The University of Arizona

General Procedures for Reserving a Room

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    Contact

    Please submit completed room reservation request forms, questions and comments to the Event Service Office.

    Location: Event Services Office, 3rd floor of the Student Union Memorial Center. 1303 E University Blvd, Tucson, AZ 85721.

    Phone Number: 520-621-1414

    Email Address: SUeventplanning@email.arizona.edu

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    Room Assignments:

    When booking a room at the Student Union Memorial Center by submitting a room reservation request form, the client will receive a contract prior to their event confirming room location, A/V, setup, and catering details. Though the Arizona Student Unions strive to assign the room preferred, availability cannot be guaranteed. The Arizona Student Unions reserves the right to reassign rooms to serve the greatest number of programs and services for the university. The Event Services Office will provide notification of changes to reservations promptly via email.

    Each day, room assignments are posted outside the meeting rooms and at various locations throughout the Student Union Memorial Center.

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    Cancellations:

    The Arizona Student Unions reserves the right to assess a cancellation fee if written notice to cancel a room reservation is not submitted at least 14 days prior to the event for general meeting rooms and 45 days prior to the event for Ballrooms, Sonora Room, Kachina Lounge, Gallagher Theater, Union Gallery, and Games Room.

    General meeting rooms canceled less than 14 days prior to the event will incur a 50% charge of the room rental.

    General meeting rooms canceled less than 3 days prior to the event will be billed in full.

    Ballrooms, Sonora Room, Kachina Lounge, Gallagher Theater, Union Gallery, or Games Room canceled less than 45 days prior to the event will incur a 50% charge of the room rental.

    Ballrooms, Sonora Room, Kachina Lounge, Gallagher Theater, Union Gallery, or Games Room canceled less than 14 prior to the event will be billed in full.

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    No Shows:

    Room reservations with signed contracts will be billed in full if not canceled prior to the event date regardless of client/guest attendance. A second occurrence may lead to suspension of room booking privileges for the group/department/organization.

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    Recognized Student Groups:

    All recognized student groups are permitted two preset meeting rooms per week, with a two-hour limit per meeting, at no charge. These groups may book rooms each semester as needed on a first-come basis.

    Only the President or Treasurer of recognized student organizations can make reservations or changes to reservations for their clubs. Room charges apply to any student group who exceed the weekly allotted rooms, the two-hour time limit, or violate any Student Union policies.

    Room reservations for events charging an admission do not qualify for no-charge rooms and all will be assessed a room charge.

    Groups that misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately and may have their reservation privileges suspended, as determined by the Associate Director of Catering and Event Services.

    Available rooms include: Agave, Cholla, Copper, Ocotillo, Presidio, Sabino, San Pedro, Santa Cruz, Tubac, and Ventana.

    For room rates please go here.

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    University Departments:

    University departments are permitted two preset meeting rooms per week, with a two-hour limit per meeting, at no charge for standard department meetings. Conferences, extended days in the same week or multiple rooms on the same day do not qualify. Departments requesting more than two preset meeting rooms per week will be charged for any additional reservations. Departments may book rooms each semester as needed on a first-come basis.

    Room reservations for events charging an admission do not qualify for no-charge rooms and all will be assessed a room charge.

    Departments that misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately and may have their reservation privileges suspended, as determined by the Associate Director of Catering and Event Services.

    Available rooms include: Agave, Cholla, Copper, Ocotillo, Presidio, Sabino, San Pedro, Santa Cruz, Tubac, and Ventana.

    For room rates please go here.

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    Room Setups:

    Setup and equipment needs for rooms are to be requested at the time the reservation is made. Some rooms in the SUMC are available with an existing standard setup (preset) and their setups cannot be changed. Other rooms may be arranged in a variety of configurations. Please note that if you require a specific set up, some rooms may not be available. For more complicated setups, special diagrams for room reservations can be created and requested through our Event Planners.

    Furniture, including tables and chairs, may only be moved by Arizona Student Unions staff. When possible, we will try to accommodate all changes to reservations, but due to timing and staffing constraints, changes to setup may not always be possible. Last minute requests to room setup may incur labor charges.

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    Advertising:

    Any advertising for the promotion of a program or special event to be held in a Student Union space, such as newspaper releases, posters, tickets and handbills must indicate the sponsoring group. Any advertising or promotion of an event must be discussed with and approved by the Student Union Memorial Center Event Services office at the time the reservation is made and before it is confirmed.

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    Additional Personnel & Security:

    Some events in the Student Union Memorial Center may require additional event personnel or specialized technicians. The cost of the required event personnel will be charged to the reserving group. Whenever possible, these charges will be discussed in advance and will be reflected on the event contract.

    Additionally, some events such determined to be high risk or involving high occupancy may require security personnel. Only UA police or other campus approved security companies may be used to satisfy security requirements. The client will be responsible for coordinating and paying for security personnel.

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    Parking:

    If your event will require vehicle parking for guests, please contact Parking and Transportation Services at (520) 626-7275.

    The rental of space in the Student Union Memorial Center does not include parking.

    The nearest public parking facility is the Second Street Garage, located behind the Student Union Memorial Center.

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