Student Union Building | Student Affairs

Student Union Facility Reservation Form

Office: (956) 882-6776 , Email: student.union@utb.edu

Complete The following to RESERVE a Student Union facility:

(limit one reservation request per reservation form.)
TENTATIVE RESERVATIONS WILL EXPIRE AFTER 24 HOURS

* All contract terms including reservation rates and additional fees are subject to change until the contract is signed by both the reserving party and the Student Union Manager.

Reservation Classification:
Department/Organization Name:

Name of Individual Reserving Facility:
Day Telephone:
Evening Telephone:
Fax Number:
E-mail Address of Reserving Party:
Department / Office Location:
Mailing Address - Street:
Mailing Address - City:
Mailing Address - State
Mailing Address - Zip Code:
Physical Address (if different from above):
Event Name:
Description of Event:
Date Requested - Day:
Date Requested - Month:
Date Requested - Numeric Date:
Date Requested - Year:

EVENT DETAILS
Facility Rental Hours: "FALL 2008" Meeting Rooms: Monday-Thursday: 8:00am-9:00pm, Friday: 8:00am-7:00pm, Saturday: Closed, Sunday: Closed El Gran Salon/Veranda: Monday-Thursday 8:00am-10:00pm, Friday-Saturday 10:00am-12:00am, Sunday-Closed
Complete each data field below:
Event Set-up Time:
Event Start Time:
Event End Time:
Event Clean-up Time:
Event Exit Time:
*Total Rental Hours (total rental hours must include time from set-up through exit time):*

Approximate Number of Expected Attendees:
Facility Requested - 1st CHOICE:
If OTHER, please describe:
Facility Requested - 2nd CHOICE:
If OTHER, please describe:

FACILITY SET-UP STYLE ACCOMMODATIONS

Set-up Style	El Gran Salón	Veranda *(Outdoor Lawn)*	Salón Gardenia	Salón Bougainvillea	Salón Jacaranda
BANQUET (Elliptical Tables)	up to 320 seated (10 per table)	Contact 882-6776	Not Available	Not Available	Not Available
LUNCHEON (Rectangular Tables)	up to 400 seated (4 per table)	Contact 882-6776	up to 40 seated (4 per table)	up to 28 seated	up to 24 seated (4 per table)
CLASSROOM or CONFERENCE (Rectangular Tables)	up to 300 seated (2 per table)	Contact 882-6776	up to 22 seated	up to 28 seated	up to 20 seated
THEATRE (Large Audience Only)	up to 529 seated	Contact 882-6776	up to 70 seated	Not Available	up to 48 seated

DEFAULT SET-UP STYLE (Meeting Rooms)

Meeting Room	Default Seating Capacity
Salón Bougainvillea	28 people
Salón Gardenia	22 people
Salón Jacaranda	20 people

SET-UP STYLE PREFERENCE

What is your preferred set-up style?

For Non-Default Set-up in Meeting Rooms, a Facility Set-up Diagram must accompany this request.

Departmental Sponsored Events will encounter a $25.00 Set-up Fee for Meeting Room rentals that require Non-Default Set-up.

TABLES

Elliptical Table

(El Gran Salón Use Only)

Length: 7ft. Width: 4ft.

Rectangular Table

(El Gran Salón & Meeting Rooms)

Length: 4ft. Width: 2 1/2 ft.

Number of Elliptical Tables (for EL GRAN SALON use only):
Number of Rectangular Tables (for EL GRAN SALON and MEETING ROOM use):
Table Linen:
If YES, a $12.00 table linen rental fee applies ($12.00 per table).

Elliptical Table with Table Linen

(El Gran Salón Use Only) Length: 7ft. Width: 4ft.

CHAIRS
Number of Chairs Per Table [For *ELLIPTICAL TABLE(s)***-8ft. length (Ballroom only)]:
Number of Chairs Per Table [For *RECTANGULAR TABLE(s)***-4ft. length:

Chair for Elliptical & Rectangular Tables

AUDIO / VISUAL
Will your event require the use of any audio/visual equipment?
If YES, indicate type: A $50.00 audio/visual fee is required for any of the following: (More than one item may be requested and is included in the $25.00 audio/visual fee.)
TV/VCR:
Overhead Projector:
DVD:
Compact Disk:
Microphone:
Lapel Microphone (cordless):
Laptop hook-up capability (Hook-up Only - User must supply laptop):
Other:
Please describe other:
Will a Band perform at this event?

EQUIPMENT
Will your event require the use of any other equipment?
*If YES, indicate type: (Equipment fees are indicated below.)*
Stage-Height: 1- foot($100.00 Fee):
Podium ($25.00 Fee):
*Other:
Please describe other:
*Additional fees may apply for "Other" Equipment Needs.

