Use of University Facilities (Union and academic buildings)

The University makes available to recognized organizations the use of its facilities. The procedures listed below details how organization representatives can secure the use of the various facilities.

Student Union (Meeting Rooms)

1. All reservations for the utilization of the Student Union facilities can be made with Kristi at the large info desk near union main entrance, 482-6939 and on Virtual EMS. Student organizations must make room requests through Virtual EMS.
2. Recognized campus organizations may utilize the facilities with no room rental charge for meetings and functions where no revenues are generated by the organization.
3. For fundraisers or other events where revenues are generated, the facilities may be used for a charge. Movies may not be shown without proper purchase of copyright of the movie. Charging for a movie that an organization is showing can result in heavy fines for copyright infringement.
4. Campus organizations and individuals utilizing the facilities will be charged for labor costs when the event requires labor for technical services, or overtime cleanup.
5. Any event serving food and drinks held on the UL Lafayette campus must be catered by Sodexo/Louisiana Spice. Any exceptions to this policy must be requested in advance and approved in writing from the Director of Sodexo Food Services.  For all of your catering needs, contact Kassie Stoute at Louisiana Spice Catering, (337)482-5756 or  catering@louisiana.edu

Disability Assistance

Ramps are located at the parking lot entrance by the Bookstore, and at the entrance coming from Guillory Hall.  A wheelevator is located outside of the Lafayette Hall with access to Vermilion or Lafayette Hall.  When special access is needed to stage areas, organizations should try to schedule their event at Angelle Hall. Ramps are also located at most entrances of the student union above ground level with push button door access.

Room Capacities, Fees & Charges

Individuals and groups will be charged appropriate fees for facility use according to the following categories:

Student Organizations – Campus organizations and Departments with Admission Charged.

Students, Faculty & Staff – Private events.

Additional Union Charges

Security -- Based on the nature of the event or special circumstances, the Student Union will consult with UL Lafayette Police Department and the sponsoring organization to determine security needs based on all relevant factors.The sponsoring organization will be responsible for security service actually rendered.  This means that when security is deemed necessary or required by the Student Union, UL Lafayette Police Department, or by the sponsoring organization, the organization shall pay applicable costs.  Please be sure to record a name and phone number to be contacted regardless or whether or not security is being requested.  Security rates are approximately $70.00/man hour with a minimum of 4 hours.

Group size/officer attendance ratios:

Number of Attendees	Special Circumstances	Officer Requirements
1 - 150	None	No officer required
1 - 150	Yes	1 officer
150 - 300	None	1 officer
150 - 300	Yes	2 officers
300+	None	1 officer per 200
300+	Yes	1 officer per 150

Special circumstances include alcohol being served, open to the public, cash on premise, history of the event, or other factors determined by the event organizers and/or the Student Union and/or UL Lafayette Police Department require additional security.

Technical assistance -- When requested by sponsoring group or deemed necessary by the Student Union, the rate of $10.00/man hour shall be paid by the organization.  These services shall include but not be limited to sound, lighting, or video presentation technicians, for example.  Prior to final booking of events, client shall consult with us regarding the compatibility and use of any proposed outside equipment!  We will do everything possible to keep outside equipment safe and secure, however, the University, the Student Union & its staff are not responsible for equipment, supplies or materials brought in from or provided by outside sources.

Special Setups or weekend clean-ups --  When the sponsoring organization requests special setup or extra setup time is deemed necessary by the Student Union, besides any room rent, security or technical assistance assessments and charges, an additional overtime fee of $200.00 shall be paid by organization.

Catering -- Any event serving food and drink held on the UL Lafayette campus must be catered by Sodexo/Louisiana Spice. Any exceptions to this policy must be requested in advance and approved in writing from the Director of Sodexo Food Services.

For all of your catering needs, contact Kassie Stoute at Louisiana Spice Catering, (337)482-5756 or  catering@louisiana.edu

Penalties for bringing in outside food:

If an organization brings in outside food and/or drinks: Student Union staff will ask that the food/drinks be removed immediately from the venue.   Failure to remove items promptly may result in the cancelation of the event.  The organization will also be charged a $100 catering fee for bringing in outside food/drinks.  Failure to pay the catering fee prior to the organization’s next meeting will result in cancelation of that meeting and any subsequent reservations in the Lafayette Hall until bill has been paid.

Student tickets must be picked up before 12:00 noon on Saturday. For dances sponsored by campus student organizations other than UPC, a maximum of 700 tickets will be distributed or sold.

