Room Reservation System FAQs

Accounts

Scheduling and Usage Time

Requests

Services and Fees

Facilities

Food

Cancellations

Contact


Accounts

Q: How do I create an account?

From the My Account tab on the homepage ,click Create an Account or scroll down and click the Request an Account tab located in the box for first time users.

All fields are required. Omitting information will cause a delay in processing your application.

Q: Will I need an account to use the room reservation system?

Yes, registered UT Dallas student organizations, staff and faculty may request an account. You will receive an email notification within 72 hours (Monday-Friday) that your account is active and available for use. Request for new accounts submitted after 5pm on Friday will not be activated until the next business day.

Q: If my student organization is not registered, can I request an account and reserve facilities?

No, if your student organization registration has lapsed, or is not in good standing, members of the organization will not be able to receive an account or request facilities.

Q: Do I have to create a new account each time I want to request facilities?

No. Once your account is activated you will not have to create another one. Simply log in using your UT Dallas email address (which is also your User ID), and password to log in.

Q: Can individual students obtain an account?

No. Only students who are members of a registered student group, and full time faculty and staff may be provide with an account.

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Q: How do I Login?

From the My Account tab on the menu bar, or click on the Log In tab inside the box where it says under Registered Users.

Q: What is my User ID?

It is the UT Dallas email address that you used to create the account. You must include @utdallas.edu at the end.

The password is also the same as the password you created when you requested an account. Click Email me my password if you don’t remember what it is. You will receive your password via email to your User ID email address.

If you don’t receive an email with your password please contact the Event Coordinator at 972-883-2945.

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Scheduling and Usage Time

Q: May I submit a reservation request at anytime?

  • Student groups who’s registration is current and in good standing may submit reservation request at any time.
  • Faculty/Staff  may submit request at anytime.

Q: How far in advance can rooms/booths be reserved?

One academic year inside the student union, student service building and student union mall.

One semester at a time outside of the student union

Q: What is considered an academic year?

The first day of fall classes through the last day of the summer semester the next year.

Q: When can I submit a reservation request for the new academic year?

Students - June 1st (current year) – for reservation  in the following fall/spring/summer semesters

Faculty/Staff – August 1st (current year) – for reservation the following fall/spring/summer semesters

Q: When can student groups reserve room/booths “outside” of the student union?

One semester at a time

For the fall semester: June 1st.

For the spring and summer semester: mid November.

Student groups cannot reserve rooms in the CB or CBW building.

Q: What is the room usage limit?

Meetings my only be reserved for 2 hours or less inside the student union. The two hours  include the unlock time for the room.

Q: What is the turn-around time for reservation request inside the Student Union and Student Services Building?

In most cases reservation request for rooms and booths inside the student union is 5 business days. Request for Mondays must be submitted by 12 noon, on the previous Friday.

Q: What is the turn-around time for reservation request in rooms in the academic buildings, lecture halls, and auditoriums?

3 – 5 business days in most cases. Academic scheduling takes precedence outside of the student union and student service building.

Please keep in mind that the request volume is highest at the beginning of the long semesters, and all “request” are processed on a first-come, first serve basis. If your event requires “CARE” assessment through the SOF office you need to consider the additional time the will be required for the process before submitting your room reservation application.

*The scheduling system will prevent you from requesting a room, booth, or mall location if the date you need it is less than 3 days (72 hours) prior to the requesting date.

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Requests

Q: How do I submit a room reservation request?

Login to the room reservation system and select the Reservation tab, located on the menu bar. Select the template that applies to the type of reservation you want to submit and click on it.

Once you select the template please read the information in the window on the right to make sure you selected the correct one. If you are satisfied that you selected the correct template proceed to the When and Where area on the left to enter data into the request criteria.

STEP 1 - WHEN & WHERE

  1. In the When and Where section located on the left of the screen, enter or click on the calendar icon to select one date, or range (recurrence) of dates for your event.
  2. In the Time section, enter the Start Time and End Time in the blank fields or select the dates using the calendar icons to the right of the fields.
  3. Select the Facilities (location) you wish to use
    • Outside the Student Union
    • Student Union Building
  4. If only one option appears in the drop down, that is the only location available using that particular template.
  5. In the Setup Information section, enter your event's Attendance number.
  6. From the dropdown list, select a Setup Type.
  7. To further narrow your request, click Availability Filters and select the Room Type and/or Features you need.
  8. Click Find Space. A listing of available location will appear in the Availability section on the right side of the screen. If room options don’t appear, "no room" is available based on the information you entered. You can modify you criteria from this location.

