Reservation Policies

Guidelines and Usage Policy

The University of Louisiana at Lafayette Student Union (The U) serves as a gathering place for students, faculty/staff, and visitors. Union Business Operations manages and reserves these spaces to maximize their use and provide safe and aesthetically pleasing environments to host events. Our goal is to enhance the quality of lives in our community and advance the mission of our university. We look forward to serving you! Questions, concerns, and suggestions are always welcome at (337) 482-6400.

Group Categories

Recognized Student Organizations

• An event must be approved by University Police and the Dean of Students Office
• The event must be planned and executed for members of that recognized student organization or members of the UL Lafayette student body or is an event that follows the spirit of the organization’s mission.
• If a recognized student organization has any questions, please contact us at (337) 482-6400, or email us at  booktheu@louisiana.edu or come by to speak with a member of our staff. We are located in the Student Union at the main information desk.

University Departments

• Events sponsored by a University department (written documentation from department head confirming that this is a department sponsored event must be provided to Union Business Operations staff) and:
  • Members of the University department will be involved in the planning and executing of the event;
  • UL Lafayette students, faculty, and/or staff members of that department will be attending the event; and
  • The event follows the spirit of the University department’s mission.
• Events sponsored by University-affiliated foundations or organizations whose mission is to serve the University community and said event primarily serves the University community (e.g., UL Lafayette Foundation, UL Lafayette Alumni Association, UL Federal Credit Union).
• If a university department has any questions, please contact us at (337) 482-6400, or email us at  booktheu@louisiana.edu or come by to speak with a member of our staff. We are located in the Student Union at the main information desk.
• The Student Engagement and Leadership area will be allowed to host 4 events for student organizations each year for training purposes (fall orientation, spring orientation, orgsync training, open)

External Groups

• An event planned and executed by groups not affiliated with the university.
• If an External group has any questions, please contact us at (337) 482-6400, email us at  booktheu@louisiana.edu, or come by to speak with a member of our staff. We are located in the Student Union at the main information desk.

Reservation Procedure

Recognized Student Organizations

The responsible party uses the Virtual EMS portal to request event space including any set-up and technical needs. We need a minimum of seven business days prior to the event date for events that require additional equipment, personnel, or technical needs. Last minute requests may not be able to be honored. Reservations may be submitted in person during business hours Monday -Thursday from 9am to 4:30p and Friday 9am – noon at The U Information desk, via Virtual EMS, or emailed to booktheu@louisiana.edu. A reservation is not considered “confirmed” until the Union Business Operations Staff person has verified availability of event space and notified the recognized organization’s responsible party.

University Departments

The responsible party uses the Virtual EMS portal to request event space including any set-up and technical needs.. We need a minimum of seven business days prior to the event date for events that require additional equipment, personnel, or technical needs. Last minute requests may not be able to be honored. Reservations may be submitted in person during business hours Monday -Thursday from 9am to 4:30p and Friday 9am – noon at The U Information desk or emailed to booktheu@louisiana.edu. A reservation is not considered “confirmed” until the Union Business Operations Staff person has verified availability of event space and university department has submitted university account code for rental charges, signed the interdepartmental charge form and returned the interdepartmental charge form to the Union Business Operations Office.

External Groups

The responsible party contacts our Events Team at (337) 482-6400 or by email at booktheu@louisiana.edu.

Room Rental Fees

Rental fees will be noted on your confirmation. Our standard rental rate sheet can be found here.

Recognized Student Organizations:

            In most cases there is not a room rental fee charged when a recognized student organization sponsors an event. Charges for equipment or personnel will be applied if required.

University Departments:

           In most cases the university department is charged a discounted room rental fee when it sponsors an event. Charges for equipment or personnel will be applied if required.

External Groups:

           In most cases the External group is charged a room rental fee. Charges for equipment or personnel will be applied if required.

Deposit and Confirmation Policy

A deposit of 50% of the estimated room charge for the event is required when the reservation is confirmed by the Union Business Operations staff. (This policy enables us to protect these facilities and prevent groups from reserving and not using the facility). For reservations with a cost estimate of less than $50.00, full payment of the cost estimate is required to confirm a reservation. A date is not secure until deposit/payment is received. The deposit will not be refunded.
An event/request is considered confirmed only when a confirmation letter/email with your reservation number is received. Prior to that time, the requested date may be placed on hold as we verify availability, prepare a cost estimate worksheet and wait for the responsible party to return any necessary forms and/or signatures. If the room is available, a CONFIRMATION will be emailed to the responsible party. Once the event is confirmed it is considered a binding agreement.

If any information outlined on the CONFIRMATION is unclear, the responsible party must respond via email to booktheu@louisiana.edu to discuss with a staff person within two business days after receiving the confirmation letter/email.

