Event Services Reservation Request Form

1 Warhawk Way, Monroe, LA 71209
318-342-1900
autin@ulm.edu

Name of Event:

Event Date:

Is it a multiple day event?

Event End Date:

Group

Contact Name:

Phone Number:

Email Address:

Name of RSO:

Number of CURRENT & ACTIVE members in the RSO:

Expected Number of Guests:

I understand that, according to the Event Services Policies & Procedures, RSOs that are hosting events that are open to guests other than those in the current RSO are allowed up to 3 people per person listed on the official membership list on Suitable. For example, if an RSO has 20 current registered members, they can have up to 80 guests at the event (20 members & 3 guests per member = 80). If more guests are invited, the RSO will be required to provide a liability policy AND pay the Community Rates. (See attached Policies & Procedures pgs. 1-3)

Name of Department:

Select a Building

Select a Room

Check In Date

Check Out Date

Name of Non-Profit:

I understand in order to get the Non-Profit rate, I will have to show proof of my active and in good standing 501c3 and that the event is to benefit that non-profit entity.

Mailing Address

Street Address

City

State

Zip

Select a Building

Select a Room

GROUP DETAILS

Set-up Styles

Equipment/Special Needs

Awards/Display tables

Head Table

Lapel or Hand Held Wireless Mic

Podium & Microphone

Projector and/or Laptop

Registration tables & chairs

University Police

Room setup needed:

TIME OF EVENT

Start Time: *

**Please put actual time event will start**

End Time: *

**Please put actual time event will finish**

Prep/decoration time needed: * Hrs

Tear down/cleaning time needed: * Hrs

I understand that the reserved facility will only be available to my organization during the times provided by me above (once approved by Event Services). These hours will be confirmed in the confirmation email that is sent to me and, if changes are needed, MUST be made NO LATER THAN TWO WEEKS IN ADVANCE to the Event Services office. Changes to these times will only be accommodated if there are staff available to work. At no time is any member of my organization allowed to enter an Event Services facility without prior approval &/or the presence of an Event Services staff member. *

FOOD SERVICE

Will there be food at your event? *

Yes

I understand only approved catering vendors may be used for my event. *

Please select from the following caterers. *

Only approved catering vendors may be used for your event.

Will alcohol be served? *

Yes

I understand UPD officer(s) will be required to attend my event and our organization is responsible for paying the officer(s) prior to the event’s end. *

Event Services will notify UPD and schedule the officers.
They will notify you of this in your confirmation email.

Will money be exchanged? *

Yes

I understand UPD officer(s) will be required to attend my event and our organization is responsible for paying the officer(s) prior to the event’s end. *

Event Services will notify UPD and schedule the officers.
They will notify you of this in your confirmation email.

Optional Custodial Cleaning Fee - $300 *

Yes

I understand my organization is responsible for emptying all trash prior to vacating the facility. *

How many Registration tables & chairs?

How many Awards/Display tables?

How many to be seated on Head Table?

How many Police hours?

Will you need any of the following services from Office of Marketing & Communications?

Axis TV spot

Graphics

Photographer

Press Release

Videographer

Would you like President Berry to be present at your event (based on his availability)?

Yes

Please explain President Berry’s role at your event (ex. Give the welcome, make remarks, etc):

What is the attire for the event?

What time would you like President Berry to arrive:

How long does President Berry need to be present at the event?

I have read and understand the policies and procedures for the building I have selected

RSO & University Department Policies & Procedures - for internal organizations ONLY

Community and Non-Profit Event Services Policies & Procedures

Name

Date: