCe, or the event is subject to cancellation.
Before a major event can be scheduled, all outstanding balances to the Student Union, UAPD, and Catering must be paid in full.
You are charged for space when 3+ rooms run concurrently, a space is held 4+ hours, or you book a premier space.
RSO Cancellations & No-Shows
Cancel at least 24 hours out, and 7 days out for a major event, by replying to your email confirmation.
Three no-shows in a semester costs the organization Student Union space privileges for the rest of the term.
Concourse tables follow the same 24-hour rule, and three missed tables in a semester ends table privileges.
Cancellation and no-show fees equal the value of the space plus expenses already accrued.
RSO Tabling & Programming
Check in at the UA Welcome Center before setting up a concourse table.
No more than two recurring tabling events per week.
At least one member present for the duration, no more than three at the table, and no shouting or approaching passers-by – tables are for drop-in and informational use.
All literature must carry the UA Student Organization Disclaimer (details at the SOuRCe).
Selling food at a table requires prior written permission from Catering. · Holding an indoor rain location for an outdoor event is a non-refundable $50.
Booking as an External Client
Outside organizations, and any UA student, faculty, staff member, or alum booking a personal event. Your coordinator walks you through all of it – nothing here is a surprise at contracting.
Booking & Money
Reserve up to 2 years in advance.
50% deposit, proof of insurance, and a signed contract confirm your date; space is held up to 10 business days pending deposit.
Cancel 31+ days out for a 75% deposit refund; no refund within 30 days.
Final invoice is due within 10 business days after your event.
Timelines
Setup details are finalized at least 5 business days before your event.
Major event reservations are made at least 30 business days out.
Requests to open the building outside normal hours need 30 days' notice.
Catering & Alcohol
University Catering is the exclusive caterer – all food and refreshments at your event go through them (and they are good – see the menu).]
Events serving alcohol must comply with university alcohol regulations; your coordinator handles the approvals.
A/V & Parking
The Student Union provides A/V equipment, with technicians available (and required for the Theatre, Grand Ballroom, and complex setups).
Outside DJ and production gear is welcome by prior arrangement.
Parking is coordinated for you – charges fold into your signed agreement, no separate logistics.
Holding an indoor rain location for an outdoor booking is a $200 non-refundable fee.
True for Every Event
Booking & Money
Reserve up to 2 years in advance.
50% deposit, proof of insurance, and a signed contract confirm your date; space is held up to 10 business days pending deposit.
Cancel 31+ days out for a 75% deposit refund; no refund within 30 days.
Final invoice is due within 10 business days after your event.
Timelines
Setup details are finalized at least 5 business days before your event.
Major event reservations are made at least 30 business days out.
Requests to open the building outside normal hours need 30 days' notice.
Catering & Alcohol
University Catering is the exclusive caterer – all food and refreshments at your event go through them (and they are good – see the menu).]
Events serving alcohol must comply with university alcohol regulations; your coordinator handles the approvals.
A/V & Parking
The Student Union provides A/V equipment, with technicians available (and required for the Theatre, Grand Ballroom, and complex setups).
Outside DJ and production gear is welcome by prior arrangement.
Parking is coordinated for you – charges fold into your signed agreement, no separate logistics.
Holding an indoor rain location for an outdoor booking is a $200 non-refundable fee.
Questions Answered, Date Secured
Start the inquiry and your coordinator handles the paperwork with you – contract, insurance, catering, parking, all of it.