Groups using these areas for events without a confirmed reservation may be subject to eviction, fines and disciplinary action.

Payments

Payment for the event will be due as follows:

• 50% of room charge (or Grand Total if within 30 days of event date) due at confirmation
• Remaining balabnce due 30 days prior to event

Any deposit/payment will be applied and the responsible party will receive an invoice for the balance due 45 days prior to the event. Payments are to be made to UL Lafayette. We accept payments via approved credit card, check, or money order. Payments are not accepted after business hours. Groups who have a past due balance will lose their reservation privileges until all fees are paid and may be turned over to the Administrative Services Office.

Cancellation/No Show Policy

A reservation eliminates other groups from using the facility; therefore, penalties will be enforced for groups who do not respect the system. The Union Business Operation staff recognizes there are circumstances where cancellation becomes necessary through no fault of the organizing party. Failure to show thirty (30) minutes after your reserved start time will be deemed a No Show. The cancellation/no show policy is as follows:

Student Organizations:

• Canceling a reservation or considered a “no show,” there would be a tiered cancellation policy:
  • Meeting rooms: (2 weeks before reservation)
    • 1st cancellation/no show: $25 processing fee
    • 2nd cancellation/no show: $50 processing fee
    • 3rd cancellation/no show: suspended from reserving through next semester/session
  • Ballroom/Theatre/Forum/Magnolia/Teche: (2 months before reservation)
    • Ballroom: $225 processing fee & suspended from reserving through next semester/session
    • Theatre: $125 processing fee & suspended from reserving through next semester/session

Departmental/ External Groups:

• Canceling a reservation or considered a “no show,” there would be a tiered cancellation policy:
  • Meeting rooms:
    • 4 weeks before reservation: 50% of reservation fee required
    • 3 weeks before reservation: 75% of reservation fee required
    • 2 week before reservation/no show: 100% of reservation fee required
  • Ballroom/Theatre:
    • 6 to 3 months before reservation: Forfeit deposit
    • 3 months to no show: Full cost

Change of Location

Union Business Operations reserves the right to make necessary changes in room/area locations as needed to accommodate the needs of the operation. Every effort will be made to give ample notice of any changes.

Right of Refusal/University Priority

Union Business Operations reserves the right to not approve any event or cancel a reservation with full refund in the event there is a facility, health, or safety issue that requires us to do so.

Items Available for Rent

We are here to help find whatever is needed to make the event a success. Our Events Team will help work within the event’s budget to arrange tables, chairs, podiums, A/V needs, Pipe and drape, stanchions, catering, props, décor, entertainment, directional and promotional signage, specialty linens, etc. We provide billing consolidation and event coordination. A cost worksheet must be agreed to prior to confirmation. For liability, image and consistency purposes, only furniture and equipment rented through The U can be set up in The U rooms and areas. No outside furniture or equipment is allowed unless approved by the Union Business Operations staff before the reservation is confirmed.

Staff Charges for Students 

All groups are required to pay for staff charges for events that require set-up or break-down outside of our normal operational hours. Staff charges may also apply if the event needs dedicated technicians, stage hands, special services such as parking attendants, police, EMS, porters or guest services representatives. For example, events in the Bayou Bijou Theatre that require technical needs (sound, video, etc.) must pay for a dedicated technician to be on-site for the duration of the event. Groups may be required to hire our ushers, restroom attendants, ticket takers, etc., as deemed necessary to provide for excellent guest service. For liability reasons, we do not permit the organization to provide people for the set up or take down of tables and chairs or other union equipment.

Cleaning Charges

Rooms should be left in the same manner they are found. Events that require additional cleaning will be charged a fee.

Fronting

The responsible party on the contract must actually be planning and be present at the event. A group may not “front” for another organization for the purposes of getting free or reduced fees for a group that does not have access to discounted rates. For example, a community group or university department may not utilize a Recognized Student Organization to reserve the venue and equipment unless the event is planned by students and open to students.

Security Requirements

The U sales staff will review the scope of each event to determine the need for additional security. UL Lafayette Police may be required for large events, events featuring celebrity speakers or performers, events after hours, or events serving alcohol. These costs will be assumed by the event organizers.

Guest Code of Conduct/Responsibilities

The person who signs the reservation form assumes responsibility for the actions of the organization and the guests attending the event. The group representative accepts responsibility for ensuring that all university and facility rules and regulations are followed. A spirit of camaraderie for our UL Lafayette family and respect for all people are expected in our facilities as we strive to create a diverse and vibrant learning environment.

Damages

Any damages caused by the group must be paid for by the group. If the damages are intentional, additional penalties will be applied.

