Reservation Request Schedule | 2024-2025

• Reservation request forms are now being accepted for the 2024-2025 academic year for:
  • Student Union spaces
  • Outdoor spaces
• Additional Spaces:
  • Academic Classrooms
    • Fall 2024 semester | Reservation requests will be accepted from Student Organizations beginning at 12pm on Tuesday, September 10, 2024
    • Spring 2025 semester | Reservation requests will be accepted from Student Organizations beginning at 12pm on Tuesday, February 4, 2025
  • Hawley Armory (Mat Room, Gym)
    • Fall 2024 semester | Reservation requests are currently being accepted
    • Spring 2025 semester | Reservation requests will be accepted from Student Organizations beginning Tuesday, December 3, 2024
  • Shippee Pequot Room
    • Fall 2024 semester | Reservations requests are currently being accepted
    • Spring 2025 semester | Reservation requests will be accepted from Student Organizations beginning Tuesday, December 3, 2024

Reservation Request Forms
All reservation request forms can be found here.

All materials (i.e., flyers and boxes) must be stored under the table and removed each day unless other arrangements have been pre-approved by SU Event Services. No overnight storage is permitted. 

Onsite Representatives: 

• Tabling reservations may only have a maximum of (2) representatives onsite during the reservation. 
• For the duration of the reservation, table/space may not be left unattended. 

Aggressive marketing or selling tactics are prohibited: 

• Representatives from the group must remain within arm’s length of the table at all times and may not call out to passers-by.  
• Customers must be allowed to self-select to participate at the table.

“Giveaways”:
Must be available without condition of participation in the promotion or business activity.
[Example: If you are giving away an item, you cannot, as a condition of participation, only give the item to people who follow you on social media. You are required to give the item away to everyone, even those who do not choose to follow you on social media.]

Signage: 

• Union Street (inside) 
  • Signs and merchandise may be attached to the front of a Union Street table. The use of additional display structures (including sandwich boards/A-Frames) is prohibited unless pre-approved by SU Event Services. 
  • Signage can be hung, using painter’s tape only, at Union Street tables 4, 5, and 6.
• A-Frames are permitted in outdoor locations. 
• All sign plans in all locations must be pre-approved by the Student Union Event Services department prior to the reservation date. 

Tape on the floor/ground:
Groups may not put tape on the floor/ground around their table for any reason. 

Audio: 

• No audio equipment is permitted at Union Street tables.
• Audio may be permitted for outdoor locations on a case by case basis.
• Audio requests must be discussed and approved during the reservation request process. 
• Requests for audio to be included as a part of your reservation received on the day of the reservation will not be approved. 

Electricity: 

• Access to electricity is limited to Union Street tables 4, 5, and 6 
• Electricity may be available for outdoor locations on a case by case basis. 
• Electricity requests must be discussed and approved during the reservation request process. 
• Requests for access to electricity received on the day of the reservation will not be approved. 

The use of sternos (or other open flames), hot plates or hot boxes: 

• Sternos (or other open flames) are not permitted at Union Street tables. 
• Sternos (or other open flames) may be used in outdoor locations on a case by case basis. 
  • Requests must be discussed and approved during the reservation request process.  
  • Requests received on the day of the reservation will not be approved. 

 Please contact sureservations@uconn.edu if you have questions or need additional information.

Classroom Reservations

This is the classroom that the Student Union and Event Services has assigned to your group - THE ROOM ASSIGNED IS NON NEGOTIABLE.

The following applies to classroom reservations:

• Please be aware that if the University cancels classes; classroom buildings WILL NOT be open and your reservation will automatically be canceled.
• Student Union staff will be monitoring all reservations that are made in classroom space.
• Food, beverages, candles, crafting supplies such as paint, glitter, confetti, glue and permanent markers etc. are NOT permitted in academic classrooms.
• If you requested the use of technology and would like to receive training, please call Academic IT at (860) 486-1774 at least (3) business days PRIOR to your reservation. Available technology resources can be found here:  https://classrooms.uconn.edu/classroom
• Weekend Information - if the BUILDING is locked, you can call the Operations Center at (860) 486-3113.
• Remember to return all furniture to its original position, remove your trash and lock the space.
• Meeting noise level must be courteous to other persons using the building.
• In accordance to the Federal Copyright laws, institutions, organizations and individuals wishing to engage in non-home showings of videos and DVDs must secure licenses to do so, regardless of whether or not an admission or other fee is charged.
• Call the Information Center in the Student Union at (860) 486-1140 with any issues or concerns after hours or on weekends.

Cancellations: You must notify the Student Union and Event Services Office using our online form, Cancel Reservation | Student Union | University of Connecticut (uconn.edu), of any reservation cancellation no later than (2) business days in advance for meetings, (5) business days in advance for events which have been assigned to an event planning coordinator, or by noon on Friday for a weekend or Monday meeting/event. If a customer fails to cancel a facility/service order within the required time period they will remain responsible for all fees associated with using the facility (e.g., staffing, etc.) and will be recorded as either a Late Cancellation or a No Show. For weather related cancellations, the Student Union and Event Service Office must be notified by 10am on the business day prior to the reservation if the event is cancelled. For weekend or Monday reservations, the cancellation form must be submitted by 10am on Friday.

