The following guidelines are established in an effort to maximize our ability to serve as much of the UA community on a daily basis as possible.
Reservations must be requested through the online reservations system. The Virtual EMS system is located under “Make a Reservation”. The Pricing Structure, Frequently Asked Questions, and The University of Alabama Student Center Reservation Policies are also available on the Virtual EMS page. For further assistance the Reservations Office can be reached at 205-348-2827 and is located on the second floor of The University of Alabama Student Center in Suite 2602.
The University of Alabama Student Center strives to serve all members of the UA Community by providing a welcoming space for different types of programing. In order to serve as many University Departments, Division of Student Life Departments, and Student Organizations on campus as possible, groups may only book up to ten (10) different meetings in a single reservation and will not be allowed to have more than ten (10) meetings reserved at a time.
Organizations requesting space must be current, recognized student organizations and must submit the online event registration form through MySOURCE at least 7-10 business days before the event.
This suggested timeline allows for every step of the reservation process to be completed in a timely manner, as well as allowing for event planning assistance from the Reservations Office. Reservation requests that do not follow this guideline may be asked to move to a later date.
Note: Reservations for recurring meetings are not permitted in the Ballroom, Heritage Room and Great Hall.
| Type of Event* | Request Form Submission Deadline |
|---|---|
| Tabling, board rooms, medium meeting rooms | At least seven (7) business days before the event date |
| Ballroom, Heritage Room, Great Hall, Theater, Plaza, Promenade, Lawn | At least two (2) full weeks prior to the event date |
| Events involving sound outdoors, alcohol, modifying building hours, complex diagrams, or technical and stage set-ups | At least one (1) full month prior to the event date |
| Events involving security, entertainment contracts, high attendance (200+ expected), liability releases, work orders, or other similar components | At least one (1) full month prior to the event date |
To make sure The University of Alabama Student Center is utilized fully at all times, rooms may be held under the following guidelines. Room holds will only last for 7 business days before the patron must sign a contract via DocuSign. This allows the patron time to finalize plans to formally set the date. Rooms may be held under the following timeline:
At the conclusion of the hold window, if the DocuSign contract has not been signed and agreed to, the hold will be lifted.
When initial holds are lifted the Reservations Office will move down the waitlist to the next organization requesting the date. Holds and reservations are processed on a first-come, first-served basis.
After completing the Reservation Request via the Virtual EMS system the patron will receive a contract to sign via DocuSign. This contract must be signed within 48 hours in order for the room to be reserved in the patrons name. Contracts are binding between the patron and The University of Alabama Student Center. If an event must be canceled it is the patrons responsibility to notify The University of Alabama Student Center Reservations office. For details about canceling an event reservation, please see the “Cancelations” section.
Student organizations, University Departments and individuals canceling events less than one month (approximately 30 days) before their event date may be charged a late cancellation fee of 50% of the event’s total cost. Charges will only be voided if the reservation is canceled by written notice no less than thirty (30) days prior to the scheduled event. Events booked within the 30 day cancellation window are subject to the same cancellation policy. The University of Alabama Student Center reserves the right to cancel reservations due to emergency situations, a client’s failure to confirm or turn in required paperwork, or other unforeseen circumstances at no charge to the client.
Reservations that fail to inform the Reservations Office about cancelations prior to the start of the event will receive a “No Show” penalty and charge of the space (see cancelations). After two “No Shows,” the organization/department/student will receive a warning letter. A third “No Show” will result in the withdrawal of reservation privileges for the remainder of the semester and cancelation of the semester’s existing reservations. “No Shows” for reservations that involve a custom setup or staffing will result in an extra charge.
In accordance with federal copyright laws, institutions, organizations, and individuals wishing to show copyrighted materials, such as movies, for public viewing during meetings and events at The University of Alabama Student Center must secure licenses to do so, regardless of whether or not an admission or other fee is charged.
UA libraries offer a host of streaming services that include digital rights.
The University of Alabama Student Center does not provide overnight storage for event supplies and materials. We are not liable for materials that are left behind after events.
“Event time” refers to the start and end time of the actual event being held. These are the times that will be posted on event schedules.
Should a client wish to access the space prior to the event start time or remain in the space after the event end time, the client must make arrangements in advance through the Reservations Office. The online request system requires start and end times which should include any personal setup and breakdown times
“Reservation time” refers to the event time plus the building’s setup and cleanup time. Clients may not be present in the reserved spaces outside of the event times specified, unless prior approval has been secured through the event coordinator.
For the small and medium meeting rooms, clients are unable to book spaces earlier than thirty (30) minutes after the building opens and must be out no later than thirty (30) minutes prior to the scheduled building closing time. In the outdoor spaces, ballroom, great hall and theater, clients can access the spaces no earlier than one (1) hour after the building opens and must be out no later than one (1) hour prior to the scheduled building closing time.
Clients who wish to modify building hours for an event must contact The University of Alabama Student Center Administration Office at least one (1) month prior to the event date for approval and to allow time for scheduling additional staffing.
On days when The University of Alabama Student Center is normally open, there will be a $100.00 fee for each additional hour that the building opens early or closes late for the event. If setup for a reservation happening the next day is delayed due to an event with a late close, the client causing the late close is also responsible for paying $50.00 an hour for each additional hour staff must be present to set up. This fee is assessed on an hourly basis only.
