Submitting a Request

All registered student organizations in good standing have the privilege of holding events on campus.    All event requests must be submitted online through your organization’s Get Involved page at least five business days before the event to allow adequate time for the approval process.  Only the top 3 officers of the RSO can submit reservation requests for their organization.  The top 3 officers are established with the Center for Student Involvement (CSI) during the organization registration process.  An online account is created for each RSO officer.  These accounts should be used solely by the individual and not shared with other students.

For step-by-step instructions on submitting an online request, please check out the following website:  Event Registration | Center for Student Involvement | University of Houston.

Event requests more than 6 months in advance must be approved by the Student Centers Executive Director.  Please complete a policy waiver request form, indicating why more than 6 months is needed to plan the event, and email the completed form to cars@uh.edu for review.  If your policy waiver request is approved, the Conference and Reservation team will email you the approved form.  Once you have received confirmation that the policy waiver has been approved, you may proceed with submitting your request online via your organization’s Get Involved page.

Reservation requests are not final until a confirmation from the Conference and Reservation Services (CARS) office has been emailed to you.  Do not advertise an event location or time until the CARS Team sends you the event confirmation.  Events hosted in outdoor locations, General Purpose Classroom, and events requiring Get Involved registration require additional approvals that must be completed before an event can be finalized and confirmed.

Definition

A University of Houston Central campus Registered Student Organization (RSO) that is officially recognized and approved by the Center for Student Involvement (CSI).

Cancellation Policy

One of the RSO’s top 3 officers must provide written notification at least two business days prior to your event start date.  Failure to do so may result in the group/individual receiving a “late cancellation” violation and/or having to pay the Campus Department rental rate and other service charges on the reservation.

Available Spaces

• All rooms in the Student Center North, Student Center South, and General-Purpose Classrooms
• Tabling Locations: Student Center South (Food Court Tables, Outdoor North Tables, Indoor South Tables) and Butler Plaza
• Outdoor Locations: Butler Plaza, Lynn Eusan Park, Student Center Circle Drive, Student Center Plaza, The Grove, and other outdoor locations as requested
• Banner locations: Student Center South’s west handrail, Skybridge between Student Center North and South, front of the Student Center South, and Houston Room Backstage Wall

Reservation requests for large-scale or special events received less than fifteen (15) business days before the event may be denied due to insufficient time and/or space available to process and accommodate the request.  RSOs planning large-scale or special events meeting the definition of “special event” as determined by the Center for Student Involvement are required to begin the initial event planning process through the Center for Student Involvement Event Registration Process in Get Involved.  The reservation request must meet final approval from the Center for Student Involvement at least 48 hours before the event date.

Outdoor event reservations must be submitted online through Get Involved at least fifteen (15) business days in advance of the event to ensure all the required departmental reviews and approvals.

RSOs are limited to four meeting/event bookings per calendar week (Sunday through Saturday).

Catering

Catering services are available through Fresh Fork by Chartwells (dineoncampus.com/uh/fresh-fork-catering), which is conveniently located on campus.

Customers are also welcomed to bring in an outside caterer for events.  Additional documentation could be required based on the type of event.

If alcohol is to be served during the event, all food and beverages must be ordered through Fresh Fork.

Temporary food permits must be attached to your Get Involved event request and receive approval from the Fire Marshall’s Food Safety team.

Event Sponsorship

A sponsorship is defined as a joint programming venture between an RSO, campus department, or an off-campus group and/or individual(s). RSOs can serve as a sponsor for either a campus department or an off-campus group/individual, given that the following conditions are met:

• The RSO must actively participate in the event by assuming all responsibility for all reservation arrangements and charges assessed
• The RSO will be responsible for all communication with the Conference and Reservation Services (CARS) office regarding the event
• A member of the sponsoring RSO must be present throughout the entire event
• All accumulated charges will be billed to the sponsoring group directly

RSOs should not serve as fronts for off-campus groups or individuals in an effort to obtain a reduced rental rate.  Events sponsored by RSOs discovered to be fronts for any entity will be adjusted to the appropriate billing rate. Additionally, the RSO could be placed on probation for the rest of the academic year.

Payment & Billing Structure

Registered Student Organizations (RSOs) are not charged for facility usage unless the event involves fundraising, has an admission fee, or is joint programming with a campus department or an off-campus group/individual.  RSOs are responsible for costs related to extended building hours, specific audio-visual equipment, special services, and labor/staff charges.

Depending on the event details, such as whether there is an admission fee, fundraising, or sponsorship, the RSO will be billed at either the Fundraiser rate or the Sponsored rate.  For specific questions about billing rates for an event, please contact a CARS team member.

Event payments are due two weeks after the event date.  RSOs can pay online via credit card or in person using a credit card, organization/professional check, or money order. The CARS office does not accept cash payments.

Damage deposits are not required for RSOs to host events.

Parking

The Student Centers does not have any guaranteed customer or visitor parking. For the most accurate information regarding parking, please visit the University of Houston Parking website or contact parking@uh.edu.