Reservation Request Form

New format (updated 10/05/2009)

Room reservations must be received in our office at least 1 business day in advance of the event.  Office hours are Monday-Friday, 8:30am-5pm. Please make sure you read the policies and guidelines section, which includes rates, before submitting a Reservation Request. NOTE: the Crossing and Tables on the West Bridge require a different form. 

Contact Information

* = required

Today's Date: 
  
Your Name:*
  
Your Email Address:*
  
Phone:*
  Fax: 
Organization/Department:* 
  
Billing Contact Name:*
  
Billing Contact Address:*
  
Billing Contact Email:*
Billing Contact Phone:*

Event Details

Event Title:*
Expected Attendance:*
Do you expect greater than 50% of the anticipated participants to be from outside of the university community?*

Yes (Room rental charges will be applied.)
YOUR INITIALS

No (If it is determined at the time of the event that 50% or more of the participants are from outside the University, a fee will be charged. We reserve the right to check IDs to determine if attendees are from SMU.)
YOUR INITIALS

Will you be charging a fee to the participants?*

Yes (Room rental charges will be applied.) YOUR INITIALS

No
Event Date:* (List all dates here (i.e. 2/2, 2/7, 2/12, or write "every Tuesday of the semester." )
Reservation Start Time:*   End Time:* (include am/pm)
Actual Event Start Time:*   End Time:* (include am/pm)
Please select your first and second room choices:*
1st:  2nd:

Space Setup

Please indicate requested set-up.  In order to accommodate as many requests as possible, selected style may not be available in all rooms.*

Auditorium (Chairs Only) Hollow Square Conference 
Classroom (table/chairs on one side)  U-Shape Conference
Banquet (rounds of 8 max) Other (Fax information to 214-768-4380)

Please note: You are responsible for providing tablecloths/skirting if needed for the event.

Audio/Visual Equipment

Select all audio/visual equipment needed:

Easel(s), how many? Portable Screen
Flip Chart and Markers 35mm Film Projection (Theater only)
Podium Mic TV/VCR/DVD player
Standing Mic Podium
Wireless Hand Held Mic Pipe & Drape 
Lapel Mic Stage section (6 ft x 8 ft each)
LCD Video Projector Extra 8 ft table
Computer Laptop Extra 6 ft table
Portable Sound System    

 Other:

Media

If you are expecting media coverage (i.e. television, radio, newspaper), please discuss with the Meetings and Events Coordinator at 214-768-4440 or HTSC_Reservations@smu.edu.

Catering

We do not allow food prepared at an individual's residence to be served in our building.

Will you have food and/or beverage at this event?* No Yes. If yes, the answers below are required:

Type of event: Boxed

Indicate how food/beverage will be provided:

Food and/or beverage will be served through a caterer. (A health permit & certificate of insurance must be on file with Risk Management)
Name of Caterer:

Food and/or beverage will be delivered by an outside food service provider (e.g. Subway, etc.)
Name of Provider:

Store-bought food and/or beverage will be brought in (e.g. Kroger, Central Market, etc.)
Name of Store:

I have not yet made arrangements for catering, but I agree to provide the HTSC Staff Office with the necessary catering information no later than 10 working days prior to the event.

This form is a request only. Your reservation is not final until you have received a confirmation, and signed and returned one copy to the Hughes-Trigg Staff Office. Any changes to your room reservation must be made at least 1 business day in advance to avoid a late fee.

Additional Information:

 

 

 
The Hughes-Trigg Student Center is a part of the Division of Student Affairs.