Reserving and Canceling Space in the Marvin Center

In order to reserve space in the Marvin Center you must consider the following things:

• You must be an authorized scheduler for a registered student organization. Student organizations are required to assign three individuals (preferably officers) to be authorized schedulers for the organization. Only these three people will be allowed to schedule space. These authorized schedulers can be assigned/ changed through SOMA.
• You must fill out the appropriate space requests for the type of event you are looking to have. Please note that for Theatre, Hippodrome, Outdoor, and Major Event Space there is a specific process which must be followed in order to plan an event in such venues.
• Requests for space must be submitted to Marvin Center and University Conferences in writing and on the appropriate forms. Requests are not confirmed until a signed confirmation report is returned.
• All event set-up and audio-visual requirements, such as staging, lighting, sound, tables, chairs, podiums, televisions, and other requirements must be requested a minimum of five (5) business days before the event.
• If there are charges associated with the event, a Student Association Expenditure Approval Form (EAF), check, money order, or credit card payment (Visa or Mastercard) must be provided prior to the event date.  Failure to pay any charges may impact your ability to schedule future events.
• All of the information listed on the Request Form is presumed to be the final arrangements for the event. If any of the information changes after the approval, an equipment add form must be submitted and/or the event planner working with the event should be contacted.
• Events may be canceled by Marvin Center and University Conferences if all necessary signatures, permits, payments, and approvals have not been obtained by the date agreed upon by the student organization and the event planner working on the event.

Canceling Space:

Due to an increasing need for space in the Marvin Center, student organizations will face stricter penalties for late cancellations of major event space. Through working with the Student Activities Center and Marvin Center staff in advance, student organizations will be able to facilitate better planning of their event needs relevant to space. This should in turn free space not needed for specific events, making it available for others looking to reserve space.

Requests for events submitted within 20 business days of the event date will be subject to this policy once the student organization has met with their SAC Advisor and the appropriate forms are signed and returned. The meeting with your SAC Advisor must be scheduled within 5 days of notification from your Marvin Center Event Planner that your request has been received.

Cancellation by the Student Organizations
Major Event Space (Continental Ballroom, Grand Ballroom, Amphitheater, Dorothy Betts Marvin Theatre, Hippodrome, Columbian Square, all outdoor spaces):

Canceled within 10 business days of event date: Automatic Probation status* with the Marvin Center. Probation status will last for a period of no shorter than 3 months and no longer than 6 months. Student organizations on probation will be subject to the terms of their probation letter as determined by Marvin Center and University Conferences in consultation with the Student Activities Center.

Student Organizations are responsible for any charges associated with their event, even if canceled. Payment is due immediately for any contracted services (grounds, UPD, AV companies, etc). Any unpaid balance will prevent the organization from holding any scheduled future events. Additionally, no additional space requests will be considered until the balance is paid in full. If at the end of the academic year there are still unpaid balances owed to the Marvin Center, the Marvin Center will apply this balance to the student account of the person who signed the confirmation report.

Repeated violations of this policy will result in stricter penalties.

No-shows:

A no show is any unannounced absence from a scheduled facility.

• If a student organization fails to show-up for a reserved room, they will be issued a warning.
• After a second no-show, the student organization will be charged a room rental fee for the reserved room and be required to meet with Marvin Center Staff and the organization's SAC Advisor prior to the date of their next event occurring within the Marvin Center.
  
• After the third no-show in the same semester, the student organization's Marvin Center scheduling privileges will be suspended for the rest of the semester and all remaining reservations for that semester will be cancelled.