STEP 2 - LOCATION

  1. After clicking Find Space (see Step 1 above), the Location tab displays the rooms in the Availability section. You can click to show results as a list or a grid.
  2. Click on the room name to view building details, room details, setup types and features.
  3. Choose a location by clicking the +, left of the room you wish to request.
  4. Your choice will be displayed in the Selected Location section. To remove a location, click the red X to the left of the space. If you choose more than one location for your event, the Event Coordinator will select the best location that suits your needs.
  5. When complete, click the Details tab.

STEP 3 - DETAILS

  1. After clicking the Details tab you will need to add specific information to your room request (this is the actual application which is reviewed by the SOF or FSL department).
  2. Complete the necessary information. Required information is indicated by a red asterisk *.
  3. Click Submit Reservation when complete.

Q: Can I request a series of dates at the same time?

  • Yes, use the Recurrence feature in the When and Where box.

Q: What are the setup types available in the Student Union?


Banquet

Circle

Classroom

Conference

Fair

Herringbone

Lecture

Mini-Conference

Theater

Q: What areas can be reserved on the Student Union Mall?

There are four reservable areas on the Student Union Mall. Audio, booths, and setups will be provided when applicable. Service fees my apply for UTD departments.


SU Mall: includes the plinth, the area in front of the McDermott Library, and the over-hang along side the student union.

Along the east side of the mall leading south is the area where reserved booths will be placed.

You may request one booth at a time, several at a time, or all the booths (7) at once.

SU Mall Wall 1& 2: this is the "stone" 1/2 wall located north of the fountain. You may request each side individually, or as a combo (Mall Wall 1, Mall Wall 2, or Mall Wall 1 & 2).

AThe SU facilities and operations staff does not provide setups or audio for this area.

You may, however request a/v or a setup from "Facilities Management" or the "UTD Media service", department.

Those departments charge a service fee!

Chess Grounds: although it is not shown it can be requested using the SU Mall template. The SU facilities and operations staff does not provide setups or audio for this area.

Gazebo: although not shown can be requested using the SU Mall template. The SU facilities and operations staff does not provide setups or audio for this area.

Q. What items are provided in the Plinth area and the McDermott Library area?

Plinth Area:

  • No booth setups, except for one registration table or table for catering on plinth side.
  • Audio
  • 4 chairs
  • Podium
  • Primary use of this area will be to utilize the stage, steps and setting beneath over hang.

McDermott Library Area:

  • A limited number of tables and chairs will be provided by the SU facilties and operations staff.

 

Q. "Who Will Attend My Event Field": Which do I select?

Member = Person/s directly affiliated with a registered student organization and recognized as such within that student group. This is not someone signing up to be considered for membership for the first time.

Member/Guest = Person/s directly affiliated with a registered student organization and recognized as such within that student group, and invited guest/s (may or may not be a UT Dallas student) attend a meeting or event hosted by a student group. Guest can also be faculty, staff, and alumni of UT Dallas, and/or someone in the community and public.

ALL UT Dallas = Any registered UT Dallas student, faculty, or staff person

Open to the Public = Person/s not directly affiliated with UT Dallas as a student, faculty or staff person. Examples include family, friends, business entities (profit or non-profit), religious affiliates, commercial interest, financial institutions, educational organizations, etc.

 

Q: How does a student group request classrooms or lecture room outside of the Student Union?

STEP - 1

  • From the Reservations tab, select Outside the Union template
  • Select a date or recurrence.
  • Enter start time (time event will begin) and end time (time event is over).
  • In the Attendance field, type in the number of attendees for your gathering.
  • In the Setup Type drop-down menu, make your selection.
  • Click Find Space.

STEP - 2

  • Click on the + next to the location (OSU-Any Available Room Outside of SU)
  • Click Submit Reservation or click the Details tab.

