Space Reservation Policies

 

 

The Office of University Events (UE) assigns space according to the most appropriate use of the venue as the event is described on the request form. The demands on the venue as well as the nature and the size of the event will be considered in determining space assignments.

Event Integrity

• The event type may not be changed from the original request without prior written approval of UE. For example, if a lecture becomes a concert or a seminar becomes a three day workshop, you must submit a new Event Request.
  

• Transferring, loaning or sub-leasing a reservation or misrepresenting the intended use of the venue are serious matters that may result in immediate suspension of a group's eligibility to use KSU facilities. If it is determined that a misrepresentation of any event request has occurred, cancellation of the event and possible loss of campus space use privileges may occur.

The University retains the right to cancel or re-evaluate an event due to unforeseen conflicts. 

When assigning space, UE and the Campus Events Planning Committee (CEPC) take into consideration the following elements:

• Availability of the facility or space


• Maximum capacity of the facility or space


• Best use of facilities and their suitability for various activities and functions


• Compatibility of the request in relation to the mission of the university, local and federal policies, laws and regulations


• An event will not be approved if it conflicts with the academic mission.

Event sponsors and/or coordinators may not make any contractual or other service agreements until a space confirmation has been received.

Event Sponsor Responsibility

• The sponsoring organization or department is responsible for the information provided when making a reservation and for designating an official contact person. The contact person is responsible for the proper conduct of the event and for returning the facility or space to its original configuration.

Space Reservation Denials
UE and CEPC reserves the right to deny space usage for a group or event if it is programmatically or operationally difficult to accommodate. Appeals will be considered by UE and CEPC on an individual basis. Occasionally, a request will be referred to the President's cabinet for final approval.

Space priority is given to KSU academic programs.
Classes are scheduled through the Banner system in the Registrar’s Office. A calendar is provided to UE each semester listing time and date of each scheduled class to avoid the overbooking of a space. The Academic Calendar is imported directly into the Events Management System (EMS) to avoid conflicts. However, space assigned for events and meetings is not guaranteed until after add/drop. If an academic class is placed in a room where an event is booked, the academic class will take precedence and UE will make every effort to resolve any conflicts. UE will reassign space if possible.

Cancellations
Should it be necessary to cancel a reservation, the original requestor must cancel a reservation via email to UE within two (2) business days, to insure consistency of communication with the organization. Any student organization or university department that fails to honor a reservation without canceling two (2) business days in advance may have future use of facilities restricted.

Clients who fail to cancel an event will be categorized as “no shows” (see No Show Violation policy below). Organizers are responsible for removal of promotional signage and notification of cancellation to all participants.

No Show Violations
Any organization, department, or individual that fails to notify the UE of a cancellation prior to the event will be considered a “no show.” Written notification of the “no show” will be sent to the individual listed on the reservation with a copy sent to the advisor or administrative director. Repeated “no show” violations will result in the suspension of reservation privileges for a specific period of time determined by UE and CEPC.

Administrative Cancellations/Changes
In rare instances, confirmed reservations may be changed or cancelled if they are found to conflict with another function or academic need. UE Staff will work with the organization or department to provide alternative accommodations whenever possible.

Inclement Weather Cancellations
When campus is closed due to inclement weather, your event will automatically be cancelled. Every effort will be made to re-schedule your event, but due to existing campus obligations, we are not always able to accommodate the re-schedule request. Due to the high demand for space, rain locations will not be available for events booked outdoors except for Presidential Events. Inclement weather notices for KSU can be found here.