Event Services

FAQs for Student Groups

How Does My Group Reserve Meeting/Event Space in the Kansas or Burge Unions?

We offer on-line reservation requests at http://union.ku.edu/events.shtml.   Space reservations can also be made in person (Union administrative office, room 476), by phone (785-864-4651), or by email (eventservices@ku.edu).

Is There a Fee to Use Meeting Space?

Registered student groups use the Union facilities at no charge.  All student groups are required to register annually with the Student Involvement & Leadership Center.  To register a new group or re-register, go to http://apps.ku.edu/~silc/ .

What Type of Media Support is Available?

Many of the meeting rooms have built-in audio/visual equipment.  In cases where a room does not already have the technology or equipment necessary for your event, portable equipment is supplied.  There is no charge for registered student organizations to use most equipment.  You may reserve audio/visual equipment through the same means you made your room reservation.  For a complete listing of available equipment, go to http://union.ku.edu/es_avrates.shtml

What about Video Conferencing?

We also offer KU Media Productions, a comprehensive service to bring you and your audience together to include video conferencing, audio-video production and web-based media. Contact Mark Crabtree at 785-864-7848 or at markc@ku.edu.  You may also visit our web site at http://www.mediaproductions.ku.edu/

How do We Order Food or Refreshments? Can We Bring in Snacks?

The university’s Food Policy requires that any food/snacks sold or given away on campus be prepared by KU Dining Services (the University's licensed, health-inspected facilities).  Exceptions to the University Food Policy require the approval of the Provost.  For more information, go to http://www.union.ku.edu/es_policies.shtml#food

Food exceptions are typically granted when the type of food appropriate to the event (often when a particular culture is being celebrated) is not offered by KU Dining Services.  A copy of both the Policy Guidelines and the request form are available on-line at http://union.ku.edu/events.shtml.

Can We Book Meetings for the Entire Year?

Recurring meetings are scheduled one semester at a time. For monthly or quarterly meetings, reservations will be accepted for the entire academic year. The Union reserves the right to make room changes
Registered student organizations may submit meeting requests for the next semester on the Monday after fall or spring break. Rooms are reserved on a first-come, first-served basis, space permitting.

What Happens if We Need to Cancel or Don’t Show Up?

Notify us!  You may cancel reservations without charge or penalty up to the end of the business day prior to your event.  Contact the Event Services Office between 8 am and 5 pm, weekdays, to cancel.   Weekend cancellations must be communicated by 5 p.m. on the preceding Friday.

Event cancellations that include catering require at least 72 hours notice to avoid charges.  If your group does not cancel a reservation and is a “no-show,” you could ultimately lose booking privileges for the rest of the semester.  For more on our policy, go to http://union.ku.edu/events.shtml.

Does our Event Need Approval from the University Events Committee (UEC)?

University Events Committee approval is needed for events with admissions charges; outdoor events; sales tables; when an event is held in Alderson or Woodruff Auditoriums or in the Ballroom; and for all Late-Night events.  Go to www.silc.ku.edu/UniversityEventsCommittee to download a UEC request form.

• Bring the completed UEC form to the Union administrative office, Room 476, if you’re using space in the Kansas or Burge Unions. 
• After you have the necessary signatures, turn the UEC form in to the Student Involvement & Leadership Center, 4th Floor, Kansas Union. 
• The UEC meets each Wednesday during the academic year.  Submissions are due by noon on the preceding Tuesday to be placed on that week’s agenda.

Where Can I Get Funding for an Event?

There are fees for laptop computers, theatrical lighting and/or for Union A-V technician.  Contact the Student Senate office or check their web site for information about student group funding and what type of expenses might be covered.  www.studentsenate.ku.edu

If Senate funding is involved, the Union will need to receive a Student Senate Purchase Order.  The purchase order must be signed by the Senate treasurer or assistant treasurer.  Your reservation will not be confirmed until the completed purchase order is submitted to the Union administrative office.
Did you know that KU and Coca Cola work together to offer program and product support?  Check out http://www.vpss.ku.edu/coke.shtml for details.