Student Union Ballroom Reservation Request Form

  • Student Union Ballroom Reservation Request Form

    Please fill out this form in its entirety. Reservation must be completed by a registered student organization’s designated member within The ForUM.

  • Contact Information

  • Meeting or Event Information

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  • Description of Audio/Visual Needs

    Users are welcome to bring in their own device to connect to the built-in ports. If an A/V technician is requested to stay throughout duration of the event, a $25.00/hour fee applies for weekdays and $50.00/hour fee applies for weekends. Request is pending staff availability.

  • Reservation Policies

    The Gertrude C. Ford Ole Miss Student Union (OMSU) Ballroom may be reserved for use by recognized and/or registered student organizations and university departments. Exceptions to the following guidelines will be granted at the discretion of the Director of the OMSU or his/her designees. The OMSU is supported by the university in order to support the facilities, programming and services to the entire Ole Miss student population. Thus, policies and parameters regarding building use are developed to create a productive and positive learning environment for Ole Miss students. The department may limit activities, guests and use of space to reflect the needs of all Ole Miss students.

    All reservations for the OMSU are prioritized as follows:

    ·       Recognized Annual University Events (e.g. New Student Orientation, Welcome Week, Open House, and Commencement) may be scheduled up to two years in advance. These are complex, annual events that impact the entire university and require coordination with the overall university calendar and extensive advanced planning

    ·       Special Events (multi-venue/multi-day) may be scheduled up to one year in advance. During peak hours (after 5:00 p.m., 7 days a week) clients are limited to four (4) Special Event reservations per semester. These are complex events coordinated by a registered student organization or university departments that require substantial advanced planning such as major activities related to cultural month celebrations (such as Black History Month), Career Fair, superior accomplishment award ceremonies, and conferences.

    ·       Series Reservations (monthly meetings) may be scheduled beginning on July 1 for the current fiscal year. The Student Union Ballroom is unavailable for weekly meetings.

    ·       Single and/or recurring reservations may be scheduled on a first-come, first-served basis on or after August 15, for the fall semester.  For the spring semester, reservations may be scheduled on or after January 15.

    Reservation requests received by the priority deadline will be assigned according to the following priority:

    · Recognized University Events

    · Sponsored Registered Student Organizations

    · General Registered Student Organization

    · Other University Department Events Equipment Policy

  • Group Categories for Fees and Charges

    Fees charged for the use of OMSU facility and services are determined in part by the type of group or organization requesting space and the type of event being held.  Please read the following definitions carefully to determine the appropriate category for your group.  Note that examples given are not all-inclusive. The final determination of group and event type will be made by OMSU Reservations office.  Please be sure that all information provided is accurate, as misrepresentations may result in an adjustment of related fees and/or the loss of reservation privileges for space managed by the OMSU. The fees associated with the reservation include setup of the room with chairs and/or tables.

    ·       Level One (Registered Student Organizations): Any meeting or event sponsored by a registered student organization that is registered through The ForUM.

    ·       Level Two (University Departments): Any meeting or event coordinated by a university department. Examples include departmental meetings, assemblies, awards ceremonies, training sessions, guest lecturers and dinners

    Level                        4 Hours                   Full Day
    Level One             $200.00              $400.00
    Level Two             $400.00              $700.00
    Balcony                 $100.00              $100.00
    *For all reservation requests to utilize the Union Ballroom Balcony, security is required throughout the reservation times.

  • Group Categories for Fees and Charges

    Fees charged for the use of OMSU facility and services are determined in part by the type of group or organization requesting space and the type of event being held. Please read the following definitions carefully to determine the appropriate category for your group.  Note that examples given are not all-inclusive. The final determination of group and event type will be made by OMSU Reservations office.  Please be sure that all information provided is accurate, as misrepresentations may result in an adjustment of related fees and/or the loss of reservation privileges for space managed by the OMSU. The fees associated with the reservation include setup of the room with chairs and/or tables. Additional fees can be found by visiting union.olemiss.edu.

  • Equipment and Furniture Policy

    Event organizers are required to provide set-up information and equipment needs at the time the reservation is made. Last minute requests for set-up changes or additional equipment may not be honored.  All equipment, podium, lectern, and furniture is to be moved and set-up by OMSU staff only (not event organizers). If furniture or equipment is moved without permission from OMSU, a setup fee of $50.00 will be assessed to the user. Setup staffing fees may be assessed if the client requests a set-up to be changed from the standard, fixed set-up or during the reservation.

