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On-Campus Events/Facility Reservation

Most on-campus events that are not regular club meetings require a series signatures and liability mitigation. Please download the “Student Event Application” and bring it to the clubs office as soon as possible.

Available Facilities:
Clubs may use on-campus facilities for tabling, meetings and events. We suggest you reserve them in advance. Possible facilities include, but are not limited to:

  • UC Quad John Van Duzer Theater Gist Theater
  • Classrooms Jolly Giant Commons Siemens Hall rooms
  • Nelson Hall East meeting rooms Founders Hall rooms
  • UC Quad may be reserved through the UC Information Counter (826-4414).

Preliminary reservations begin two weeks before each semester begins and rooms may be reserved for the entire semester. Ask about any charges. Only the designated club member listed on your Club Contact Card may make room reservations through the UC Information Counter.

Room Reservations: Room requests may be submitted to the UC Information Counter (826-4414) for upcoming events. In general, reservations for Fall Semester are scheduled beginning in mid-March of the previous semester. Spring Semester reservations are entered beginning mid-October. This schedule applies to both UC facilities and HSU classrooms.

Jolly Giant Commons has several conference rooms reserved through the Office of Residential Life on the second floor of the JGC. These rooms are primarily for use by students living in the residence halls but non-residents may reserve for HSU related purposes.
John Van Duzer Theater may be reserved through Jayson Mohatt in Theater Arts Rm 103B (826-3410), or .(JavaScript must be enabled to view this email address). This facility seats 750 people. Be prepared to pay for the use of this facility. The charges are: $10 per technician per hour (usually 2-3 people) and if you are charging for admission to your event, you will also be charged a $100 flat fee, or 5% of profits. This facility is booked up to 2 years in advance and is extremely difficult to get access to.

Gist Theater may be reserved through Jayson Mohatt in Theater Arts Rm 103B (826-3410), or .(JavaScript must be enabled to view this email address). This facility seats around 120 people. Be prepared to pay for the use of this facility. The charges are: $10 per technician per hour (usually 1-2 people) and if your event is ticketed, you will also be charged a $50 flat fee, or 5% of profits. This facility can be difficult to book, so it is a good idea to call early.

Forbes Complex Rooms may be reserved with the Health and PE Office (FC 101). Call Monika at 826-4537 to check availability. If the rooms are available, ask the staff member to note your interest in the reservation book. In order to reserve a room in Forbes Complex, clubs must complete liability release forms available in the Clubs and Activities Office or online for EVERY member participating. Upon completion of the Liability Release forms, the Director of Clubs and Activities will complete a room reservation form for the club. This form is delivered by the club to Monika in athletics to complete the room reservation process. In the event that anyone participates in an activity in this room without a completed liability release form, the reservation will immediately be cancelled and the club will face disciplinary action. Any member participating in an activity in Forbes Complex MUST have an ID available upon request from any University staff member. It is the responsibility of the club members to monitor and restrict access to participation in events in this room during the duration of their reservation.

Athletic Fields may be reserved with the Health and PE Office (FC 101). Call Monika at 826-4537 to check availability. If the field is available, ask the staff member to note your interest in the reservation book. In order to reserve an athletic field, clubs must complete liability release forms available in the Clubs and Activities Office or online for EVERY member participating. Upon completion of the Liability Release forms, the Director of Clubs and Activities will complete a room reservation form for the club. This form is delivered by the club to Monica in athletics to complete the room reservation process. In the event that anyone participates in an activity on this field without a completed liability release form, the reservation will immediately be cancelled and the club will face disciplinary action. Any member participating in an activity in Forbes Complex MUST have an ID available upon request from any University staff member. It is the responsibility of the club members to monitor and restrict access to participation in events on this field during the duration of their reservation.

Sound and Lighting:
Most of the local music stores will rent sound and lighting equipment to student groups.
We suggest you call around for the best deal.

Audio-Visual:
There are a limited number of TV/VCR combination units, overhead projectors, and slide projectors available for use in Nelson Hall East, University Center, and Founders Hall 166. For the larger rooms, UC can provide a PA system with microphones for lectures, etc. Clubs may contact HSU Media Services for additional equipment not mentioned here.
The Kate Buchanan Room has a built in PA system, LED projector, CD Player, DVD and VCR available to groups. Clubs need to contact HSU Media Services to arrange for an equipment orientation meeting in the KBR in order to be able to use the equipment.