Reservation Guidelines - Student Organizations

• Meeting and event spaces may only be used with confirmation from LSU Auxiliary Services.
• Reservation requests must be received via the online reservation form. Availability can be checked by calling 225-578-5959, emailing unionem@lsu.edu, or by visiting the Event Management Office located in 310 LSU Student Union (Monday – Friday, 8:00 a.m. – 4:30 p.m., excluding University holidays or closures).
• All reservations for classroom spaces are scheduled through the Office of the Registrar: Classroom Reservation Form | LSU University Registrar
• Student Organizations must register all events and meetings in TigerLink.
• LSU Auxiliary Services may move or adjust reservations as required to optimize space and provide best-fit services.
• Any reservation outside of operational hours for facilities must obtain approval from the Assistant Vice President of LSU Auxiliary Services a minimum of ten (10) business days prior to the event. A pre-event planning meeting with LSU Auxiliary Services is required and additional fees will apply. Organizations will be required to contract LSUPD for any event outside building hours.
• Individual LSU students may request conference rooms with a minimum of three (3) LSU participants. The reservation cannot exceed four (4) hours and will be based on availability. These meetings cannot be for personal profit or gain. Meetings and events of registered student organizations, university departments, or confirmed off-campus entities will take priority over individual reservations. Audio visual equipment will not be provided.

*Any violation of policy will be documented in an email to the student organization contact, advisor, and other appropriate campus departments.*

• The deadline for conference rooms and small multipurpose rooms reservations is five business days preceding the event, and ten business days for the ballroom and outdoor spaces. Business days are defined as Monday– Friday, 8:00 a.m. – 4:30 p.m., excluding University holidays or closures.
• All approvals must be received by 9 a.m. two business days preceding the event. Failure to obtain necessary approvals will result in the cancellation of your reservation.

 *Reservations Required*

• Lobbies: As the primary function of these areas is seating for meal periods, the Assistant Vice President of LSU Auxiliary Services must approve all events. Seating in these areas are fixed and cannot be moved. Public seating may not be reserved or restricted.
• Live Oak Lounge, Stage, and Terrace: As the primary function of this area is seating for meal periods, the Assistant Vice President of LSU Auxiliary Services must approve all events prior to any other necessary approvals. Seating in the Live Oak Lounge is fixed and cannot be moved. Public seating in the Live Oak Lounge may not be reserved or restricted. The terrace and patios can be reserved during normal business hours and with the approval of the Assistant Vice President of LSU Auxiliary Services. Picnic benches and other furnishings on the patios cannot be moved or removed from the area. *Audio/visual equipment must be provided by the client.
• War Memorial and Oak Grove: As the primary function of this area is honoring fallen soldiers who have given their lives in service to the United States of America, the Assistant Vice President of Auxiliary Services must approve all events in this area.
• Parade Ground: The Parade Ground is divided into three sections: North, South, and East. TigerLink Approval is required by 9:00 a.m. two business days preceding the event. LSU Auxiliary Services does not provide any equipment or support for events in this area. Electrical hookups and furnishings can be requested through LSU Facility Services.
  • Any tents, canopies, or other structures must be secured via a method that does not penetrate the surface of the ground. Acceptable methods include sandbags, water filled barrels, counterweights, etc. Digging or driving stakes into the ground is strictly prohibited.
  • Organized sports and cleats are not allowed.

• All student organization reservations will be one of two billing
  categories:
  • Category 1: These meetings or events are hosted by an LSU student organization for an LSU audience. There is no charge for event space, equipment, furnishings, or personnel.
  • Category 2: These meetings or events are hosted by an LSU student organization and one or more of the criteria below apply. The organization will be charged a discounted rental rate as well as charges for equipment, furnishings, extended hours, and personnel.
    • Participant (or similar) fees are collected.
    • Goods or services are offered for sale or advertised at the event, even indirectly.
• A reservation cannot be confirmed without billing arrangements being provided. This includes billing address, billing contact, and required deposits. Meetings or events categorized as paid events will require a deposit of 100% of the room rental rate by 9:00 a.m. two business days preceding the event. All fees must be paid directly by the student organization. Past due invoices will result in the cancellation of future reservations. NSF checks will be subject to a $25 fee.

• LSU Auxiliary Services defines “fronting” as a registered student organization or department using their rate structure to benefit an outside entity, without meeting all requirements for the discounted rate. Any organization or department discovered “fronting” will be required to pay the proper rate for their reservation and may have future reservations cancelled.
• Should a meeting or event space require cleaning outside of standard operating procedures, there will be a $100 cleaning charge. This includes the removal of food or trash. Documentation of the condition of the room will be provided with the invoice.

• The deadline for cancellation is 9:00 a.m. the business day preceding the event and must be received in writing.
• Meetings or events that cancel after the deadline will result in a written warning (first offense), a cancellation fee of $100 (second offense), loss of reservation privileges for one semester (third offense).
• Cancellations before the deadline will not incur any charges.
• The deadline is applicable for space held as a rain plan for outdoor events. Please disclose to LSU Auxiliary Services Event Management at the time of booking that your reservation is a rain plan for an outdoor event.

• Final event details are due by 9:00 a.m. two business days preceding the event.
  • Final event details include event timeline, all set up requirements, and audio/visual needs. Depending on the nature and timing of the event, you may be asked to provide this information earlier. Failure to submit by the deadline will result in the cancellation of your reservation.
• Meeting and event spaces will be available 15 minutes before scheduled event start time, unless otherwise requested.
• Meetings and events should begin and end when scheduled. Activities that begin or end outside of the scheduled time may result in additional fees.
• The event main point of contact will be the only authorized individual to make changes to the reservation.
• Furniture: Only authorized persons will move or adjust furniture in the LSU Student Union, including meeting and event set ups.
• External Speaker or Presentation: All off-campus speakers requesting to speak and/or present within the facility must be sponsored by a registered student organization or LSU department.
• Security Assessment: Security may be required if the event is expected to have 500 or more guests or a University official requests a security assessment. The organizing group is responsible for confirming security through LSU Police and any associated costs.

• Animals: are prohibited inside the facilities, with the exception of registered service animals.
• Soliciting: LSU has strict guidelines (PS – 6) regulating solicitation. *Noncompliance will result in the removal from the facility.
• Property Damage: Destruction of property will result in applicable fees to reimburse or replace damaged property. Clients must report the incident. Cancellation of future events and loss of reservation privileges may also apply.
• Sound Regulations: LSU Auxiliary Services reserves the right to determine if sound amplification levels are disturbing other groups or operations.
• Fire Code: Open flames, smoke/fog machines, the blocking of any doors and exits, as well as other fire hazards are strictly prohibited. Any event not in compliance with fire code will be immediately shut down and the space evacuated until proper adjustments are made.

*Any person engaging in disorderly conduct, including verbal or
physical, is subject to immediate removal.*