STEP - 3

  • Begin filling out the applications.
  • If you have a specific room in mind (ex. GR 2.XXX), type it into the comment section of the application
  • If you will take any room, tell me that in the comment section, instead.
  • If the comment section is blank when I receive the application, I will conduct a search for any available room.

Q: How does a student group reserve a booth inside the Student Union?

  • On the navigation bar, select Request a Booth (template) from the Reservation drop-down menu.
  • In the When and Where box, fill out all applicable fields, click Find Space.
  • Pick the booth location you want by click on the +, next to booth you want and click Continue.

Q: How does a student group reserve a booth inside the Student Union Service building or on the SU Mall?

Once you sign in, click the Reservations tab on the navigation bar, select Request a Booth (template) from the drop-down menu. Using this template you may request booths inside or outside the student union. In the When and Where box, fill out all applicable fields, click "Find Space". Pick the booth location you want by clicking on the +, and click Continue.

  • You must place 2 in the attendance field and Stand- alone booth in the setup type to request an individual booth in the su, su mall or student service building.
  • If you want to reserve a multiple booths you will be able to do do.

Q: How does staff/faculty reserve a booth inside the Student Union, Student Service building, or the SU Mall?

Once you sign in, click the Reservations tab on the navigation bar, select Request a Booth (template) from the drop-down menu. In the, When and Where box, fill out all applicable fields, click Find Space. Pick the booth location you want by clicking on the +, and click Continue.

  • SU - Lower Level Booth = booth will be located on the lower level of the Student Union.
  • SU - Upper Level Booth =  booth will be located on the upper level of the Student Union.
  • You must place 2 in the attendance field and Stand- Alone Booth in the setup type to request an individual booth on the SU mall or inside the student service building.

Q: How will I know when my request for facilities has been approved?

You will receive an email confirmation.

Q: Which Reservation Template do I use (Student Organizations)?

  • Request a room SU student =  The user wants to reserve a room inside the student union.
  • Request a booth SU student =  The user wants to reserve a booth inside or outside the SU Mall, or Student Service building.
  • Open Search = Any Available room Outside of the SU = The user needs a room anywhere on campus. Available setup types are , classroom, conference, and  lecture.
  • Specfic Room Outside the SU =  Student service building, SU Mall, CN 1.112, CN Lobby, CN 1.102, CN 1.120, ECSN 2.704, HH 2.402, McDermott Library MC 2.410, JSOM 1.118, SSB 2.102, SSB 4.113, Gazebo, and the Chess Grounds.

 

 

Request the SU Mall = the user wants to request the plinth, the chess grounds or the Gazebo

If you know the building and number of a “specific room” that you want, select template: “Open search -Any Available room, Outside the SU”.

Students should select “Campus Resources”, as a service option if you require AV outside of the SU, and you will be requied to pay a fee for those services. The student staff does not provide  A/V service outside of the student union.

Q: Which Reservation Template do I use (Faculty Staff)?

Staff/Faculty can only use the room reservation system to request the use of facilities in the Student Union, Student Service Building , Student Union Mall, Chess Grounds and Gazebo.

  • Request a room Staff/Faculty = The user wants to reserve a room inside the student union or the student service building.
  • Request a booth Staff/Faculty = The user wants to reserve a booth inside or outside the SU or inside the SSB.
  • Request the SU Mall = The user wants to reserve the plinth and area in front of McDermott library, the Chess grounds, and/ or the Gazebo

 

Additional resources for Faculty/Staff:

  • Please use the UTD Event Planning Guide Link to locate the schedulers and online form for the academic buildings and other areas on campus (Facutly and Staff ONLY)
    utdallas.edu/events/room_reservation.html
  • Request for the Facultiy/Staff dining room:
    Contact Chartwells Catering Department at: 972-883-2269
    Email us at: foodservice@utdallas.edu
    Fax us at: 972-883-6868
    Office hours are: Monday – Friday, 8:00 am to 5:00 pm

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Services and Fees

Additional services may be required for confirmed reservations inside or outside of the Student Union.

Services Pricing Guide

Beginning in January 2013, all University departments will be charged for use of the Student Union Galaxy Rooms. Students and student-sponsored groups will not be charged.

Usage rates will vary based on which room is reserved and how long the room is booked. The rooms can be reserved through the room reservation system at reserve.utdallas.edu/VirtualEMS.

