Beginning August 5, Registered Student Organizations will be able to request and manage spaces through "Get Involved," the platform they currently use to manage their organizations. This will eliminate the extra step of having a separate login and submission into our EMS scheduling system. Account logins will no longer be needed, as students will be able to manage everything in Get Involved.
Submitting a Request
Reservation requests for events that are less than 6 months away, but more than 5 business days out must be placed through our online system. Only the top 3 officers of the RSO are able to make reservations for their organization. The top 3 officers are established initially with the Center for Student Involvement, and are then shared with the CARS team. An online account is created for each individual, and emailed to them directly. All accounts should be used solely by the individual, and cannot be shared with others to utilize. Questions or concerns about reservation accounts can be emailed to firstname.lastname@example.org.
For events that are scheduled for less than 5 business day away, a reservation request form must be completed and submitted to the CARS office by email at email@example.com, fax or delivered in person
Events more than 6 months in advance are approved by the Student Centers Director. A reservation request form and a policy waiver request form, indicating why more than 6 months is needed to plan the event, must be completed and emailed to firstname.lastname@example.org for consideration. All final decisions regarding these requests are at the discretion of the Student Centers Director.
*As a reminder, it is important to remember that all reservation requests are not final until a confirmation from our office has been received. Do not advertise an event location or time until a confirmation has been sent to you from a CARS team member. Events hosted in outdoor locations, in General Purpose Classroom, and events requiring Get Involved registration have additional approvals that must be completed before an event can be finalized and confirmed.
A University of Houston Central campus Registered Student Organization (RSO) that is officially recognized and approved by the Center for Student Involvement.
Must cancel at least 2 business days in advance of the event date. Failure to do so may result in group/individual receiving a no-show violation on their account and/or having to pay the full rental rate and other service charges on the reservation.
- Tabling locations: in Student Center South and Student Center North
- Outdoor locations: Lynn Eusan Park, Butler Plaza, Student Center Circle Drive, Student Center Plaza Stage, The Grove, and other outdoor locations as requested
- Banner location: Student Center South
Reservation requests for large-scale or special events received less than 15 business days before the event may be denied due to insufficient time and/or space available to process and accommodate the request. Additionally, reservation requests that are required to complete Event Registration through Get Involved and the Center for Student Involvement must meet approvals and requirements from those processes in order to be approved and confirmed.
Outdoor reservations must be submitted at least 15 business days in advance of the event in order to ensure that all necessary approvals can be received. Outdoor reservations are required to complete the Get Involved Event Registration process—failure to do so will result in the decline of the reservation request.
RSOs are limited to four meeting/event reservations per calendar week (Sunday through Saturday).
Catering services are available through The Fresh Fork by Chartwells which is conveniently located at the University of Houston campus.
Customers are also welcome to bring in outside caterer for events. Based on the event, additional documentation could be required.
If alcohol is to be served at the event, all food and drink must be ordered through The Fresh Fork.
RSOs that choose to prepare their own food, bring in an outside caterer, or have alcohol at their event must register through the Get Involved event registration process to receive necessary approvals.
Sponsorship is defined as a joint programming venture between a RSO, campus department or an off campus group/individual. RSOs can serve as a sponsor for either a campus department or 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
- All communication with the CARS Office will be conducted by the RSO
- A member by the sponsoring RSO is present throughout the entire event
- All accumulated charges will be billed to the sponsoring group directly
RSOs cannot serve as fronts for off campus groups or individuals as a means of obtaining a reduced rental rate. Events sponsored by RSOs discovered to be fronts for any entity will be adjusted to the appropriate billing rate.
Payment & Billing Structure
RSOs are not charged for the use of facilities unless the facilities are being used for fundraising events, events with admissions fee, or are a joint program/sponsorship with a campus department or off campus group/individual. Charges associated with extending building hours, use of certain audio-visual equipment, special services, and labor/staff charges are the responsibility of the RSO.
Based on the details of the event—including if there is an admission fee, if the event is being sponsored/co-hosted or if the event is a fundraiser—the RSO will be billed at either the RSO Fundraiser rate or the Sponsored Rate. For specific questions regarding the billing rate of an event, please speak with a CARS team member.
Payment for events are due two weeks after the date of the event. RSOs are able to pay online via credit card or in person via credit card, organizational/professional check or money order. The CARS office does not accept cash as a form of payment.
Damage deposits are not required for RSOs to host events.
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 or contact email@example.com.