    All equipment used must be provided by the OMSU with the exception of providing a personal laptop. Other exception requests to this policy must be made at the time of the reservation. Any equipment needed for reservations within the OMSU must be provided. Please inquire about equipment upon completion of reservation form. Student Union staff members are responsible for operation of equipment. If you have any problems during your reservation, please contact (662)915-1044 or the Information Desk located on the second floor of the building or (662)915-3234. All equipment must remain in the Union Ballroom at all times.

  • After Hours Usage

    Use of the OMSU outside of regular building operating hours will result in a charge of $50.00 per hour for student organizations and $75.00 per hour for university departments in addition to any established room rental fees, security fees, and staffing fees.

  • Late Cancellation/No Show

    Failure to cancel a reservation in a timely manner (30 days in advance for Special Event reservation, and three (3) business days in advance for a series/single reservation) will result in a late cancellation/no show fee. Registered student organizations and university departments will be charged 50% of the rental fee and any staffing fees associated with the reservation. Ole Miss Catering cancellation fees are separate from the reservation cancellation fees.

  • Events Exceeding Reservation Time

    Due to scheduling, it is imperative that event organizers be mindful of the requested times of reservations. In the request, please include adequate set-up, actual event time, and break-down. Failure to adhere to reserved times will result in a $30.00 fine for every fifteen (15) minutes exceeding the requested time of reservation.

    Event Storage Space

    Due to limited space, storage space for supplies is not available at the OMSU. Any requests for early setups in rooms are subject to additional room rental fees pending availability.

  • Fronting

    Registered student organizations, university departments, or individuals may not serve as "fronts" for off-campus groups in order to gain unauthorized use of meeting space for the off-campus user. Meetings and events reserved by registered student organizations or university departments must fall under the following guidelines:

    •       The event/meeting must be conceptualized, planned, and managed by the registered student organization or university department and must truly be an organization or department initiative.

    •       Any costs associated with the event/meeting must be paid by the registered student organization either by providing a University account number or from the checking account belonging to the registered student organization.

    •       If the OMSU Reservations office suspects and/or believes that a reservation is fronting, reservation capabilities for the sponsoring organization will be revoked.

    To be good stewards of our resources, the OMSU promotes and supports the initiatives and programs of the University, departments and registered student organizations, not individuals or businesses. The OMSU Reservations office will make the determination as to on-campus vs. off-campus sponsorship by considering the nature of the event, past experience with respect to similar events, type, and the nature of attendees.

  • Setup and Equipment Needs

    Event organizers are required to provide set-up information and equipment needs at the time the reservation is made. Last minute requests for set-up changes or additional equipment may not be honored.  All equipment and furniture is to be moved and set-up by OMSU staff only (not event organizers). Special set-up staffing fees may be assessed if the client requests a set-up to be changed from the standard, fixed set-up or during the reservation.

  • Decorations

    Decorations, signs, and other materials may not be attached to the walls, doors, or painted surfaces with tape or staples. Poster putty or painter’s tape, provided by the client, may be used. All materials must be removed at the conclusion of the meeting, event, or program. The use of glitter, confetti, bubbles, helium balloons, and fog/vapor machines is strictly prohibited due to the smoke detector system in the space. For best practices, all decorations should be approved by the OMSU Reservations office. Damages resulting in the use of decorations will be assessed to the payment method on file.

  • Food and Beverage

    Ole Miss Dining Services and Aramark are the preferred caterer for the OMSU facility. Please contact Ole Miss Dining Services for information regarding food service options. Users may not sell food nor contract with an off-campus caterer/vendor to sell food in the OMSU. Food and beverages are defined as any consumable product intended for human consumption. All non-Aramark food and/or drink requests require approval by the OMSU office prior to space reservation confirmation. The catering request form can be completed at union.olemiss.edu/spacereservations. If an additional space is required for catering preparation, the client may be subject to additional room reservation fees and is dependent upon availability of space. A $50 non-Aramark food service fee will be assessed to each reservation. If food/beverage or trash associated with the reservation is left in the reserved space, a $100 cleaning fee will be assessed.

