Room Reservations and Requests
The following guidelines outline the reservation request priorities. Exceptions to the priorities have to be mutually agreed to by the parties involved and the Assistant Director of Student Life. Summer events are scheduled on a first-come, first-serve basis.:
- Ten (10) business days prior to start of semester, SUB reservation priority goes to:
- The Associated Students of WSU Tri-Cities
- The Student Entertainment Board
- Registered Student Clubs
- Other S&A Funded Department student events
- Within ten (10) business days prior to the start of the semester, second priority of SUB reservation goes to:
- Other campus departments utilizing the space for student focused events
- During the academic year, events will be reviewed on a case-by-case bases prioritizing student focused, non-academic events utilizing the aforementioned priorities.
Space Definitions and Reservations:
- Meeting Spaces: Student clubs and organizations can reserve defined meeting spaces up to once a week for two hours maximum. Student clubs and organizations must reserve meeting space at least 10 business days in advance. In order for student clubs and organizations to reserve meeting space the group must be registered and active on Coug Sync. Standard room setups for reservation are mutually managed between the Assistant Director of Student Life and Campus Facilities
- Event Space: Event space is defined as the use of the multi-purpose area with one or both walls removed. Requests for event space must be made at least 10 business days prior to the event date. The event space can only be used four times a month and a single organization may only request the space once a month to minimize overall disruption to the facility. Exceptions to the event space policy may be allowed with the approval of the SUB Governance Board upon review of the Assistant Director of Student Life.
Cancellations/Changes to Reservations:
- Meeting Space: Meeting spaces must be cancelled no less than 3 business days before the meeting date requested. If a student club/organization or a campus department/group continually cancels a reserved meeting space two times in a row or have two times where a reservation is made and a no-show happens without proper notice, that student club/organization or campus department/group will lose the privilege of being able to reserve meeting space for the upcoming semester.
- Event Space: Event spaces must be cancelled no less than 5 business days before the meeting date requested. If a student club/organization or a campus department/group continually cancels a reserved event space two times in a row or have two times where a reservation is made and a no-show happens without proper notice, that student club/organization or campus department/group will lose the privilege of being able to reserve meeting space for the upcoming semester. For non-affiliated group’s event spaces cancelled at least 5 business days before the day of the event will result in a 10% cancellation fee charge to the requester. Cancellations made fewer than 15 business days prior to the event date will be charged a 50% cancellation fee charged to the requester. If an event is made and then cancelled within 3 days of the event being made, then no cancellation fee will be charged. Any exceptions to these cancelations policies are under the discussion of the Governance Board.
Changes made to any reservation must be made at least 48 hours in advance of the event date.
- Non-affiliated groups who cancel and have a no-show will be charged for the event and not allowed to make a reservation for one month. If it happens two times in a row, there will be a charge and suspension for 6 months. If the no-show happens three or more times, there will be a charge and suspension for 1 calendar year.
All Non-affiliated groups must comply with the same fees for event requests through WSU Tri-Cities Facilities “Event and Meeting Requests” form.
Room set-ups must be selected from a list of pre-determined room set-ups.
Posting anything to the walls of the Student Union Building (SUB) is prohibited. If anything is posted to a wall a $15 fee will be incurred to the party who posted the posting, as well as whatever it costs to fix any damage that may have been caused to the wall. No nails, tacks or staples are allowed on any building surface.
The SUB does not provide linens or skirting for tables for events. The organizing party must provide their own or rent some.
Decorations that have a flame, water, smoke/fog/bubble or glitter is prohibited in the SUB.
All groups must clean the affected area, not falling under the jurisdiction of facilities, after their events. If the groups fail to do a satisfactory job of cleaning the space, they become at risk of losing the privilege of using the space for future meetings or events.
Only officially recognized university student clubs, organizations, departments, approved guests and contracted organizations are allowed to use and post advertisements on the designated posting areas in the SUB.
The only posting allowed in the SUB is on the designated posting areas. There is only to be one posting of a certain event per posting area. Posters cannot cover up already posted posters and cannot over hang from the posting area. Tacks or tape must be used to post posters, not staples. Postings must have the sponsoring organization on them in order for it to be posted. Postings must be removed no more than 24 hours after the event has ended, or the Office of Student Life will remove the poster.
If there is room, student clubs and organizations and WSU Tri-Cities departments are allowed to table in the SUB. Groups can only table up to 3 hours total in a single day. Groups are only allowed to table during events not utilizing the entire multipurpose space.
Policies for reserving will be given to WSU Tri-Cities Facilities and will be followed out by them on behalf of the SUB Governance Board. The Assistant Director of Student Life, or designee, will answer any questions and resolve any disputes. If they cannot answer the question being asked or resolve the problems, the question or problem will be addressed by the SUB Governance Board. The assistant Director of Student Life will provide regular (at least monthly) reports on the SUB operations, issues, and/or concerns.
This document can be amended through a 2/3 vote of the Board. The Governance Board will resolve any conflicts through this policy. The Governance Board holds the right to amend any of these policies without prior notice.