Reservations and Fees

SMU Policies

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:

 

Charges and Rate Classifications

SMU student organizations may reserve spaces in Hughes-Trigg Student Center free of charge. For exceptions to this policy please see Loss of Privileges and Fees below. SMU Student Organizations are chartered or temporarily chartered student organizations, fraternity and sorority chapters, and campus ministry organizations recognized by the Office of the Chaplain and Religious Life.

Student Organizations seeking a temporary charter are limited to no more than six (6) reservations. Reservations must consist of executive board meetings and interest meetings only. General Body Meetings will not be approved. Organization must have submitted a Student Org Temporary Charter Application prior to submitting reservation requests.

SMU Student Organizations may reserve space through STABLE at smu.edu/stable.

Reservation Fees

There is no charge to utilize HTSC event spaces and resources for SMU Student Organizations. Exceptions to this, regardless of SMU affiliation, include, but are not limited to:

  • An SMU member using their reservation privilege to reserve a space for which a non-SMU entity is the primary host, audience, or participant. See examples below:
    • Events for the general public.
      • An HTSC Facility Use Agreement (Contract) is required for all SMU Student Organization events that are open to the general public. Including but not limited to: fundraising events, national/regional conference events, festivals/celebrations, etc.
    • Brand Ambassador event/advertising.
    • Corporate recruiting/advertising.
    • Personal Party.
    • National /Regional organization event.
    • This fits under the broader SMU Event Policy.
    • An event does not directly serving current SMU students, faculty, or staff, such as hosting a meeting or conference for your professional network.
  • Attendees are charged for admission, refreshments, or any part of their participation.

View Applicable Rates and Fees

Event Support Requests

Reservations requiring support services must complete an Indoor Event Support Request in STABLE at least five (5) business days prior to your event. Support services requiring an Indoor Event Support Request include but are not limited to room setups, AV services, etc. Requests made with less than five (5) days’ notice will incur fees.

Loss of Privileges and Other Fees

Student organizations will be subject to fees for the following including but not limited to (See fee sheet 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 15+ minutes past reservation time, including cleanup efforts (See HTSC hourly rate)
  • Space utilization outside normal operating hours
  • Support request/change < 72 hours prior to an event

View Reservation Rates and Fees

Failure to pay on time may result in the loss of HTSC reservation privileges. Additional consequences may apply for SMU Student Organizations.

Reservations with Speakers

Student organizations at SMU planning events featuring speakers, whether paid or free, are required to utilize the SMU Student Affairs contracting process. Please ensure completion of the process by submitting a Contract Request Form. Approval of your request is contingent upon submission of the executed/approved contract to htsc@smu.edu.

Screening Movies

If a SMU student organization wishes to host a movie screening as a part of a meeting or event, the appropriate rights must be purchased. Please note educational copyrights only apply for academic, credit-bearing classes.

View more information about Digital Rights Management and Copyright Law at SMU. Many SMU departments and organizations purchase film rights with Swank, a licensing company.

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 Police Department. 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.

Making Changes to Your Event Reservation

To adjust the date or time, access your reservation through STABLE with the “My Reservations” icon. Select the reservation you would like to change and make your desired edits.

If you require any edits related to equipment, audio-visual needs, setup, etc., you must also e-mail those changes to htsc@smu.edu and provide your reservation number. If these changes are not e-mailed, they may not be applied to your reservation.

Cancelling Reservations

Clients should notify Hughes-Trigg Student Center as soon as possible when a reservation needs to be cancelled.

If an SMU Student Organization fails to cancel a reservation and the event or meeting does not take place, the group will receive a warning. If this occurs a second time within one semester, the group may lose the privilege of reserving space in HTSC.

Inclement Weather Location

If your reservation is for an inclement weather backup location, be sure to include all details as if your event were taking place indoors. You must notify htsc@smu.edu no later than 2 business days before your event of your final choice of venue, indoors or outdoors. If you do not communicate your decision by the deadline, we will assume the event will be inside utilizing your HTSC reservation, and associated fees will be applied.

Food and Beverage

All clients hosting a meal or other food service must make arrangements for catering service and/or food delivery. Hughes-Trigg Student Center does not provide catering services or linens.

Any client providing food for attendees may be required to provide a certificate of insurance and/or health certificate from the food vendor.