Reservation Guidelines - Off Campus Entities

• Meeting and event spaces may only be used with confirmation from LSU Auxiliary Services.
• Reservation requests must be received via the online reservation form. Availability can be checked by calling 225-578-5959, emailing [email protected], or by visiting the Event Management Office located in 310 LSU Student Union (Monday – Friday, 8:00 a.m. – 4:30 p.m., excluding University holidays or closures).
• Priority Scheduling: The Event Management Office will begin accepting reservation requests on February 1st each year for events taking place the following June–May. Confirmations of those requests are distributed later in the Spring semester. 
• A completed LSU Facility Use Agreement is required for all off campus entities. The agreement requires a Certificate of Insurance naming the Board of Supervisors of Louisiana State University A&M as additional insured, as well as the certificate holder, and must state comprehensive general liability, including Personal Liability coverage of $1,000,000. (Recruiters sponsored by the Olinde Career Center do not need to complete a Facility Use Agreement or provide insurance.) 
• All reservations for classroom spaces are scheduled through the Office of the Registrar: Classroom Reservation Form | LSU University Registrar
• LSU Auxiliary Services may move or adjust reservations as required to optimize space and provide best-fit services.
• Any reservation outside of operational hours for facilities must obtain approval from the Assistant Vice President of LSU Auxiliary Services a minimum of ten (10) business days prior to the event. A pre-event planning meeting with LSU Auxiliary Services is required and additional fees will apply. Groups will be required to contract LSUPD for any event outside building hours.
• We do not reserve outdoor spaces for any off campus groups.

• The deadline for reservations is 9:00 a.m. fifteen (15) business days preceding the event. Business days are defined as Monday– Friday, 8:00 a.m. – 4:30 p.m., excluding University holidays or closures. If the event requires approvals, the confirmation of the approval must be received by this deadline as well. Failure to obtain necessary approvals will result in the cancellation of your reservation.

*Reservations Required*

• LSU Union Theater: Availability and pricing can be confirmed through the LSU Union Theater staff. Additional policies and approvals will apply. 
• The Club at LSU Union Square: Availability and pricing can be confirmed through LSU Dining (225-578-2356 or [email protected]). Additional policies and approvals may apply.

• All billing arrangements must be made before an event can be confirmed. This includes billing address, billing contact, and required deposits. All meetings and events will require a nonrefundable deposit of 100% of the room rental rate by the date outlined on Facility Use Agreement. Any additional charges will be billed post-event. Past due invoices will result in the cancellation of future reservations. NSF checks will be subject to a $25 fee. 

• There is a $100 charge for all corporate table reservations in and around the LSU Student Union. This charge also applies for events held in the LSU Student Union that charge fees for vendor participation, regardless if a table is provided by LSU Auxiliary Services. 
• Should a meeting or event space require cleaning outside of standard operating procedures, there will be a $100 cleaning charge. This includes the removal of food or trash. Documentation of the condition of the room will be provided with the invoice.

• All deposits are non-refundable

• Final event details are due by 9:00 a.m. two business days preceding the event.
  • Final event details include event timeline, all set up requirements, and audio/visual needs. Depending on the nature and timing of the event, you may be asked to provide this information earlier. *Failure to submit by the deadline will result in the cancellation of your reservation.
• Meeting and event spaces will be available 15 minutes before scheduled event start time, unless otherwise requested.
• Meetings and events should begin and end when scheduled. Activities that begin or end outside of the scheduled time may result in additional fees.
• The event main point of contact will be the only authorized individual to make changes to the reservation.
• Media Services: Only authorized persons will operate LSU Auxiliary Services’ audio/visual equipment. Groups are allowed to bring in outside media equipment with the prior approval of LSU Auxiliary Services. Any outside vendor must be University approved. 
• Furniture: Only authorized persons will move or adjust furniture in the LSU Student Union, including meeting and event set ups.
• External Speaker or Presentation: All off campus speakers requesting to speak and/or present within the facility must be sponsored by a registered student organization or LSU department.
• Security Assessment: Security may be required if the event is expected to have 250 or more guests or a University official requests a security assessment. The organizing group is responsible for confirming security through LSU Police and any associated costs.

• Animals: are prohibited inside the facilities, with the exception of registered service animals.
• Soliciting: LSU has strict guidelines (PS – 6) regulating solicitation. *Noncompliance will result in the removal from the facility.
• Property Damage: Destruction of property will result in applicable fees to reimburse or replace damaged property. Clients must report the incident. Cancellation of future events and loss of reservation privileges may also apply.
• Sound Regulations: LSU Auxiliary Services reserves the right to determine if sound amplification levels are disturbing other groups or operations.
• Fire Code: Open flames, smoke/fog machines, the blocking of any doors and exits, as well as other fire hazards are strictly prohibited. Any event not in compliance with fire code will be immediately shut down and the space evacuated until proper adjustments are made.

*Any person engaging in disorderly conduct, including verbal or physical, is subject to immediate removal.*