University Housing

University Housing Public Space Reservations

University Housing has public space, including outdoor and activity wing space, available for use by residents, outside departments, organizations, groups and individuals. University Housing sponsored events have priority over events sponsored by outside departments/organizations/groups/individuals. Requests for space will be accepted no earlier than 14 days before the requested event date. Requests for reservations more than 14 days out will be limited and reviewed on a case-by-case basis.

Space reservations that are part of summer camps and conferences reserving space in University Housing are managed by the Assistant Director of Residence Life. Camps and conference information can be found HERE.

Point of Contact:

• Woodland Hall and Prairie Hall - Robin Ermer (rermer@siue.edu)
• Bluff Hall and Evergreen Hall – Tracey Kane (tkane@siue.edu)
• Cougar Village – Jennifer Hoxsey (jehoxse@siue.edu)

How to Reserve Public Space:

1. University Housing Space Reservation Request Form must be filled out, signed by the fiscal officer (SIUE staff or faculty) and submitted via email to housing@siue.edu or submitted to the office of the community in which you are reserving space. Space reservations are not guaranteed and will be reviewed for availability.

2. The person reserving the space will be contacted by a housing representative to review the request and complete the confirmation, if available.

3. Set up Costs: $25 standard set up fee. See below for the full list of charges.

• All set-ups and teardowns must be completed by University Housing Facilities Management (UHFM). Excessive cleaning charges or damages will be assessed and based on an hourly rate.
• In cases where a room set-up is needed, and approved, a University Housing Set-up Request Form (part of the University Housing Space Reservation Request Form) must be received by the office support staff at least two working days (a week (7 days) is preferred) prior to the event unless the Associate Director for Facilities Management, or the Director of University Housing grants an exception. A work order will be generated for the set-up by UHFM staff once they receive the emailed confirmation from the office support staff.
  • Set-ups may be requested for rooms other than the Multifunction Room at the discretion of the Director of University Housing or their designee.
• A set-up fee will be charged if UHFM needs to move anything in the room for your event, whether it is prior to the event or after the event to put it back to default setup. If your organization uses the standard set-up, you will not be charged for set-up.

4. Once the reservation is confirmed, the person reserving the space and the organization's fiscal officer (if applicable) will receive an email confirmation that will list the charges for the rental.

5. Violations of any University Housing policy, scheduling guidelines, room/building capacities and/or giving false information on the Room Reservation Request form could be referred for disciplinary action and/or future facility use may be jeopardized.

Student/Organization/Group/Individual using the space is responsible for:

• For completing a set-up request form for any non-standard set-ups during the room reservation process.
• Checking in at the front desk of the hall or at the Cougar Village Commons.
• Any clean-up or damage charges resulting from misuse of space.
• The conduct of your guests.
• Vacating the space after the end of the stated ending time. · Adhering to all policies and procedures for University Housing space usage. University Housing Space Reservation Policy.
• Providing additional information as requested by University Housing staff.

Important Policies:

• No admission charge or paid ticket for admission is allowed.
• No alcohol or smoking/vaping allowed in any facility.
• No candles or open flames are allowed; no fog machines; no decorations may be mounted on walls or ceilings.
• No glitter or sand used for any purpose at an event.
• SIUE catering must be used if refreshments for the event are valued at over $100.

Audio/Visual Equipment:

• All videos or films must have proper permission under copyright law for public display. Proof of permission may be required.
• All audio/visual equipment usage instructions are posted in each location. Equipment should not be tampered with, altered, or wires readjusted. Malfunction of equipment should be reported to UHFM immediately at 650-2070. Housing does not guarantee equipment will be available or repaired during the program.
• University Housing does not have event staff onsite to troubleshoot or assist with audio/video equipment.
• Cougar Village spaces do not offer Audio/Visual Equipment.