Reservations and Fees

Hughes-Trigg Student Center (HTSC) clients and guests must adhere to all SMU policies. While not every situation is covered in this document, SMU policies that may be of interest include:

 

Reservations

External clients interested in hosting an event at the Hughes-Trigg Student Center must complete a HTSC Event Request Form.

Costs for use of Hughes-Trigg Student Center (HTSC) include the facility itself and the furnishings and equipment present in the Facility. Each of the costs are provided in an estimated form, based on information provided by Group. Those estimated costs may vary if Group requests additional arrangements or equipment not present in facilities listed, and/or facilities additional to those listed, or if other factors arise that require additional facilities, preparation, equipment and/or services to be provided by SMU. An invoice setting forth the details of all facility costs will be provided to no later than two (2) weeks before the Event. All costs must be paid one (1) week prior to the Event.

External Clients will be required to submit the following:

Reservation Rates and Fees

Room
Room Type
Room Charge
Daily Max (5+ Hours)
118, 120, 121, 130, 226, 227
 Meeting Room/Lecture
 $50/hour $250 
119, 122, 123
 Small Breakout Room
 $20/hour $100
125, 126, 129, 209, 219
 Meeting Room $25/hour $125
222, 225
 Executive Meeting Room $30/hour $150
220B Meeting Room $75 $375
220C Meeting Room $75
 $375
220B/C Meeting Room
 $100
 $500
Varsity Fixed Event/Dining Space
 $150/hour $750
Ballroom – 1 of 3 Sections
 Large Event Space
 $100/hour
 $500
Ballroom – 2 of 3 Sections
 Large Event Space $200/hour
 $1000
Ballroom – 3 of 3 Sections
 Large Event Space
 $300/hour
 $1500
Oren Family Auditorium
 Performance/Presentation $200/hour $1000
Chamber Lecture Style Space $100/hour $500
Gallery 1911 Pre-Function Space $75 $375
Indoor Table (Main Atrium)
 Tabling $200 N/A
West Bridge Table (Outdoors)
 Tabling $150 N/A

 

Event Fees
Base Custodial Service
 $150
Ballroom - 1/3 Section A/V Use $150
Ballroom - 2/3 Sections A/V Use $250
Ballroom - 3/3 Sections A/V Use $350
Chamber A/V Use $100
Auditorium A/V Use $300
Meeting Room A/V Support $50
Gallery 1911 Video Boards $150
Gallery 1911 LED Wall $150
A/V Tech Fee
(assessed per event		 $50+

 

Setup Fees (Ballroom/Gallery 1911 only)
Stage
 $200
Cocktail Reception Style
1-12 High-top tables $100
Banquet/Reception Style
1-10 60-inch Rounds $150
11-20 60-inch Rounds $250
21+ 60-inch Rounds $400
Fair/Expo Style
1-10 6 ft rectangle $200
11-20 6 ft rectangle $300
21+ 6 ft rectangle $400

 

Additional fees may be assessed for the any of following circumstances. 

Supplementary Billing  Fee
Excessive Custodial Needs (Spills, Trash, etc.)
 $50
 Damage to Property or Resources Assessed as required
Changes/Requests Within 72 Hours of Event
 $100
Reservation Outside of Normal Operating Hours
 $150 + $10/hour Staffing Fee

Event Support

Details for events including but not limited to: room setup, AV needs, etc., at least five (5) business days prior to your event. Requests made with less than five (5) days’ notice will incur extra fees. (See fee chart above)

Changes to Your Event

To adjust the date, time, any event support details for your event you must contact Hughes-Trigg Student Center staff as soon as possible via email at htsc@smu.edu.

Loss of Privileges and Other Fees

Faculty/Staff will be subject to fees for the following including but not limited to (See fee sheet under Reservation Fees above for charges):

  • Damage to property or resources: fee dependent on damage
  • Failure to clean up after use, requiring additional custodial services
  • Failure to follow the guidelines outlined in this document
  • Failure to return furniture to its original location and setup
  • Late requests for spaces or equipment (within 2 business days)
  • Occupying space 30+ minutes past reservation time (including cleanup efforts): HTSC hourly rate (See price sheet)
  • Space utilization outside normal operating hours
  • Support request/change < 72 hours prior to an event

These fees may be viewed under Reservation Rates above. Failure to pay on time may result in the loss of HTSC reservation privileges.

Staff Presence/Security

The use of Hughes-Trigg Student Center (HTSC) will only be allowed during operating hours or with the express permission of HTSC staff. Occupancy may be granted only if there is presence of HTSC Staff and/or SMU PD. Clients may be required to provide security for their event, and HTSC may require that security be coordinated through the SMU Police Department. Clients are responsible for the cost of security. You will be contacted by the HTSC staff if security is required for your event. Fees will apply for reservations made outside of regular hours.

Cancelling Reservations

Clients should notify Hughes-Trigg Student Center as soon as possible via htsc@smu.edu when a reservation needs to be cancelled.

Food and Beverage

Catering Information

All catering for plated or buffet meals must be provided by SMU Catering, SMU’s official caterer. An SMU Catering Event Manager can assist with all planning needs, including food and beverages, staffing, tables, chairs, linens, flowers, etc. Contact SMU Catering at 214-768-2368 or smu.campusdish.com. Select the “catering” link from the menu on the left. Deliveries and pick-ups must be arranged with the SMU event manager in advance.

Casual Catering

Casual catering includes box lunches and grab-n-go setups. View a list of SMU Preferred Casual Catering Vendors. This list of caterers should NOT be used for plated or buffet meals.

SMU Exclusive providers for Casual Catering "Boxed-Lunches" have extended special pricing and offers to University orders. Please review the SMU Casual Catering "Boxed-Lunch" Vendor list for detailed contact information. Supplemental information on specific pricing and items offered may be obtained by contacting SMU Purchasing at purchasing@smu.edu.

Pre-packaged and open-container food served by you or a vendor from our preferred vendor list, must follow the SMU Food Safety Program. Please review carefully.