Student Union

Facilities Request Form

Event Title:*
   
Organization or Department:*
   
/ / Pick a date. / / Pick a date.
Frequency:*  
Once Daily Daily (Excluding Weekends) Weekly Monthly
Other: 
Exclude Dates (mm/dd/yy) :
   
Event Start: :
Unlock Doors: :
   
Event End: :
Lock Doors: :
   
Will the event be held past midnight, overnight, or during the weekend?*
 
Contact Information - All fields marked with an asterisk (*) are REQUIRED, so please make sure your forms is complete before submitting.
   
Classification:* (please select one)
Name:*
UTD ID*
Phone:*
UTD Email:*
   
President Information  
Name:*
Phone:*
UTD Email:*
   
Advisor Information  
Name:*
Phone:*
UTD Email:*
   
Event Description* Off Campus Guest Information:
   
Event or Organization Website:
(Optional)		  http://
   
Which location is your first choice?*  
   
Phoenix 2.508 Lecture (50) Gemini  2.504 Meeting (35)
Pegasus 2.502 Board (20) One Galaxy Room (100)
Two Galaxy Rooms (200) All Galaxy Rooms (300)
:: Room, Area, or Clubhouse:
 
Which is your second choice?  
Phoenix 2.508 Lecture (50) Gemini 2.504 Meeting (35)
Pegasus 2.502 Board (20) One Galaxy Room (100)
Two Galaxy Rooms (200) All Galaxy Rooms (300)
:: Room, Area, or Clubhouse:
 
 Open SU Room Availability in new window |  View Campus Building & Room Information |  View Classrooms and Room Number Maps
   
Comments?
If you are using the Galaxy Room(s), would you like to configure the setup? Yes

Available Galaxy Room Setups

None Empty Room

If you are requesting a Galaxy room, you must complete a printable Request for Galaxy Room Set-Up or you may choose from one of the following setups:

Conference Banquet Classroom
Conference

The model for exchanging ideas and general discussion.		 Banquet

For food service or small-group discussions.		 Classroom

Great for presentations requiring notes or testing.
     
Mini Conference Herringbone Lecture
Mini Conference

Good for smaller meetings or brainstorming in groups.		 Herringbone

An intimate V-shaped configuration angling the tables forward.		 Lecture

Ideal for lecture sessions and note-taking.
     
Circle Fair Theater
Circle

Perfect for eye-contact in discussions and ice-breakers.		 Fair

The standard setup for career fairs, cultural exhibits, or food booths.		 Theater

For listening to a speaker or watching a film or performance.
     
Would you like additional tables?    Yes
How many inside room? (Example: Catering)  
How many outside room? (Example: Registration)  
Additional Setup or Event comments?  Please check all input before submitting form.  This request is subject to change.  

 

 
Who will attend? Members Members/Guests All UTD Public
   
How many expected to attend?*
   
Would you like this event to be considered closed and confidential? Yes
Will you charge for Admission? Yes
  If yes, Ticket Price:
Will this event be Advertised? Yes
  Describe:
Do you want this event listed in 'Today In The Student Union'? Yes
Do you plan to post signs on campus? Yes
  If yes, comply with Rules for Signs.
Will you distribute food or drink? Yes
  Describe: If yes, you must read and adhere to the food policy.
Are you requesting a blue board?  Yes
  If yes, complete Blue Board Request.
Do you need special equipment?* Yes
If yes, you must complete a printable Equipment Request or you may select your equipment from the two drop down boxes below.   Choose each item with the desired quantity. For multiple selections, Click the first item you want to select, hold the Ctrl key and click for each additional item.
 
Please select all printable forms you would like to be linked to:
Special Equipment Galaxy Set Up
SOF Request for Funds Food Policy
Catering Request Vendor Agreement
In addition to your reservation, do you plan to use a blue board or booth?
Blue Board Booth


Special Risk Event (applies to university programming and departmental sponsored events, Not Registered Student Organizations):

A Special Risk Event can be any event that occurs outside the day-to-day operations of the University. Special Events are usually short-term, and they can expose the institution to risk either directly or indirectly. You are responsible for verifying and/or obtaining the necessary assessment forms, insurance and indemnification documents for this event.

By checking this box you are indicating that this is a Special Risk Event and that you have administered the applicable Risk Assessment procedures, per The University of Texas at Dallas Risk Management Guidelines.If the event appears to be low risk and insurance is not needed retain the assessment form in your department. If the event appears to be medium to high risk, forward the assessment form for review to the Risk Management office, AD24, and request a quote for liability insurance.

Agreement Clause:
REQUIRED: You affirm that this request for facilities is not for personal or unauthorized use. You also understand that any person acting as a representative or agent of an organization or business not directly affiliated with The University of Texas at Dallas is prohibited from submitting a request for facilities. You must be a current member of a registered student organization, faculty, or staff person conducting university business to be eligible to request facilities.

 

Please verify date and time before submitting form.

Please send comments about this form to Delvora King.

Updated: July 2, 2008