Food/Beverage/Alcohol/ Linen Service

"Homemade" food and drink may not be brought into the Student Union for meetings/events. The Student Union's preferred vendor is Louisiana Spice Catering by Sodexo. Louisiana Spice is onsite and ready to provide a stress-free catering experience. On campus organizations and university departments must follow all State and University Purchasing Guidelines when having food and/or drinks for meetings/events. Louisiana Spice catering requests may be submitted through their website https.//louisianaspice.catertrax.com , or by calling Catering Director Nellie Fitch at (337) 482-9037. 

Recognized student organizations request for alcohol must be approved by Union Business Operations, Student Affairs, and UL Lafayette Police Department and must be served by University Catering. Please note that this request process may take 2 -3 weeks.

Decorations

Only free standing decorations or table decorations are allowed. Hanging or taping materials from ceiling, posts or walls is prohibited. All props or décor must be removed from the area immediately after the event. Any items left at the facility must have advance approval from the facility manager. Proper disposal into trash containers behind the facility loading dock is required. Groups will be charged cleaning fees if items are not properly removed. Helium tanks must be on proper transport dollies. Flyers, posters, handbills must be approved before distribution or posting and may not be taped to any surface of the venue. Banners and approved signage may be hung by Union Business Operations staff. Open flames/candles will not be allowed. Tape or wires of any kind are not to be used on walls, columns, posts, or doors. There shall be no anchoring devices placed in the asphalt/cement/wall surfaces anywhere around the facility. Tent stakes on specific areas of the lawn will be permitted upon approval by the Union Business Operations staff. Nothing is to be attached in any way to the building. Any banners, flyers and/or signage must be approved by Union Business Operations. Fliers, posters, and other types of advertising are NOT to be displayed on the windows or doors of the rented facility. Stickers, tape and adhesive backed decals are not to be used or distributed.

Confetti, Rice and Fake Snow are only allowed in UL Lafayette's Atchafalaya Ballroom and Evangeline Art Gallery. Glitter will not be permitted in any meeting rooms. If these items are found in any other rooms than stated, there will be a $500 removal fee billed to the Group.

Amplified Sound

Any use of amplified sound for any event at any time needs to be approved so that we can make sure all reservations are compatible. The U management staff reserves the right to ask a client to reduce the volume of any event that could conflict with other events/University actives in the venue.

Media Services

The deadline to request media services equipment or support is 3 business days preceding the event. There will be an additional charge for any request for media services the day of the event. All audio/visual media in The U will be operated by authorized personnel only. Charges for media technicians will apply to student organizations, university departments and off-campus groups. Clients are allowed to bring in outside media equipment with the prior approval of the Union Business Operations staff.

Furnishing

Deadline to request additional furnishings (chairs, tables, etc.) is 3 days preceding the event. There will be an additional charge for any request of furnishings the day of the event.

Informational Tables

Student organizations and University Departments can reserve informational tables through the Virtual EMS system. There is a $35 charge for University Departments. The reservation will include one six-foot or eight-foot table with 2 chairs placed in a designated location.

Indemnification

The responsible party indemnifies and holds harmless the University of Louisiana at Lafayette, its employees, officers, directors and agents from any damages, actions, suits, claims, or other costs (including reasonable attorneys’ fees) arising out of or in connection with any damage to any property or any injury caused to any person (including death) caused by the responsible party’s use of the room, including any acts or omissions on the part of the responsible party, its employees, officers, directors, independent contractors, or other agents. The responsible party shall notify the Union Business Operations staff of any damage or injury of which it has knowledge in, to, or near the facility, regardless of the cause of such damage or injury. Furthermore, the responsible party hereby indemnifies and holds harmless UL Lafayette, its employees, officers, directors, and agents from any damages, actions, suites, claims, or other costs (including reasonable attorneys’ fees) arising out of or in connection with any damage to any property or injury caused to any person (including death) caused by the responsible party’s use of the facility, including any acts or omissions on the part of the responsible party, its employees, officers, directors, independent contractors, or other agents.

Permitted Use

The responsible party is authorized to use the facility to hold the reserved event and for no other purpose, unless the Union Business Operations staff gives prior written authorization for additional permitted uses.

General Facility Rules

The following items are prohibited unless written authorization is provided: outside food and beverages for events, alcohol, tobacco products, glass containers, coolers, illegal drugs, fireworks, explosives, aerosol cans, and wax candles.

The use of video and recording equipment, cameras is permitted at the discretion of the client.

Doorways and exits are not to be blocked for any reason.

Sprinkler heads cannot be covered.

Animals except for service animals or animals that are a part of the program are allowed inside the venue(s). Animals that will be a part of the program must be approved in a separate agreement at the time of the reservation.

Open flames are not allowed without proper approval.

The Union Business Operations staff has the right to enter a room at any time for any reasonable purpose, including any emergency that may threaten damage to the room or injury to any person in or near the room.