• Outdoor Space 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

  • Format: (000) 000-0000.

  • Meeting or Event Information

  • Date
     - -
    2 digit month, 2 digit day, 4 digit year
  • Outdoor Space Requested (space will be confirmed pending availability)
  • Event or Meeting Setup Time (if applicable)
  • Event or Meeting Start Time*
  • Event or Meeting End Time*
  • Event or Meeting Breakdown Time (if applicable)
  • Will food be provided? Food and beverages are defined as any consumable product intended for human consumption.*
  • Will there be amplified sound? Amplified sound is considered any sound created or enhanced by the use of sound-amplifying equipment. NOTE: Amplified soundis permitted only on Fridays from 5:00 p.m. until 11:59 p.m., on Saturdays from 12:00 p.m. until 11:59 p.m., and on Sundays from 2:00 p.m. until 9:00 p.m.*

  • Outdoor Reservation Policy

    The Grove, Student Union Plaza, Galtney-Lott Plaza, The Quad, and the Lyceum Circle are available to University of Mississippi campus departments, unit, s and RSOs. For outdoor spaces other than those listed, approval must be granted by The Gertrude C. Ford Ole Miss Student Union (OMSU) department and/or Landscape Services. This policy does not apply to free or expressive activities of Registered Student Organizations (RSOs), which are addressed by the Free Inquiry, Expression, and Assembly for Individual Students and Registered Student Organizations (DSA.DS.100.001). 
     
    All requests must include ample time before and after the actual event for any needed set up and take down.  Campus departments, units, or RSO will not be granted access to the space prior to the designated start time and must vacate the space at the designated end time.  These times are absolute and the campus department, unit, or RSO is expected to abide by these requirements. 
     
    No activities or events may take place in outdoor spaces four (4) weeks prior to Commencement. Requests for reservations made during this time period are at the discretion of the OMSU Reservations Office in consultation with campus partners. 
     
    Block reservations can be made one semester at a time.  Block reservation requests are defined as those that recur more than one time during the semester.  Block reservations that include more than one semester will be processed as separate reservations, and fees will be assessed accordingly. 
     
    All requests for the use of outdoor spaces must go through the OMSU Reservations Office to officially reserve the space. The User will provide the Reservations Office with the name, address and phone number of the User’s representative.  This representative will be the sole person authorized to make changes to or decisions regarding the reservation.  Student organizations are required to complete an Event Registration process online with The ForUM before their reservation is confirmed.  
     
    The OMSU Reservations Office requires that a University account number or Visa/MasterCard number is provided to ensure that the costs of any damages or excessive cleaning can be covered.  
     
    The campus department, unit, or RSO will be responsible for any and all damages caused by acts of the campus department, unit, or RSO, its employees, agents, patrons, guests and artists, whether accidental or otherwise. 
     
    Preservation of Outdoor Spaces  
    Tent sizes in outdoor spaces are restricted to 20’x20’. For larger tents, the OMSU must seek approval from Landscape Services. No tents are permitted in the Grove or Circle eight (8) weeks prior to Commencement. All tents may only be set up for 48 hours; this includes setup, duration of the event, and breakdown. If larger tents are approved, only concrete blocks may be used to anchor the tent. Absolutely no stakes are allowed in the Grove, Circle, or other green spaces on campus. 
     
    Flooring or artificial turf should be used to protect turf under tents between the Monday after the last home football game until after Commencement. Flooring may only be set up for 48 hours; this includes setup, duration of the event, and breakdown. 
     
    Application of a Special Dura Deck Product or similar will be required for a release to drive in The Grove. The maximum limit of time is 48 hours.  No vehicles or heavy equipment are allowed on turf areas without prior approval of the Director of Landscape Services. 
     
    Any large structure erected for use outdoors (e.g., tents) must be inspected by University Fire Services. 
     
    Landscape Services should be contacted at (662)915-1846 before any plans are made for the setup of furnishings and/or equipment in the Grove. 
     
    No objects are to be hung from trees. This includes items such as balloons, hammocks, and decorations.  
     
    Carnival rides, horse rides, petting zoos, moon walks, or bounce houses are not allowed on the turf of outdoor spaces without approval through the OMSU. 
     
    Stakes or spikes may not be used in outdoor spaces due to underground water and electric lines. 
     
    No open flames are permitted on the turf including portable fireplaces, grills, tiki torches, and fireworks. Any exceptions are at the discretion of the OMSU Reservations Office. 

  • Required University Services 

    Equipment and Electricity/Sound

    Tables, chairs, electricity, trash cans, and sound are not provided by the OMSU in any outdoor area. Please contact Facilities Management at fm@olemiss.edu to inquire about these services. This includes all outdoor spaces (e.g., Union Plaza, Grove, Grove Stage, Circle, and others). 

    Trash Disposal

    The campus department, unit, or RSO will be responsible for ensuring all litter is removed from the outdoor space and placed in proper waste disposal dumpsters within two (2) hours of the completion of the event.  If the campus department, unit,  or RSO fails to comply, the University will remove trash, and time will be billed to the campus department, unit,  or RSO for removal. RSO failing to comply may also be referred to the Office of Conflict Resolution and Student Conduct. 
     
    For events with more than fifty (50) attendees, the campus department, unit, or RSO must submit a work order to Landscape Services for the setup and removal of any needed trash cans.

    The campus department, unit, or RSO must submit a work order to Facilities Management if power or other utilities are required for the reservation no later than three (3) days prior to the scheduled reservation.

  • Revocation of Reservation and Event Capabilites

    If groups damage, harm, or abuse outdoor spaces, 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 or campus outdoor spaces. 

  • 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. 

  • Health and Safety Guidelines

    Events and activities taking place outdoors must follow existing health and safety guidelines based on current university, local, state, and federal policies. 

  • 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. Amplified sound is permitted ONLY on Fridays from 5:00 p.m. until 11:59 p.m., on Saturdays from 12:00 p.m. until 11:59 p.m., and on Sundays from 2:00 p.m. until 9:00 p.m. Amplified sound is not permitted outside of this period of time.

  • 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.

  • 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.
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