Emergencies: In case of an emergency, please contact emergency services by dialing 911.

Should you have questions, email SURESERVATIONS@UCONN.EDU.

Please note that the Student Union Theatre is used for presentations, movies and small performances.  Our theatre does not have any dressing rooms or wing space, and has a limited selection of pre-set stage lighting.  Lit candles, open flames or smoke/fog/dry ice machines are not permitted on the premises.  Heavy, percussive movement (such as tap dancing, step dancing, stomping or strolling) is not permitted on the stage.  Performance or costumes which utilize masks may only be worn when inside the theatre, during the performance. 

A designated contact person from your organization or department is required.  This person will assume responsibility for the event and must be present during the entirety of the customer’s access time.  The hosting organization or department is held responsible for the conduct of the individuals participating and attending the event and will be held to the policies outlined in the UGuide and standards set forth in the UConn Student Code of Conduct.   

The hosting organization or department is to provide their own ushers to sell/collect tickets, manage crowds, make sure everyone is in a seat, all aisles are not blocked and to pick up all trash immediately following the conclusion of the program.  The group must have the minimum number of 2 volunteers required for the event to occur.  If the customer is unable to provide ushers, Student Union ushers may be hired.  The Student Union will only open the balcony when seating in the lower level has reached full capacity. 

Only Student Union staff are authorized to operate the audio visual equipment located in the Tech Booth at the entrance of the Theatre. Customers are not authorized to modify any portion of the audio visual system without expressed permission from the Audio Visual & Technical Services Manager or their designee.  All equipment must remain in the Theatre.  All fixed cable connections must be gaffer-taped down for safety (this does not apply to instrument cables).  Customers are allowed to hire an external audio visual vendor; a meeting between our Audio Visual & Technical Services Manager, Facilities Manager, Event Planning Coordinator and the vendor will be required to ensure the Student Union can support their needs. 

In accordance with Federal copyright laws, the viewing of movies requires a Public Viewing License.
https://studentunion.media.uconn.edu/wp-content/uploads/sites/3149/2021/07/showing-a-movie-on-campus-PDF.pdf 

The 5K/Run/Walk Policy has been constructed, and approved, by the Student Union, Recreation Department, University of Connecticut Police Department, and Athletics Department.  

• Registered Student Organizations (RSOs) and University Departments must reserve space to host a campus run/walk through SU Event Services. All other groups must contact University Events and Conference Services or Recreational Services.    
• RSOs and Departments will meet with an Event Coordinator to go over the guidelines of the policy. RSOs will be required to sign the Student Union 5K/Run/Walk Event Agreement, which details the specifics of the event.    
• The date/time should not conflict with a similar activity and should not be scheduled during high traffic times or during large events on campus. In addition to referencing the University Calendar, Event Services will consult with Rec Services and Athletics regarding their event calendars.   
• The run/walk route must follow the University’s Official Routes. 
• All participants must complete a Student Affairs Acknowledgement of Risk Form.  
• The group must have the minimum number of volunteers required for the University’s Official Route for the event to occur.  
  • 1-mile | Minimum 6-volunteers
  • 5k | Minimum 12-volunteers
• The Student Union has 5K/Run/Walk planning resources to provide the necessary materials for participants’ registration and volunteer safety needs. This package does not include race timing. The Event Services Office can advise groups and connect them with campus partners for timing services.    
• The Student Union will require an event manager for the duration of the event, fees will be associated. 
• An one card id reader will be required, fees will be associated.  
• The 5K/Run/Walk Routes information included here are for those held on campus sidewalks, and do not include road closures. The Event Services Office can help direct groups that wish to hold a race with closed roads.  
• The optimal timeline to host a 5K/Run/Walk on campus is 45 business days. Any event requested under 30 business days may not be approved. 

Student Union space is in high demand and space is a limited resource. Late Cancellations prevent others from using space. To offer unused space to others, the Department of Student Union and Event Services requires customers to cancel using the online cancellation form:

• The form must be submitted:
  • (5) business days in advance for reservations which have been assigned to an event planning coordinator
  • (2) business days in advance for all other reservations.
• Business days are defined as Monday-Friday. excluding state of CT legal holidays. 

A Late Cancellation is defined as a meeting or event being cancelled with less than the required notice.  