Please note the new fee will be charged beginning on Jan. 7, 2013. Galaxy Room reservations made in the previous semester for use starting on that date will be subject to the new fees, so please plan your event accordingly.

For your convenience, pricing guidelines are listed below. All charges include set up, tear down, cleaning and meeting fees. A/V charges are separate and also are detailed below.

Revenue generated from these fees will be used to help students pay for costs associated with booking facilities outside the Student Union. If you have questions, please contact Mary Walters at mwalters@utdallas.edu or 972-883-6418.

Room Sizes and Numbers Departmental Charges
  Half Day (1-4 hours) Full Day (5+ hours)
1 Galaxy Room $50 $100
2 Galaxy Rooms $100 $150
3 Galaxy Rooms $150 $200
Cancellation Fee
(if less than 24-hour notice)
$100

All room charges include set-up, tear down, cleaning and meeting fees. A/V equipment charges are separate and detailed below.

Service Description Departmental Charges
LCD projector w/audio cable
(Phoenix, Gemini, Pegasus, Libra meeting rooms)
$15
LCD projector w/audio cable
(iPod or laptop and one wired mic. Galaxy Rooms only)
$25
Add DVD player $10
Wireless Lapel Microphone $5
Wireless Handheld Microphone $5
Tabletop Microphone $5
Wired Microphone w/Podium or Stand $5
Televisions with DVD Players $10
Portable Sound System
(eight channel mixer, CD player or MP3 plug-in, two JBL speakers w/stands, one wired microphone--for use only for bands/DJs in Galaxy Rooms, at Plinth or outside mall area)
$50
Stage Pieces
(Includes steps and handrails, two pieces)
$10
Additional Stage Pieces (over two) $10
Dance Floor (Half) $20
Dance Floor (Full) $40

Q: When does the Student Union pricing guide go into effect?

Jan 7, 2013.

Q: Who will be charged a fee?

University departments (staff/faculty). Students and student-sponsored groups will not be charged.

Q: Do the charges include setup, teardown, cleaning and meeting fees?

Yes.

Q: How are resources billed?

A flat rate per item (please see service pricing guide).

Q: How will billing be charged to the department?

By “Cost Center”. The staff/faculty person that is submitting the request will be required to provide the applicable cost center account number.

Service Types

  • Media Service — provided by Media Services.
  • Room Setup — provided by Facilities Management.
  • Custodial Service — required for events in the Alexander Clark Center and case by case basis.
  • Campus Police

Q: What is the media service policy?

Registered student groups do not pay for media services inside or outside of the student union.

If your event is outside of the student union and requires media services we encourage you to list it on your request at least one week (5 business days) prior to the date of the event.

All services will be ordered by the Student Organization Center (SOC) or Fraternity and Sorority Life (FSL) Advisor.

Q: What is the room setup (Facilities Management) service policy and fee?

If your event is outside of the Student Union, Facilities Management (i.e. tables and chairs) may be needed. Your organization will be charged for the facilities management services. Payment is due two days prior to the date of the event.

There is a 36 hour minimum required to request facilities before late fees are applicable. If the request is received less than 36 hours, a $100.00 late fee is required. Facilities Management fees are as follows: $35.00 per person, per hour, with a minimum of one hour (Mon-Fri 8am-4:30pm).

The overtime rate is: $52.50 per person, per hour, with a minimum of 4 hours. The overtime rate applies after 4:30pm Mon-Friday and on weekends. Overtime will always include a minimum of two workers.

All services will be ordered by the Student Organization Center (SOC) or Fraternity and Sorority Life (FSL) staff. Payment for these services is due in the form of a check or money order made payable to “The University of Texas at Dallas”, and delivered to the SOC or FSL office.

Q: What is the custodial service policy and fee?

Custodial services are used in the Alexander Clark Center and case by case otherwise. There is a 36 hour minimum required to request custodial services. Your organization will be charged for custodial services.

The custodial fees are as follows: $35.00 per person, per hour, with a minimum of one hour (Mon-Fri 8am-5:00pm).

The overtime rate is: $52.50 per person, per hour, with a minimum of 4 hours. The overtime rate applies after 5:00pm Mon-Friday and on weekends.

