Reserving a Room: University Offices and Departments

Campus departments will be given the first (2) two weeks of each May to block space in the Student Union Memorial Center for the next school year for conferences and other special activities. High Profile or large department events taking place annually may be scheduled up to 2 years in advance of the day of the event. Unfortunately, we are not able to schedule events any farther than 2 years forward.

Room Assignments

A variety of rooms are available for use by University Departments: small meeting rooms, mid-size lecture rooms, or multipurpose rooms are available. The Arizona Student Unions will strive to assign the room preferred. Each day, room assignments are posted outside the meeting rooms and at various locations throughout the SUMC. An agenda of daily events is also posted at the SUMC Information Desk and on the Arizona Student Unions’ web site at www.union.arizona.edu/rooms. The Arizona Student Unions reserve the right to reassign rooms to serve the greatest number of programs and services. The Event Planning Office will provide notification of changes to reservations promptly via email, phone or fax.

Room Charges

University departments are permitted two preset rooms per week with a (2) two hour limit at no charge for day to day meetings and does not include conferences, extended days in the same week or multiple rooms on the same day. Departments that go over the (2) two rooms per week limit will be charged the appropriate 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. These determinations are made by the Director of the Arizona Student Unions.

Confirmation

The Event Planning office will confirm requested reservations on the submitted form by fax, telephone, mail, or email. All reservations made by phone or walk-in will also receive a confirmation. The reserving group’s contact person will be required to sign the room confirmation agreeing to the policies and procedures of the Arizona Student Unions and return the signed confirmation to the Event Planning office within (2) days of receipt. Catered meals will receive a confirmation when the menu for the event has been submitted to the Event Planning office.