Reservation Forms | Student Union and Event Services | Student Union and Event Services | University of Connecticut

Reservation Forms | Student Union and Event Services | Student Union and Event Services | University of Connecticut
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Event Reservation Forms
It is exciting to see all of the activities, events, meetings, and programs that are being planned, and we are definitely looking forward to working with you!
As always, you can contact us with any questions or event needs.
Prior to submitting a reservation request form, please review our reservation request submission timelines on our
Reservation Process & Guidelines page
Indoor Space Reservations
Use this form to submit requests for:
Student Union
Indoors
- Meeting spaces and Large Event Spaces (SU Ballroom, SU Theatre)
Hawley Armory
Student Organization's only - Departments can contact Hawley Armory directly
Mat Room, Gym
Dance Practices
Student Union
Hawley Armory
Shippee Pequot
Residential Life Indoor Spaces
Student Organization's only
Departments can contact Residential Life directly
Request Indoor Space
This Form is for:
Student Organizations
University Departments
Student Union Meeting Reservations | SMALL MEETING ROOM FORM
[For recurring meetings in indoor spaces, please complete the "Indoor Space Reservations" request form]
Use this form to submit requests for:
Student Union
Meetings in the Student Union that do not require any additional services or setups
Student Union meeting spaces: SU 221, SU 312, SU 320, SU 321, SU 322, SU 324, SU 325, SU 410
Request Small Meeting Room
This Form is for:
Student Organizations
University Departments
Academic Classroom Reservations
Use this form to submit requests for:
Academic Classrooms
Student Organizations only
Departments can find information about reserving classrooms on the
EMS webpage
_______
Please note:
Authorized contacts for student organizations are limited to the student organization President, Vice President, Secretary, and Treasurer. Only students in these positions are authorized to submit reservation requests on behalf of their organization(s).
Graduate Students and Advisor reservations for academic classrooms
Graduate students
with direct EMS access have it through their department or program, and may reserve space only for purposes directly related to that department or program. They may not reserve academic classrooms for any other purpose, including on behalf of student organizations, even if they serve as an advisor or are listed as an authorized contact. All student organization classroom requests must be submitted through Student Union and Event Services using the Academic Classroom Space form.
Student Organization Advisors or other Faculty/Staff
should not make reservations on behalf of student organizations at any time.
RESERVATIONS THAT BYPASS THESE REQUIREMENTS WILL BE CANCELLED.
Request Academic Classroom
This Form is for:
Student Organizations
Tabling, Display Case, Donation Box, Banner Reservations
Use this form to submit requests for:
Tabling on Union Street and Fairfield Way
Display Case
Donation Box
Banner Space (over the Student Union food court)
Request Tabling, Display Case, Donation Box, Banner
This Form is for:
Student Organizations
University Departments
Outdoor Space Reservations
Use this form to submit requests for:
Outdoor Spaces on Storrs Campus
(including 5K/Run/Walk Events)
[For outdoor tabling, please complete the
Tabling and Display Case Reservation Request form
.]
Fairfield Way, Founder's Green/CLAS Quad, Great Lawn, Residential Life Outdoor Spaces, and other spaces on the UConn Storrs campus
Request Outdoor Space
This Form is for:
Student Organizations
University Departments
University Events & Conference Services Reservations
This form accepts requests to book campus spaces managed by University Events and Conference Services.
Use this form to submit requests for:
Konover Auditorium
| Dodd
North Reading Room
| Wilbur Cross
Rome Ballroom
| Rome Commons
Contact University Events and Conference Services:
reservations@uconn.edu
University Events & Conference Services Website
Request University Events & Conferences Services
Vendor Request Form
This form accepts requests from Vendors to book tabling and event space inside the Student Union and outdoors on Fairfield Way.
Vendors/Contractors/External Organizations are non-affiliated customers (entities external to the University) working directly with the Student Union Event Services Office to book space to provide services or a program open to the University community.
Vendors/Contractors/External Organizations are subject to fees for use of space and/or services.
Vendors/Contractors/External Organizations are not permitted on campus during new student orientation programs or welcome weekends.
