Frequently Asked Questions

If you have further questions after reviewing the SU event planning guide and the frequently asked questions below, please contact unionreservations@utdallas.edu.

Why was the Faculty Staff Dining Hall renamed to Artemis Hall?

Recently, we made the decision to rename the current space we are in to Artemis Hall. Each half of the hall will be Artemis I and Artemis II. Space exploration and UT Dallas go hand-in-hand. UT Dallas was integral in putting the first men on the moon, and without space exploration, UT Dallas may never have become an institution. Some 53 years later, The Artemis Program seeks to write a new chapter in space exploration, and will land the first woman and first person of color on the moon. The name of this space reflects the departmental, divisional, and university values of innovation and forward-thinking.

Where is outside food permitted?

Chartwells Catering must be given the first right of refusal to provide food services. Student groups planning to have food at their events must comply with SOC’s Food Policy. If approved, outside food is permitted in the following areas:

  • SU Galaxy Rooms
  • SU Artemis Hall
  • SSA Multipurpose Rooms (no red beverages)
  • SSA Lobby
  • SU Mall (all outdoor areas)
  • JSOM Atrium
  • Founders Second Floor Atrium

Where is food prohibited?

Food is prohibited in these Student Union locations:

  • SSA Auditorium.
  • SSA Multipurpose Rooms. Except for red beverages, food and drinks are allowed in the multi-purpose rooms. 
  • As with all other campus locations, Chartwells Catering must be given the first right of refusal to provide food services.

Food is also prohibited in academic buildings:

  • Per the agreement with the scheduling authorities of academic buildings outside of the Student Union, food is prohibited at student group meetings and events in classrooms, lecture halls, hallways, common spaces and auditorium buildings. There are no exceptions to this policy. Continued ability to provide classroom and lecture spaces for student groups is dependent on compliance with this rule.

Are open flames allowed anywhere on campus?

No.

What is the room and booth cancellation policy?

  • You may cancel your reservation online through the Mazévo system up to 7 calendar days prior to the event date. You may cancel your reservation via email up to 24 hours prior to the event date.
  • All reservations must be cancelled at least 24 hours prior to the date of the event or the booking will be considered a no-show.
  • For registered student organizations, three no-shows will result in loss of reservation privileges.

How long will it take for my reservation request to be processed?

  • All reservation requests must be submitted at least 7 days in advance of the event date.
  • The typical request processing timeline is 7-10 business days but may be shorter or longer depending on scale of event. However, due to the high volume of beginning of semester requests, request processing will take longer. You will receive a confirmation email once your event request has been processed. Please do not market your event until you receive email confirmation.
  • Please note that modifications to already-confirmed events may include a second review for event approval from the Student Organization Center, Fraternity and Sorority Life, or Student Union.

When can I submit a reservation request?

All reservation requests must be submitted at least 7 days in advance of the event date. This includes SU/SSB/SSA/SU Mall locations.

What events are not allowed on the SU Mall?

For the safety of our university community and upkeep of our facilities, the following events may not take place in SU-Spaces:

  • Pieing Events
  • Water Balloons
  • Petting Zoos
  • Slime
  • Tie Dye

What is the Amplified Sound Policy?

Note: These guidelines apply to persons and registered student organizations requesting to use amplified sound.

  • If permission is granted, the requesting registered student organization must make every effort to ensure their event does not disrupt academic activities in surrounding buildings and that the following provision is met:.
  • Sound is only permitted 8 a.m. – 11 p.m. Monday-Friday and 9 a.m. – 11 p.m. Saturday and Sunday.

How are Sound Level Violations Handled?

Note: It will be the responsibility of the Student Union Administration or other University Official to monitor sound levels throughout the event to ensure compliance.

  • The group will be requested to lower the volume if an acceptable noise level has been exceeded.
  • If a second warning is issued, the group will be requested to lower the volume to an acceptable level, which must be accomplished within one (1) minute.
  • If a third warning is issued, the group will be requested to end the event. The group could be subject to additional restrictions and/or sanctions.

Where is equipment not provided?

  • The Student Union does not provide any set-up or A/V equipment to the Chess Plaza.
  • If you are in need of sound or tabling equipment, please complete an Event Enhancer Request Form via the Student Organization Center.

How do I express a concern?

  • Our online Concern Form can be accessed here.