Alternate plans for outdoor events can be pre-arranged in case of inclement weather through the event coordinator. Clients are subject to any associated fees for holding the rain space and must provide a cell phone number that The University of Alabama Student Center staff can reach them on the day of the event. Rain calls must be made by the client at the day and time specified on the contract. The client must contact the events office by the deadline to indicate whether or not the rain space will be used. Should the client choose to proceed without the rain space (or if the client fails to make the rain call by the deadline), the alternate space will be released from the reservation and will not be available for the client’s use. A charge will be applied to the final bill if the Rain Plan requires staffing for setup or breakdown of a space, even if the Rain Plan space is not executed.
To protect The University of Alabama Student Center assets, it is at the discretion of student center staff as to whether equipment can be safely transported to and set up in outdoor areas during inclement weather.
In the event of severe weather or lighting in the area, The University of Alabama Student Center reserves the right to cancel an event happening outdoors.
While every effort will be made to accommodate an organization’s first or second preference for room choice, the final assignment is at the discretion of the Reservations Office and based upon maximizing space utilization in The University of Alabama Student Center. The student center reserves the right to reassign space to meet campus needs; however, such changes are made only in extraordinary situations.
The Reservations Office reserves the right to move any function to another room if the estimated or confirmed attendance numbers make the room reserved inappropriate or impractical, in the opinion of the Reservations office.
Clients may not transfer or assign a reservation to another client. All wait list requests are processed through the Reservations Office.
The reservation contact shall pay all charges set forth in full within ten (10) business days after receipt of the invoice.
In addition, the contact shall be separately responsible for all costs of supplies and materials not furnished by UA, including any additional required personnel and/or security, excessive setup, cleanup, costs of insurance, costs of food, beverages, and catering, and any and all costs of damage to University property.
All clients are required to return spaces to the original condition before departing. Spaces should be clear of all trash and debris and all decorative materials removed. If The University of Alabama Student Center staff has to remove decorations and/or provide additional cleaning, a minimum charge of $25.00 will be assessed.
Anything requiring assistance from facilities & maintenance (electrical needs, banner hanging, large furniture move, extra trash cans, etc.) may incur additional charges. Rates are set by Facilities and Maintenance and a FOAPAL is required to initiate each work order.
Non-UA affiliated groups may only make a reservation request with sponsorship from an official student organization or department. A contact from the sponsoring group will be added to the reservation and should be present at the event as their organization is ultimately responsible for the event and the behavior, damages and charges of their guests.
External groups must pay external pricing and should provide a payment via check one (1) week prior to the event. Checks should be made payable to The University of Alabama and mailed to The University of Alabama Student Center or delivered in-person.
Exceptions to the external pricing structure may be made if the sponsoring organization is stewarding the event taking place with an external client.
Groups may not front for one another in an effort to receive a different pricing structure.
If a department is sponsoring an event for a student organization, the department becomes the reservation contact. A FOAPAL will be required, and the department’s payment structure will overrule the student organization’s.
Policy waivers and discounts should be requested in an official capacity prior to finalizing reservation details. To request a policy waiver or discount, please visit the Waiver and Sponsorship page on The University of Alabama Student Center website. Once a docusign has been signed, no waivers, discounts or sponsorships may be requested. There will be no appeals for discounts after groups have received invoices.
Any group looking to serve alcohol at an event must adhere to all University of Alabama campus policies. For a list of UA Policies concerning alcohol please review the Approved Alcohol Venue Policy and the Drug-Free Campus and Workplace Policy. All groups must complete all paperwork and submit approval to the Reservations Office at least five (5) business days before the event date. Any alcohol must be served by a UA approved caterer or an alcohol vendor. Any damages to The University of Alabama Student Center are the responsibility of the event host and will be dealt with accordingly.
Personal devices such as cellphones, tablets, laptops, video games, instruments, or other sound amplification devices should be used with personal earphones in the public areas of The University of Alabama Student Center, including outdoor spaces. Use of amplified sound must be approved in advance by The University of Alabama Student Center.
Animals are not permitted in The University of Alabama Student Center, with the exception of service animals trained to do work or perform tasks for persons with disabilities. Service animals must be harnessed, leashed, or tethered while in the student union. Emotional support animals are not permitted.
Collection bins are not authorized without approval from The University of Alabama Student Center and may be required to go through an approval process with the SOURCE. Unauthorized collection bins will be properly disposed of.
Filming and photography are prohibited inside of The University of Alabama Student Center unless approved by Strategic Communications and the Director or designee of The University of Alabama Student Center administration. Patrons wishing to film or photograph in the building should fill out the Photography and Filming form at least five (5) business days in advance of the proposed time.
For events wishing to use a caterer other than Crimson Catering the caterer must be approved by The University of Alabama and be part of the UA Catering Program Participants. It is the responsibility of the event host to communicate all setup requirements to The University of Alabama Student Center Reservations Office at least five (5) business days before the event.
The Reservation Guidelines above are meant to maximize the use of The University of Alabama Student Center for the UA Community and to establish a safe environment for our patrons. All guidelines are subject to review by Student Center Administration and can be amended or changed at any time with or without notice. .