Vendors/Contractors/External Organizations must have a signed “Facilities Use Agreement” and a Certificate of insurance on file with the Student Union
before
space reservations can be confirmed.
Vending/Sales and Concessions (Tabling Reservations)
Vendors/Contractors/External Organizations utilizing this reservation process are not allowed to sell food on the UConn campus
however vendors may setup to give out food samples.
All products for sale or fundraising activities must be in compliance with all existing University contracts and State of Connecticut contracts and laws.
Approval for a concession reservation will depend on space availability (The SU Event Services Office staff will make the best effort for non-duplication of concession reservations).
Aggressive selling tactics are prohibited.
Representatives from the group must stay in the assigned area.
All
tabling guidelines
apply.
The following locations can be reserved for these activities
Student Union Indoor Locations
Union Street tabling spaces
Outdoor Locations
Fairfield Way (North or South)
The Husky Dog Circle on Fairfield Way
The University Seal Plaza
Non-Tabling Outdoor Locations and Student Union Indoor Locations (Non-tabling Reservations)
Once you have submitted the form, a Student Union Event Services staff member will contact you to discuss space options.
RESERVATION REQUEST FORM SUBMISSION PROCESS
Complete and Submit a Vendors/Contractors/External Organizations reservation request form
Vendor Request Form Link
Timelines for Reservation Request Form Submissions:
For Tabling Reservations (Indoor and Outdoor)
This form should be submitted at least
15-business days
prior to the desired reservation date.
For Non-Tabling Reservations (Indoor and Outdoor)
This form should be submitted at least
20-business days
prior to the desired reservation date.
Once a form has been submitted, Student Union and Event Services staff will contact the vendor to review the form and review the reservation details.
The information will then be entered into a Facilities Use Agreement (FUA) contract, and sent to the vendor via DocuSign so the Vendor can sign the contract
Once the DocuSign contract has been fully executed and the
Certificate of Insurance
has been received, the reservation will be confirmed by our office.
Payment must be received by the payment date, or the reservation will be cancelled.
Please contact
SUReservations@uconn.edu
if you have questions or need additional information.
Request Vendor
Student Organization Priority Access Request Form
Accepting requests for Storrs Campus meetings/events/activities/programs that would occur between between
Saturday, September 18, 2021 – May 13, 2022
This form is available from 12:01am Monday, July 19, 2021 - 11:59pm Friday, July 23, 2021
Additional requests for space/events can be made starting at 12pm on August 16, 2021.
Use this form to submit requests for:
Student Union Indoor Spaces
Outdoor Spaces on Storrs Campus
(including 5K/Run/Walk Events)
Student Union Mall (Lawn)
Student Union Terrace
Student Union North Patio
Fairfield Way
Founder's Green/Great Lawn
CLAS Quad
Hawley Armory
Not currently available:
ResLife Spaces
(Requests available starting August 16, 2021)
Academic Classrooms
(Requests available starting after the second week of classes)
Priority Access Requests
This Form is For:
Student Organizations Only
Guidelines for Tier I, II, III Organizations >
Student organizations are limited to the following reservation options during the priority access request timeframe.
Tier I Student Organizations
(1) Fall recurring meeting (weekly or monthly)
(1) Spring recurring meeting (weekly or monthly)
Tier II and Tier III Student Organizations
(1) Fall recurring meeting (weekly or monthly)
(1) Spring recurring meeting (weekly or monthly)
(1) Fall program/event
(1) Spring program/event
Each Student Organization may only submit ONE Priority Request form:
All of your requests must be included on (1) form
If a Student Organization submits more than one Priority Request form, we will only process the first submission/form
All forms will be processed during the first two weeks of August
A form submission is a request for space
All requests are subject to space availability
Space/Event Confirmations will be sent
no later than August 16, 2021
Event Services Home
Reservation Process & Guidelines
Event Spaces
Reservation Schedule – EMS
Reservation Forms
Audio Visual and Technology Services
Event Planning Tools
Cancel Reservation
Event Services
Student Union, Room 106
Mon-Fri
8:30am - 4:30pm
860-486-3421
SUReservations@uconn.edu