Facilities
Student Union Rooms
The Student Union is the primary building designated for student organization meetings and events. Just fill out the Facilities Request Form and you're on your way.
Rooms in the Student Union
The Student Union staff reserves the right to assign rooms as they feel is appropriate to accommodate each organization. Room reservations are subject to change. Facilities request applications are processed on a first come, first serve basis.
Galaxy Room 2.602
The Galaxy Rooms are located on the second floor of the Student Union, in the south end of the building, closest to the Activities Center.
The Galaxy Rooms can be used several different ways. The Galaxy Rooms are one large room that can be divided into three equal size rooms, or two separate rooms (one larger than the other). These rooms are best suited for special events such as banquets, luncheons, large meetings, presentations, dinners, dances, fairs, workshops, and events that might attract a large number of people. Each section measures approximately 30' X 50' (two sections: 60' X 50'; all three sections: 90' X 50').
The Galaxy Rooms do not have a standard setup. Tables and chairs may be requested by completing the Request for Set-Up Form. The Student Union has six-foot (6') rectangular tables and five-foot (5') round tables available. The capacity for each room varies depending on how you arrange the furniture.
Below are a few examples of how many people you might expect to accommodate in different arrangements (ONE section of the Galaxy Rooms):
Lecture Style = approximately 175 guests
Banquet Style = approximately 150 guests
Conference Style = approximately 50 guests
The maximum capacity for all three Galaxy Rooms is 500 people.
Phoenix Room, SU 2.508
The Phoenix Room is located behind the Comet Café, in the hallway that runs by THE PUB.
The Phoenix Room measures 26' X 18'6" (312" X 223"). The Phoenix Room has a maximum capacity of fifty (50) people and comes with a standard set-up of three (3) rectangular tables and fifty (50) chairs arranged lecture style. The Student Union will not modify the setup of this room. You may re-arrange furniture with the expectation that the room will be returned to the same set-up. There may be fewer chairs set up lecture style with the remainder stacked against the wall.
Gemini Room, SU 2.504
The Gemini Room is located behind the Comet Café, in the hallway that runs by THE PUB.
The Gemini Room measures 26' X 18'6" (312" X 223"). The Gemini Room has a maximum capacity of fifty (50) people and comes with a standard set-up of eight (8 ) rectangular tables and fifty (50) chairs
arranged conference style. The Student Union will not modify the setup of this room. You may
re-arrange furniture with the expectation that the room will be returned to the same set-up. There may be fewer chairs set up conference style with the remainder stacked against the wall. Twenty to twenty-two (20-22) people can be seated comfortably around six (6) tables.
Pegasus Room, SU 2.502
The Pegasus Room is located behind the Comet Café, in the hallway that runs by THE PUB.
The Pegasus Room measure 16' X 18'6" (190" X 223"). The Pegasus Room has a maximum capacity of twenty (20) people and comes standard with one (1) large conference table and twenty (20) chairs. Twelve to fourteen (12-14) people can be seated comfortably around the conference table. The
Student Union will not modify the setup of this room. You may re-arrange furniture with the expectation that the room will be returned to the same set-up. There may be fewer chairs set up conference style with the remainder stacked against the wall.
The Phoenix , Gemini, and Phoenix room (PGP) are equipped with white boards and LCD projectors. Please indicate on your application that you intend to use them for you event so that our staff can provide you with the appropriate power cords.
Other Locations in the Student Union
Rooms or space in the Student Union, other than those listed above, will be reviewed by the Director of the Student Union and approved on a case-by-case basis.
Booth Request Form
Booths are another way to gain awareness for your student organization or for a cause. Fill out the Booth Request Form to get your reservation.
Requesting Equipment in the Student Union
The Student Union will provide equipment for rooms reserved in the Student Union only. Organizations must complete the Request for Special Equipment Form or indicate your equipment needs on the electronic application. Equipment will be assigned on a first-come, first-served basis. Only equipment listed on the form is offered. All equipment is free of charge for student organizations. All equipment must be returned in the condition it was received. If a group brings equipment back damaged or dirty, the Student Union will issue a fine of $25.00 or the cost of the equipment.
Rooms Outside the Student Union
Requests for all rooms outside the Student Union must also be approved by the Student Union staff. The only exceptions are the Waterview Park Clubhouses and the Activities Center. You must apply directly to those to location to request facilities. For request for rooms in other campus buildings please use the same Application for Use of University Facilities Form that you would use to reserve rooms in the Student Union. All events must conclude by 12:00 AM. Events that are confirmed past 12am are considered “Risk” events and a meeting is required with the Student Union staff at least two prior to that event occurring. This applies to rooms both inside and outside of the Student Union. Rooms must be left in the same condition as when the organization entered the room.
Requesting a Set-Up Outside the Student Union
Organizations may request rooms outside the Student Union. It is your organization’s responsibility to cover all expenses related to the set-up of a room. Organizations should meet with the Student Development staff for assistance with requesting a set-up through the Facilities management. Student Development will absorb the immediate charges and the organization will reimburse Student Development after all charges have posted to its account. Students should note that after-hours and weekend events will incur overtime charges and could be quite expensive. If you are considering an event in a location other than the Student Union for after-hours or weekend hours, you are strongly urged to meet with the Student Development staff immediately.
Requesting Equipment Outside the Student Union
Please indicate on your facilities request application that you require equipment if your request is for outside of the Student Union. The Student Coordinator will request equipment for confirmed rooms outside the Student Union on your behalf. Please do not contact UTD’s Audio/Visual department directly. An account no.# is required to request media services.
University Village and Waterview Park Clubhouses
Effective Spring 2008, residents and student organizations that want to reserve University Village or Waterview Park clubhouses will have to apply for them directly through the Waterview Park lease office.
The student activities office will no longer accept and/or process request to use those facilities.
The fee to rent and use a clubhouse facility is $50. It is non-refundable.
Any student organization wishing to rent a facility in Phases 1-4 may do so with a student sponsor. The sponsor just needs to be a resident living on campus, and who is willing to be responsible for the event and who will complete the appropriate form.
The facilities are available to rent from 10 a.m. to 11 p.m. Exceptions may be allowed to this time frame (for instance, until 12 a.m.) depending on the reason.
There is a six hour maximum time limit per facility rental.
Residents of Phase 1-4 may pay via personal check, credit card, money order, or cashier’s check.
Residents of Phase 5-9 must pay via cashier’s check or money order only.
The phone number to Waterview Park Lease office is 972 454-5000, Fax 972 238-3612
Hours of Operation are:
10 a.m. to 7 p.m. Monday thru Friday
10 a.m. to 5 p.m. Saturday
1 p.m. to 5 p.m. Sunday
Updated: March 17, 2008
