Fall SU

Reservation Process & Guidelines

 Reservation Process Graphic: Read the U Guide, Submit Request, Get Response, Have Your Event

Student Union Reservation Eligibility

Organization Type Indoor Spaces Outdoor Spaces
Tier I Student Organizations Meetings (Limited to members of their organizationand/or prospective members) & Tabling (Informational only) Tabling (Informational Only)
Tier II Student Organizations Meetings, Tabling & Events Meetings, Tabling & Events
Tier III Student Organizations Meetings, Tabling & Events Meetings, Tabling & Events
University Departments Meetings, Tabling (associated with Events) & Events Meetings, Tabling (associated with Events) & Events

Please Note: All reservations will be subject to change or cancellation if at any point we receive more restrictive guidelines from the university for space use and/or gatherings.

General Space/Event Request Timelines

Large Complex Events/Large Conferences

Examples: Events with multiple dates, multiple spaces, requiring additional services/equipment, etc.

Optimal Event Request Submission Timeline: Submit request(s) 75 business days or more prior to the requested event date(s)

Event Request Submission Deadline: No later than 60 business days prior to the event date(s)

Complex Events/Small Conferences

Optimal Event Request Submission Timeline: Submit request(s) 45 business days or more prior to the requested event date(s)

Event Request Submission Deadline: No later than 30 business days prior to the event date(s)

Events using Inflatables/Amusement Devices

Optimal Event Request Submission Timeline: Submit request(s) 30 business days or more prior to the requested event date(s)

Event Request Submission Deadline: No later than 20 business days prior to the event date(s)

Events requiring a meeting with an Event Coordinator

These events include (but are not limited to):

  • Those that use a vendor (ex. DJ, sound companies, inflatables, pipe & drape),
  • Events located in the Student Union Theatre or Ballroom
  • Events which plan to include external (those not currently a UConn student, faculty or staff member) speakers or performers

Optimal Event Request Submission Timeline: Submit request(s) 30 business days or more prior to the requested event date(s)

Event Request Submission Deadline: No later than 20 business days prior to the event date(s)

Meetings (simple), Tabling, Display Case

Optimal Event Request Submission Timeline: Submit request(s) 5 business days or more prior to the requested event date(s)

Event Request Submission Deadline: No later than 2 business days prior to the event date(s)

Outdoor Space/Event Request Timelines

Large Complex Events/Conferences

Examples: Events with multiple dates, multiple spaces, requiring additional services/equipment, etc.

Optimal Event Request Submission Timeline: Submit request(s) 75 business days or more prior to the requested event date(s)

Event Request Submission Deadline: No later than 60 business days prior to the event date(s)

Walk/Run Events or Similar

Optimal Event Request Submission Timeline: Submit request(s) 45 business days or more prior to the requested event date(s)

Event Request Submission Deadline: No later than 30 business days prior to the event date(s)

Outdoor Meeting/Event Requests

For meetings that may require additional services/equipment as well as reservations that would include inflatables, tents, amusement devices, carnival rides, games, constructed stages, generators, or other items

Optimal Event Request Submission Timeline: Submit request(s) 30 business days or more prior to the requested event date(s)

Event Request Submission Deadline: No later than 20 business days prior to the event date(s)

Fire Pit

Optimal Event Request Submission Timeline: Submit request(s) 15 business days or more prior to the requested event date(s)

Event Request Submission Deadline: No later than 10 business days prior to the event date(s)

Outdoor Meeting (space only), “Grab and Go” events, and Tabling

For meetings that require no additional services or equipment, "Grab and Go" Events, and outdoor tabling for both bake sale and non-bake sale requests

Optimal Event Request Submission Timeline: Submit request(s) 10 business days or more prior to the requested event date(s)

Event Request Submission Deadline: No later than 5 business days prior to the event date(s)

Administrative Timelines:

External speakers or performers

External refers to individuals who are not currently UConn students, faculty or staff.

Reservations that plan to include external speakers or performers must submit all names, contact information, and riders to Event Services no later than 15 business days prior to the event

Optimal timeline: 20 business days prior to the event.

Certificates of Insurance and Certificates of Manufacture

All Certificates of Insurance and Certificates of Manufacture must be submitted to Event Services no later than 15 business days prior to the event

Optimal timeline: 20 business days prior to the event.

Letters of Donation

For events which include donated food and/or Coca-Cola beverages from and/or prepared by licensed food vendors (in compliance with Environmental Health and Safety guidelines)

Letters of Donation must be submitted to Event Services no later than 10 business days prior to the event/program

Optimal timeline: 20 business days prior to the event.

Temporary Food Service Permit Applications

Temporary Food Service Permit Applications must be submitted to Event Services no later than 10 business days prior to the event/program

Optimal timeline: 20 business days prior to the event.

All Event/Meeting/Reservation Details Confirmed

All events for which an Event Coordinator is assigned must have all event details and approvals confirmed and finalized with Event Services no later than 15 business days prior to the event

  • This includes, but is not limited to: access and event schedules, room diagrams, equipment needs, signage plans, setup information, onsite event contact information and food permits

Optimal timeline: 20 business days prior to the event.

Need to Know:

COVID-19 Safety Information

COVID-19 Safety Gathering Guidelines

Student Affairs has developed a color-coded system to reflect the current status of the Storrs campus relating to positivity rates and COVID-19 spread. Each color indicates certain guidelines for all indoor and outdoor activities.

More information can be found here: University of Connecticut COVID Dashboard | COVID Campus Residential Codes (uconn.edu)

General COVID-19 Safety Data

The University of Connecticut is committed to transparency as it communicates information pertaining to COVID-19 to all members of our community. 

More information can be found here: University of Connecticut | COVID Dashboard (uconn.edu)

Student Activities and Programming Information

Plans are underway to provide guidance for a great and safe Fall semester!

Find more information and resources on the Student Activities Fall 2021 web page:
Fall 2021 | Student Activities

Priority Access

The Priority Access process has concluded for the 2021-2022 academic year.

Information about the Priority Access process for the 2022-2023 academic year will be posted toward the end of the Fall 2021 semester.

Individual Study Spaces

Individual students can reserve private space for the purposes of participating in online courses or for studying. Bookings are available for academic classrooms or study seats at Homer Babbidge Library.

Book Library Space

Book Classroom Space