Reserving a Room: Non-University Groups

The Arizona Student Unions welcome Non-University groups to host events at the Student Union Memorial Center. Non-University groups hosting SUMC events are required to sign a contract with the Arizona Student Unions ten (10) business days prior to their event and are required to deposit 50% on the facility fee. Since the facilities are primarily intended to support the campus community, priority booking has been extended to on-campus entities. Therefore, Non-University groups will be given the opportunity to book space after student groups and campus departments.

Room Assignments

A variety of rooms are available for use by off-campus groups: 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 Union. Please refer to our list of the charges for rooms in the Student Union Memorial Center. The Arizona Student Unions reserves the right to reassign rooms to serve the greatest number of programs and services. The Event Services Office will provide notification of changes to reservations as promptly as possible via email, phone or fax.

Confirmation

The Event Services 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 Services office within (2) two days of receipt. Catered meals will receive a confirmation when the menu for the event has been submitted to the Event Services office.

Cancellations

A minimum of 14 business days' notice is required for cancellation of General Meeting Rooms. 100% of the room rental fee will be charged to any General Meeting Room cancellations with less than 14 days' notice. General Meeting Rooms include Agave, Copper, Presidio, Tubac, San Pedro, Santa Cruz, Sabino, Ventana, Pima, Mesquite, Cholla, Ocotillo, Picacho and Madera.

A minimum of 30 business days' notice is required for cancellation of Special Event Spaces. 100% of the room rental fee will be charged to any Special Event Space cancellations with less than 30 days' notice. Special Event Spaces include Ballrooms, Catalina, Rincon, Santa Rita, Tucson, Kachina, Kiva, Gallagher, Sonora, Games Room, any lounge, or any space in the Student Unions not listed as a General Meeting Room.

No Shows

100% of contracted event total will be charged for any scheduled event at which the client and guests do not arrive.