Reservations
Student Union General Reservation Procedures
Who can reserve campus facilities at no charge?
All recognized student groups and campus departments can reserve campus facilities free of charge.
What facilities are booked through the Student Union Office?
Most campus facilities can be booked by contacting the Student Union Office – 985.448.4519. The Union Office is also where university groups and departments should go to reserve tents, to request permission to place table tents in the dining areas and chalking the walk. To reserve a campus facility, send an e-mail to reservations@nicholls.edu .
Steps for reserving campus facilities
- Campus organizations must complete a Student Activities and Fundraiser Request Form. The form is available in the Student Union Office and Student Life Office. All necessary signatures from appropriate faculty/staff must be obtained prior to submitting the form for processing. Campus departments can visit Suite 19A in the Student Union or e-mail your request to reservations@nicholls.edu.
- Requests must be submitted at least two weeks prior to the event date. Reservation requests submitted less than two weeks before an event may be accommodated, if the requested area is available.
- All set up needs should be turned in at the same time as the reservation. The Union has facility diagrams available for your convenience. Requesting departments are responsible for completing their own work orders.
- Any events scheduled outside regular Student Union work hours (see below) require an overtime form. The overtime form must be signed by the organization’s adviser or the department head. Overtime will be billed to the requesting organization or department. Regular hours:
- Spring and Fall Hours – Sunday – 5 until 9 p.m.; Monday through Thursday – 7 a.m. until 9 p.m.; and Friday – 7 a.m. until 5 p.m. The Student Union is closed on Saturdays.
- Summer Hours – Monday through Friday – 7 a.m. until 5 p.m. Closed Saturday and Sunday.
A Confirmation form and Overtime form (if applicable) will be e-mailed to your organization or department if the requested date, time and location are available. If the area requested is not available, the requesting organization or department will receive a call or e-mail from the Union Office to discuss other options. Please include the following information with your request:
- Department or organization name
- Contact information – name, phone number and e-mail address
- Name or title of the event
- Day(s) and date(s) of the event
- Alternative event day(s) and date(s) – if any
- Identify the specific room(s) requested
- Alternative room(s) – if any
- Time the event is scheduled to begin and end
- Will the event be catered?
- Estimated event attendance
- Will time be needed for set-up or tear-down?
- Are there any furniture or set up needs?
- Are there any audio, visual or computer equipment needs?