Registered student organizations (RSOs) and sponsored student organizations (SSOs) obtain approval to reserve outdoor space on campus through the Student Activities area of the Office of the Dean of Students. An authorized representative from your RSO or SSO must complete the online Outdoor Space Request (RSO), available at https://ems.universityunions.utexas.edu/VirtualEMS/. Additionally, the authorized representative must participate in an outdoor event consultation with a student organization policy advisor, before the reservation request is confirmed. The outdoor event consultation must be scheduled within 7 business days from when the Outdoor Space Request (RSO) was submitted or the request will be denied. An appointment can be scheduled in person at the Student Organization Center (SOC) or by telephone at 512-471-3065.
During the event consultation, the student organization policy advisor and the authorized representative will discuss, schedule and confirm the event. This will give the authorized representative an opportunity to explore any event planning or risk management issues which may be related to the RSO's or SSO's request. The outdoor space request cannot be confirmed until an authorized representative has met with a student organization policy advisor and received approval.
Registered student organizations and sponsored student organizations may reserve general-purpose classrooms by completing the room application form. For the summer and fall semesters, applications are accepted beginning at 8 a.m. on the first working day in May and at 8 a.m. and on the first-working day in December for the spring semester. Only online application forms will be accepted. Rooms are assigned on a first-come, first-served basis. Please note, there is a $5 per room, per day fee for general-purpose classrooms used on the weekends between 5 p.m. Friday and 7 a.m. Monday. These fees are payable at the Student Organization Center (SOC) counter, SSB fourth floor, on or before the first date of the reservation. Indoor reservations may require an indoor event consultation.
If a paid weekend room reservation is cancelled two working days in advance, a refund may be requested. To begin this process, an authorized representative must e-mail Facilities Coordinator to cancel their reservation.
To change a room reservation (date, time, location, etc.), an authorized representative must e-mail Facilities Coordinator and include all the information regarding their request. Once the request is processed, an updated room reservation confirmation will be emailed to the organization. Do not fill out a new room reservation application to request changes.
General purpose classrooms are available to student organizations only after all courses, departmental reservations, extension classes, etc., have been booked. This limits the space on campus available to student organizations, the last group on campus allowed to make reservations in these rooms each semester. The Student Services Building and the Student Activity Center are currently the only buildings in which registered student organizations and sponsored student organizations are priority users. Every attempt will be made to accommodate your organization, but understand that general purpose classroom availability is limited.
Please check to make sure the room you are requesting is on the general purpose classroom list (pdf), which is also available in the SOC lobby area, SSB fourth floor. You may learn more about reserving general purpose classrooms on the Indoor Room Reservation FAQ's.
Student Services Building - please see https://ems.universityunions.utexas.edu/VirtualEMS/
Division of Recreational Sports - please see http://www.utrecsports.org/facilities/facility-reservations
University Unions - please see Student Activity Center here - http://www.utexas.edu/universityunions/student-activity-center and the Texas Union here - http://www.utexas.edu/universityunions/texas-union/space
McCombs School of Business - various special event rooms and meeting rooms - please call 471-5921 for information regarding reservation process
College of Communication (Registered Student Organizations within the College of Communication only) - please see https://wikis.utexas.edu/display/comm/Room+Reservations
For all other miscellaneous rooms, contact the building itself or dean's office affiliated with the area of campus in which you are interested.
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