Registered Student Organizations

Reservations will be accepted for consideration from all registered student organizations on a semester basis. A registered student organizations is officially registered with the Student Engagement and Leadership Center (SELC). OSL will work closely with the SELC staff to ensure we have the most updated information for verifying a student organization’s status.A minimum of two weeks’ notice must be given to the Office of Student Life for all requests. This will help:

  • ensure the request is reviewed thoroughly. The Office of Student Life will contact the registered student organization if there are any questions or if clarification is needed.
  • sufficient time to give to contact other departments who may need to help setup for your event i.e. Facilities Services (tables and chairs), Special Events (audio/visual equipment).
  • find alternate space or select another date if the day/time/space requested is already reserved.

RSO’s must fill out a student activity request form that can be obtained on the SELC website (insert link). Once approval has been received, OSL staff will proceed with reviewing the request for space. No request for a reservation will be reviewed or made until the registered student organization has received all required approvals for their event. No event is confirmed until an official “reservation confirmation” is provided to the RSO by the staff at OSL.

Not all requested space will be approved. If a registered student organization is requesting a larger space than what is required for their event, a more appropriate space will be recommended by an OSL staff member.

No reservation is final until the registered student organization has received an official “reservation confirmation” provided by the staff at OSL.

Audio/Visual Equipment, Tables and Chairs

If audio/visual equipment, tables, chairs, etc. are required, the registered student organization will be referred to Facilities Services and/or Special Events to accommodate these requests. All final event layouts must be approved by OSL.

Amplified Sound
University persons and organizations may use amplified sound on campus at designated times and locations, subject to the rules in the Handbook of Operating Procedures subchapter and to the general rules in 2.2 and 2.3. Advance permission is required. Refer to each location for specific days and times amplified sound is approved.

Tents and Signage

The Office of Student Life has the final decision in determining if tents, signage or other items are permitted to be inserted into the ground. This request must be included on the activity request form and will be reviewed by the OSL staff.

Food & Beverage

RSO’s must contact Food Services by Sodexo to provide their food and beverage needs after their reservation has been approved by the Office of Student Life. When registered student organizations want to hold a fundraising event (involving baked goods only) in any space inside Centennial Plaza, prior approval from Food Services by Sodexo must be obtained.

Outstanding Balances

Registered student organizations with outstanding balances owed to OSL will not be allowed to reserve space until balances have been cleared.

Damage

Damage to space or equipment will result in appropriate disciplinary action and/or charges on a time and material basis for replacements or repair of the damage to the appropriate university property.

Cancellation

Registered student organizations who fail to cancel within 24 hours of their scheduled event will be assessed a minimum $25 Cancellation Fee. Please note this fee will vary per space and resources requested.

The Office of Student Life has final approval on all requests and has the right to cancel a registered student organization’s event at any time.

Inclement Weather Cancellations

The Office of Student Life reserves the right to cancel an event due to inclement weather. This decision will be made no later than 24 hours before the event is scheduled to begin. In the event OSL cancels, no cancellation fee will be assessed. All decisions made by OSL staff are final.