• Late Cancellation (First and Second Occurrence)  
  • Customer will be sent a reminder from The Department of Student Union and Event Services about the Cancellation policy
• Late Cancellation (Third and Fourth Occurrence). 
  • Customer will be required to have a meeting with the Event Logistics and Support Coordinator. 
  • The meeting must occur within (10) business days and all current and new reservations for the customer will be on hold until the meeting is scheduled.  
  • If the customer does not attend or schedule a meeting, all reservations for the customer will be cancelled through the end of the semester. 
  • If the fourth Late Cancellation occurs in the last (2) weeks of the semester, reservations will be on hold/existing reservations will be cancelled for up to (4) weeks into the next semester.
• If the customer has also been charged with a combination of No Shows and Late Cancellations, they must meet with the Event Logistics and Support Coordinator after (1) No Show and (2) Late Cancellations.  

Student Union space is in high demand and space is a limited resource. No Shows prevent others from using space. To offer unused space to others, the Department of Student Union and Event Services requires customers to cancel using the online cancellation form:

• The form must be submitted:
  • (5) business days in advance for reservations which have been assigned to an event planning coordinator
  • (2) business days in advance for all other reservations.
• Business days are defined as Monday-Friday. excluding state of CT legal holidays. 

A No Show is defined as a customer not showing up for a reservation or cancelling after the start time of the reservation.  

• No Show (First Occurrence)  
  • The customer will be sent a reminder from The Department of Student Union and Event Services regarding cancellation procedures.
• No Show (Second Occurrence)  
  • The customer will be sent an email from The Department of Student Union and Event Services requiring them to meet with the Event Logistics and Support Coordinator. 
  • This meeting must occur within (10) business days and all current and new reservations for the customer will be on hold until the meeting is scheduled. 
  • If the customer does not attend or schedule a meeting, all reservations for the customer will be cancelled through the end of the semester. 
  • If the third No Show occurs in the last (2) weeks of the semester, reservations will be on hold/existing reservations cancelled for up to (4) weeks into the next semester.
• If the customer has also been charged with a combination of No Shows and Late Cancellations, they must meet with the Event Logistics and Support Coordinator after (1) No Show and (2) Late Cancellations.  

The purpose and intent of canvassing in the Student Union is to create a marketplace of ideas and diverse thought. Canvassing in the Student Union is the initiation of direct contact with individuals for the following purposes:   

• Identifying support for a campaign or campaign candidate. 
• Educating or persuading individuals to adopt a particular philosophy/point of view. 
• Obtaining signatures for petition. 
• Voter’s registration initiatives. 
• Creating issue visibility and/or awareness. 
• Distributing public health announcements. 
• Other purposes identified as approved by the Student Union and Event Services Director or Associate Director.

Canvassing does not include an option to solicit money or sell any commodity. Canvassing does not include activities for the sole purpose of promotion/advertising of a meeting, event, or program or for soliciting participation in surveys. These activities are permitted at a Union Street or outdoor table (Tabling Reservation Information).   

General Information:

• Any registered student organization (or candidates for an elected office in a registered student organization), any University department or official University committee, or Non-affiliated individuals or entities may submit an application for canvassing:  
• There is a limit of two individuals per approved canvassing event.   
  • Approved student organizations and University departments or official University committees 
    • May conduct a maximum of five canvassing events per month.  
    • Canvassing application must be received at least 3-business days prior to the desired canvassing date(s). 
  • Non-affiliated individuals or entities interested in canvassing: 
    • May conduct a maximum of one canvassing event per month. 
    • Must reserve a Union Street or Fairfield Way table and pay the associated fee. 
    • Must submit a Certificate of Insurance and complete a Facilities Use Agreement (Canvassing may not occur until completed documents have been submitted and processed by Student Union and Event Services) 
    • Canvassing application must be received at least 5-business days prior to the desired canvassing date(s). 
• For all Canvassing applications:  
  • A copy of any materials that will be distributed as part of the canvassing event must be included with the application. 
  • All materials must adhere to “Responsibilities of Community Life: The Student Code” and must contain the name of the sponsoring individual or organization. 
  • The Student Union and Event Services Associate Director or designee will notify the canvasser via e-mail of the canvassing application approval status. 
• Canvassing may only take place in the following designated areas (Canvassers may not interfere or disrupt scheduled activities in these spaces):
  [As noted previously: Non-affiliated individuals or entities interested in canvassing must reserve a Union Street or Fairfield Way table and pay the associated fee.]
  • Union Street, located on the first floor. 
  • The Food Court terrace, which is located on the second floor, overlooking the Food Court.  
  • Fairfield Way from Hillside Road (The Student Union side of the road) to the University Seal area in between Rowe Hall and the Library.  
• Canvassers would need to check in at the Student Union Information Center. 
• Canvassers will be provided with identification badges that must be worn at all times. Canvassers must also carry photo identification with them at all times. 
• Canvassers may not use amplifying devices (including bullhorns). 
• Canvassers are responsible for collecting distributed printed materials that may have been discarded throughout the Student Union or along Fairfield Way. 

Policies specific to the reservation of Residential Life indoor and outdoor spaces.

ResLife Space Policies (Document is currently being updated)