Custodial charges will be determined during a C.A.R.E. meeting or emailed to you by the SOC or FSL staff.

All services will be ordered by the SOC or FSL staff. Payment for these services is due in the form of a check or money order made payable to “The University of Texas at Dallas,” to the Student Organization Center or Fraternity and Sorority Life prior to the date of the event.

Q: What is the Campus Police service policy and fee?

If your event falls into the C.A.R.E. category you will be required to have Campus Police.

Campus Police fees are as follows: $35.00 per hour, per officer. This is the average rate Mon-Sun.

There is a two week notice required to request Campus Police. This request will be submitted two weeks prior to the date of the event.

Your student organization will be charged for the police services. Payment is due two days prior to the date of the event.

All services will be ordered by the Student Organization Center (SOC) or Fraternity and Sorority Life (FSL) staff. Payment for these services is due in the form of a check or money order made payable to “The University of Texas at Dallas”, and delivered to the SOC or FSL office.

All services will be ordered by the CSI or FSL staff. Payment for these services is due, in the form of a check or money order, and submitted to the Center for Student Involvement prior to the date of the event.

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Facilities

Q: What facilities, rooms and areas are available to reserve?

  • To view a listing of available facilities, click Browse Facilities on the navigation menu.

Q: What circumstances prohibit the use of facilities?

You may not request facilities for:

  • Personal use.
  • Non-UT Dallas sponsored programming and/or events, regardless of your affiliation.
  • Co-Sponsored events between student organizations and any non-UT Dallas entity or organization.
  • Special interest events initiated by students, faculty, or staff that are considered personal in nature, regardless of student participation.
  • Unauthorized sales, marketing, and distribution of propaganda and materials.
  • Solicitation by organizations (non- profit included).

Q: How do student groups reserve the Phase II or Phase IV clubhouse in University Village Apartments?

  • Visit or call the University Village Apartments leasing office directly at 972-792-9100. UT Dallas no longer manages use of their clubhouse facilities.
  • There will be a fee required.

Q: How do student groups reserve the indoor courts or outdoor fields at the Activities Center?

Use the request for facilities application available on the Recreational Sports website. Student groups may request the use of facilities directly through the Activities Center Event Coordinators office.

Q: Can the setup in the Student Union Pegasus (SU 2.502), Gemini (SU 2.504), Phoenix (SU 2.508) and Libra room be changed?

  • Not in the Pegasus, Gemini, or Phoenix room. Those rooms are preset and are reserved "as is."
  • There are two setup options in the Libra room available, Lecture and Circle of Chairs.

All of these rooms are equipped with LCD, White Boards, and Wireless hookup.

Q: What is the difference between an event and meeting?

The majority of reservation request fall into two categories; meetings or events.

Request for booths or reservations on the SU mall are considered events.

Definition of a Meeting:

General Meeting Information Session
Meeting to discuss upcoming events Organizational topics
Office Meeting Exec. Meeting
Planning Meeting Bible Study/Worship Meeting (members only)

Definition of an Event:

Concert/Performance Game Night
Banquets Festivals
Movie night Service Projects
Meetings with guest speakers/lecturers Events that collect money
Bible Study/Worship Meeting (with Guest) Charge for admission

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Food

Q: Where can I find the University's food policy?

utdallas.edu/sof/food

Q: Is food permitted in the Student Union?

Yes.

Q: Where is food prohibited?

  • "All" classrooms
  • Auditoriums
  • Lecture/Meeting rooms outside of the Student Union

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Cancellations

Q: What is the room and booth cancellation policy?

You may cancel your reservation online up to 72 hours prior to the event date. Sign into the Room Reservation System, select Reservation, then select View my Request. If you are the person who submitted the original request you can cancel it online.

If you want to cancel a reservation and it is less than 72 hours before the event date, send the SU Event Coordinator an email request to cancel the reservation for you.

All reservations must be cancelled at least 24 hours prior to the date of the event or your organization will be considered no show.

Three no shows will affect your organizations privileges to reserve rooms on campus.

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Contact

Q: Who do I contact if I have additional questions or problems using the room reservation system?

Primary Contact — Student Union Event Coordinator, 972 883-2945, dak011000utdallas.edu

Secondary Contact — Mary Walters, Director of Union Operations, mwalters@utdallas.edu

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