EVENT ADMISSION / REGISTRATION FEE
Will an/a Admission/Registration Fee be charged?
If YES, indicate amount per person/ticket:	= amount per person/ticket
*2 Security Guards are required for all events that involve an Admission/Registration Fee. Student Organization and Departmental Sponsored Events will be responsible for Security charges from UTB/TSC Campus Police.* Security for General Public Sponsored Events that involve an admission/registration fee is included in the $200.00 Security Fee for General Public Sponsored Events.

CATERING
Will beverages or food be served?
If YES, indicate caterer (A $50.00 Service Kitchen Fee is required for all events utilizing catering in El Gran Salon) . . . . . . with a $75.00 Cleaning Fee:
Name of Caterer:
Caterer Telephone:
If YES, indicate type:
Other:
Please describe other:

ALCOHOLIC BEVERAGES
Will alcoholic beverages be served?
*2 Security Guards are required for all events that involve Alcoholic Beverages. Security for General Public Sponsored Events that involve* alcoholic beverages is included in the $200.00 Security Fee for General Public Sponsored Events. Alcohol is not permitted at Student Organization Sponsored events. The UTB/TSC President must approve all events where alcohol is served. Student Organization and Departmental Sponsored Events will be responsible for Security charges from UTB/TSC Campus Police. A *“Permission to Serve Alcoholic Beverages” Form* must be accompany this reservation request form at least thirty (30) business days prior to the scheduled event. Download, print, complete, and submit “Permission to Serve Alcoholic Beverages” Form to Student Union Office at least thirty (30) business days prior to the scheduled event for approval.

SECURITY

2 Security Guards are required for all General Public Sponsored Events.
There is a $200.00 Security Fee for all General Public Sponsored Events.
Student Organization and Departmental Sponsored Events will be responsible for Security charges from UTB/TSC Campus Police Office.
Security charges for Student Organization Sponsored Events that involve a registration/admission fee will be the responsibility of the sponsoring organization.
Security charges for Departmental Sponsored events that involved a registration/admission fee or alcoholic beverages will be the responsibility of the sponsoring department or individual.

PAYMENT INFORMATION
What is your method of payment?
Please make check(s)/money order(s) payable to: UTB/TSC Student Union Returned check(s) Fee: $25.00 per check A completed and signed Rental Payment Contract, accompanied by a Reservation Deposit, which is twenty-five (25%) percent of the total fees including damage deposit, must be submitted to the Student Union Office within 24 hours() of acknowledgement by the Student Union Office of your Facility Reservation Request Form. UTB/TSC Departments and Student Organizations must submit a Purchase Order for the Reservation Deposit amount within four (4) business days of submitting this form. A copy, sample, or description of any material or item proposed for distribution or display must be received by the Student Union office for approval within four (4) business days of submitting this form Any special services for the disabled must be provided by the reserving party. (All Student Union facilities are handicapped accessible.)
TENTATIVE RESERVATIONS WILL EXPIRE AFTER 24 HOURS

LIABILITY WAIVER

In consideration to The University of Texas at Brownsville and Texas Southmost College (UTB/TSC) for providing space to the sponsoring organization/individual, the sponsoring organization/individual herby AGREES TO INDEMNIFY AND HOLD HARMLESS UTB/TSC, ITS OFFICERS AND AGENTS, against all claims, actions, and/or causes of action that may be alleged, asserted, or filed arising out of the sponsoring organization’s use of space. Such indemnification shall be in existence as to the costs of court, defense, settlement, and/or judgment. By signing this document, I signify that I have read the Student Union Facilities Guidelines and Policies for use of UTB/TSC Student Union facilities. I understand and agree to follow all guidelines and policies regarding reservations, deposits, cancellation deadlines, catering, rental fees, security, etc., as described in the Student Union Facilities Guidelines and Policies and on this reservation form and that I have the ability to bind the sponsoring organization to this contract. I also understand and agree that the Student Union at UTB/TSC will not be held responsible for any lost or stolen items and/or personal belongings.

By submitting this form and requesting the use of UTB/TSC Student Union facilities, I AGREE, as the requesting/reserving party, to abide by all UTB/TSC Student Union Facilities Guidelines and Policies and accept the Student Union's associated rental fees.

If you do not receive acknowledgement by the Student Union Office of this reservation request within 24 hours, please contact the Student Union Office at 882-6776.

REQUEST RESERVATION
Click SUBMIT once to SEND this Reservation Request: (Please allow up to 60 seconds for form confirmation page to come up)

80 Fort Brown, Brownsville, Texas 78520
Office (956) 882-6776 | Fax (956) 882-5177 | Email: student.union@utb.edu