  • Linens, Decorations, Florals, and Other Rentals

    Linen service must be arranged by Ole Miss Catering or an outside vendor.  Please contact Ole Miss Catering at (662)915-7041 or an outside vendor for linen rentals. A fee of $5.00 per linen will be assessed if OMSU staff are responsible for placing linens on tables. OMSU is not responsible for removing or storing linens, decorations, florals, or other rentals prior to pickup from vendor.

  • Alcohol

    Alcohol is not permitted inside or outside of the OMSU.

  • Smoking

    Smoking is prohibited at all times, and at all locations of The University of Mississippi Oxford campus, including University-owned facilities, properties, and grounds. This includes but is not limited to the following: •       The interior of all University-owned buildings; •       All outside property or grounds of the Oxford campus, including sidewalks, parking lots, recreational areas and partially enclosed areas such as walkways, breezeways, patios, porches, gazebos, tents and bus shelters. Departments and organizations found in violation of this policy are subject to loss of room reservation privileges for on calendar year from the date of reservation with the OMSU office.

  • Noise and Amplified Sound

    All meetings, events, and programs should be conducted in such a manner as not to produce excessive noise that may be disruptive to others. Inside meeting rooms, amplified sounds need to be kept at an acceptable level. The OMSU Reservations office reserves the right to ask any group to bring their activity within acceptable sound levels.

  • Open Flame

    Any use of fire producing articles (e.g., candles, incense, matches, etc.) is prohibited unless prior approval has been granted by the OMSU Reservations office.

  • Security

    Any reservation hosted by a University department or registered student organization may require security coverage and is required for any reservations held after normal operating hours. The OMSU Reservations office will confer with the University Police Department to determine security needs. For registered student events, communication will be provided to the OMSU. Security can only be arranged by the OMSU. Fees for this security will be assessed by the OMSU department. No exceptions will be made for alternate security options.

  • Property Damage

    All groups using the facility are responsible for any and all damages in their reserved area(s). The OMSU Reservations office reserves the right to bill any organization or department for damages or losses resulting from the use or misuse of the facilities or equipment.

    •       No property of the OMSU may be removed from the building without the consent of the OMSU administration;

    •       Suspending material from the ceiling or light fixtures is prohibited, as are decorations, displays, or exhibits which require flame or water;

    •       The OMSU Reservations office reserves the right to charge for cleaning the area to return it to a condition adequate for continued use by other groups;

    •       The OMSU office does not assume responsibility for damage to or loss of any materials or equipment left in the building;

    •       The use of tape, glue, thumbtacks or adhesive on the walls, ceilings, frames, columns, floors or staging for attaching any materials is not permitted unless by special permission from the OMSU;

    •       All groups using the OMSU are responsible for any and all damages inflicted within the OMSU.

  • Revocation of Reservation & Event Capabilities

    If groups damage, harm, or abuse spaces within or around the OMSU, the OMSU Reservations office reserves the right to revoke reservation and events capabilities for at least six months from the date of revoked services and place them on notice. In addition, all future reservations will be cancelled. After six months, the group may request to have this status removed and capabilities restored. All overdue fees must also be paid to begin to utilize the OMSU.

  • Inclement Weather

    When hazardous weather is imminent, the OMSU Reservations office will follow appropriate emergency action plans and campus protocol to meet the safety and security of the campus and community. We ask that all guests follow procedures and comply with instructions during these weather and safety situations. When the University of Mississippi issues a full closure of the university, the OMSU Reservations office will cancel all reservations within our facilities and not assess cancellation fees. For announcements related to campus closure, visit emergency.olemiss.edu.

  • Payment and Miscellaneous Information

    ·       Only Visa and MasterCard are accepted forms of payment for credit card users. Credit card payments will be assessed a convenience fee of 2.5% per charge.

    ·      All checks must be made payable to The University of Mississippi.

    ·       No reservation is confirmed until a payment method is provided.

    ·       Any request submitted without a valid university account number or Visa/MasterCard number will not be processed.

  • Payment Information
    Payment information is required to complete a reservation request. While fees are not applied to all reservations, a card or University account number is required to complete the reservation process in the event of incidentals.

    RSO Payment Information
    For RSO reservations that do not have charges, information is only used for incidentals. OMSU staff will communicate prior to any charges regarding incidentals or damages to verify the payment information.

    **Please provide credit card information OR a university account number.

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