Sale and Consumption of Alcoholic Beverages in The Student Union

1. Alcoholic beverages shall be served only by licensed food service personnel. There are NO EXCEPTIONS to this rule.
2. No unopened cans or other containers of alcoholic beverages shall be sold. Beverages sold must be consumed in the area in which sold.
3. All local, parish and state laws and ordinances regarding the sale and consumption of alcoholic beverages shall be observed.
4. The Student Union reserves the right to refuse to serve alcoholic beverages to any person who appears to be intoxicated or who behaves in a disorderly manner.
5. Any person who purchases or consumes alcoholic beverages in the Student Union must be of legal drinking age. Proof of age shall be required.
6. Whenever alcoholic beverages are sold or consumed, soft drinks, and/or other nonalcoholic beverages, and food items must be available.
7. Events shall require as many UL Lafayette Police officers as deemed necessary by UL Lafayette Police. Officers shall report one half hour prior to the event and will remain one half hour after the event or until attendees have left the premises and adjacent parking lots.
8. Alcoholic beverages shall not be brought on to the premises of the Student Union, except with the written permission of the University Caterer. If permission is secured, all service must be by the University Caterer, for which a service charge may be imposed. The Student Union may assess the sponsoring organization $15.00 per unauthorized bottle or container found at an event.
9. Alcoholic beverages may be purchased on a per drink cash basis. The per drink prices shall be established by the Student Union. A minimum of $50.00 in food and beverages must be guaranteed before alcoholic beverages will be provided.
10. If an event is canceled, the Student Union, the Dean of Students Office, Catering, and UL Lafayette Police must be notified by the sponsoring organization or group 24 HOURS in advance - OR - security charges, catering, or room rental charges will be billed to that organization or group.

Please note that the University reserves the right to assign UL Lafayette Police officers to any function it deems necessary. The sponsoring organization or group will be billed for the security charges deemed appropriate by the University. This applies to all functions, regardless of whether or not alcoholic beverages are sold.

Enforcement: Should any of the above regulations be violated, the University may:

1. Cancel the scheduled activity.
2. Prohibit the sponsoring organization or group from having future activities for a specified period of time.
3. Take action against the organization or group through the Committee on Organizations, which may jeopardize the organization’s official standing on campus.
4. Bring charges in accordance with the Code of Student Conduct and Appeal Procedures. 

Union Director- Anthony Daniel (337)482-6939

Administrative Coordinator/Reservationist- Beth Washington (337)482-6939 Fax (337)482-6123

Catering - Kassie Stoute (337)482-5756 catering@louisiana.edu

 

Catering

Any event serving food and drink held on the UL Lafayette campus must be catered by Sodexo/Louisiana Spice. Any exceptions to this policy must be requested in advance and approved in writing from the Director of Sodexo Food Services.

For all of your catering needs, contact Kassie Stoute at Louisiana Spice Catering, (337)482-5756 or  catering@louisiana.edu

 

Reserving Other Facilities

Academic Facilities

1. All reservations for the utilization of academic facilities can be made through EMS. It is good to talk to the building coordinator of that building to make sure the area requested is available.
2. To reserve Angelle Hall call the Auditorium Manager at 337-482-5722 first before registering the event in EMS.
3. Organizations utilizing academic facilities are responsible for insuring that proper security arrangements are made and the facilities are properly cleaned after the event. If the services of University Police or the Maintenance Department are required, the organization will be responsible for making the necessary arrangements and will be required to pay for the costs.

Bourgeois Hall/Student Aquatic Center

Bourgeois Hall/Student Aquatic Center is available for use by student groups. All reservations for the utilization of Bourgeois can be made through the Recreational Sports Department, Bourgeois Room 118B then through EMS.

UL Alumni Center

Events in the UL Alumni Center must be registered through the UL Alumni Center first before registering in EMS. Remember that catered events in the UL Alumni Center must go through Sodexo Catering.  Any exceptions to this policy must be requested in advance and approved in writing from the Director of Sodexo Food Services.  For all of your catering needs, contact Kassie Stoute at Louisiana Spice Catering, (337)482-5756 or  catering@louisiana.edu. The University President must approve all food and alcohol served in the UL Alumni Center.

For all events involving the use of University facilities, the University reserves the right to determine the appropriate security arrangements for the event. The sponsoring organization, in all cases, is responsible for paying the costs of security. 

Reserving Table Space on Campus

These rules are for both Rex St., Lafayette Hall (formally known as Corona Hall), and The Quad:

* Only one fundraising event at any given time at one location. We don't want groups competing against each other.

* Organizations are required to bring their own table.

* Do not block sidewalks. Please allow pedestrians to pass and be conscious of students with disabilities.

* Only 3 organizations may be at each location at a given time.

* Organizations are allowed 3 consecutive days in one location.

* Requests must be done through EMS no less than two weeks in advance.

* No food items may be sold. Only baked goods are allowed for bake sales.

* No events may be allowed during Dead Days and Finals.

* Organizations may use very small speakers hooked to a laptop. Other speakers or any other type of amplification are not allowed.