Event Services Reservation Request Form

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

Group

Contact Name:

Phone Number:

Email Address:

Name of RSO:

Name of the RSO’s on-campus advisor

Number of CURRENT and ACTIVE members in the RSO (registered in Suitable):

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

Select a Room *

Check In Date

Check Out Date

Name of Guest:

Who is responsible for payment?

Guest

Sponsoring Department

Other (please explain below)

Name of Non-Profit (with an active and in good standing 501C3 on file with the State of Louisiana):

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

Name of Event: *

Event Date: *

Is it a multiple day event?

Event End Date:

Will additional days (prior to your event) be needed for setup?

Yes

Please select which timeframe would best suit your needs for the setup day prior to your event:

8am-4:30pm (20% of rental rate for event is charged)

8am-10pm (50% of rental rate for event is charged)

**This additional day can only be used for setting up for the scheduled event - not for the actual event**

Expected Number of Guests: *

Set-up Style *

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/ALCOHOL

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. *

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

Axis TV spot

Graphics

Photographer

Press Release

Videographer

Would you like Dr. Castille to be present at your event (based on her time and availability)?

Yes

What time does Dr. Castille need to arrive?

What is the attire for the event?

What are the expectations of Dr. Castille at the event (welcome, key-note speaker, say a few words, none - just attend/mingle, etc)?

I understand that, while notification will be sent to Dr. Castille's Executive Assistant for review, it is the responsibility of the event organizer to follow up and confirm availability

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

University House Policies & Procedures

Name

Date: