University Conference Services

Event Policies and Guidelines

The Student Union operates the conference facilities to maximize usage for the University community and, when available, to the larger community in Boise and in Idaho. Priority scheduling is given to University recognized student organizations and University departments. Preference is also given to groups, which further the University's community service mission, enhance educational opportunities in Idaho, or are of a governmental nature.

The Student Union does not confirm advance reservations more than one semester in advance without explicit authorization of the Student Union Administration.

Use of the Student Union meeting and event facilities does not imply endorsement or sponsorship by Boise State University.

Suggested Guidelines to Planning

Select the dates(s) for your meeting/event.
Please make sure to have an alternate date selected.
We offer three easy ways to book a room in the Student Union Building.
1. Contact University Conference Services at 208.426.1677
2. Download and print the Meeting and Event Planning Worksheet. You can fax your completed worksheet to University Conference Services at 208.426.5222 or bring it to the Conference Services office on the second floor of the Student Union Building.
3. Request a meeting room by completing the on-line request form.
Once you submit your request, you will be contacted by an Event Coordinator within one business day or 24 hours. Please note that your request for rooms will not be confirmed until an Event Coordinator contacts you with an Event Confirmation.
Once you receive and review your Event Confirmation, you must sign the Confirmation and return it to the Conference Services office.

Reservations Timeline Tips

Ballroom Reservations
6 months in advance
Meeting Room Reservations
1 month in advance
Request Catering for Ballroom Events
1 month in advance
Requst Catering for Meeting Rooms and Deliveries
10 days in advance
Final Catering Counts Dues
3 business days (72 hours) in advance

Audio Visual Support

A full range of audio visual equipment is available for a fee through University Conference Services and arrangements should be made no later than two weeks prior to the event. A current price list for equipment and technical services personnel is available through University Conference Services.
No outside audio visual vendors are permitted in the Student Union. DJ services are offered through University Pulse and are the approved DJ service for the Student Union.
The Student Union Building reserves the right to require technical services staff, including hours of call and crew sizes for meetings and events. For large events or multi-media presentations, and events in the Special Events Center, technical services personnel are required. Appropriate fees will be assessed.
We offer a variety of internet, telephone and teleconference support for your meetings. Please inquire in advance as to the availability of special services.
Requests for AV equipment and staff for events outside of the Student Union are generally not met. Please refer to our policies for Services Outside of the SUB for more information.

Food Service

Boise State University has contracted Dining Services operations which provide catering, concessions, board dining, vending, and cash food sales on campus.
No food or beverages may be served on campus unless provided by the University contracted Dining Services provider.
Food and beverages provided by the University contracted Dining Services provider are not to be removed from your event.
Catering Exemption Request forms are available for recognized student organizations for their regularly scheduled meetings where members of the public are not invited. Compliance with Central District Health regulations is required. These forms are available through University Conference Services.
Alcoholic beverages may be served in the Student Union with the proper approval. Please see our Alcohol Beverage Permit for more information.
For all of your catering and food service needs, contact Univeristy Catering at (208) 426-3890 or e-mail catering@boisestate.edu.

Parking

Event Parking is available for you and your guests. Individual permits and lot reservations are available on a first-come first-served basis. The cost of these options will be based on the type of sponsoring organization and the event. An Event Parking Request form must be completed and submitted at least two weeks prior to your event. Arrangements can be made through your Event Coordinator or by contacting Transportation and Parking Services directly at 208.426.7275.

Event Security

University Conference Services may require uniformed security officers to be present at the sponsoring organization's expense.
University Conference Services' staff will make arrangements to hire security officers through the University's contracted law enforcement service. The cost will be passed on to the sponsoring organization as part of the event cost.

Student Union Games Center

Bowling lanes, billiard tables and electronic games may be used informally by groups during hours of operation.
During non-peak times, groups may reserve bowling lanes and billiard tables by contacting the Games Center, (208) 426-1456.

Building Hours & Time Constraints

Rooms may be occupied only during their reserved time.
Building hours are typically 6 am - midnight, Monday through Friday & 7 am - midnight Saturday & Sunday.
Events normally do not begin until 30 minutes after the building has opened and should end no less than 30 minutes before the building closes. Groups whose events exceed these limits will be charged for staff overtime and operating costs.
Requests for extended building hours must be made and approved through University Conference Services at least two weeks prior to the event. Additional fees will apply.

Day of Event Changes

Last minute changes or additions should be communicated to the staff through the Information Desk or the Facilities Manager on duty. The Student Union staff will attempt to accommodate your needs whenever possible. Please note that additional charges for facility space, equipment, and/or labor will be applied to your final invoice.
Changes to the original room set may incur additional charges.

Book and Merchandise Sales

The Boise State University Bookstore has the exclusive right to provide retail sales and merchandise on the Boise State University campus. By selling the goods purchased for resale, the department or organization must not compete in any way with other established University businesses such as the Bookstore. (BSU Policy #6130)
Departments/organizations may have compelling reasons to request exceptions. A Retail Merchandise Exemption form is available to review those requests. Under the discretion of the Bookstore Director, should the University Bookstore not be able to accommodate the sale of the requester's merchandise, the Bookstore reserves the right to charge a 20% commission on all sales. This policy applies to all Boise State University departments, student organizations, and outside organizations. For more information, please contact the Director of the Bookstore at 208.426.1296.
Non-university groups that are selling items must file a copy of the State of Idaho Seller's Permit Number or a Temporary Seller's Permit Number with the University Conference Services office. Permits are available through the Idaho Tax Commission at 208.334.7660.

Signs, Banners & Decorations

A University Conference Services Event Coordinator must approve signs, banners, and decorations prior to the event.
Signs, banners, and decorations are allowed in your reserved room and its entrance only. Signs, banners, and decorations placed in hallways, entrances to the building, on floors or ceilings are not permitted without permission from the Assistant Director of Conference Services.
Easels may be used to display informational signs at the entrance of a meeting room or ballroom only. Easels are not to be used at building entrances or in hallways.
Signs, banners, and decorations must be attached to wood, metal, glass, or painted surfaces with art putty or removable mounting squares.
Banners and ceiling mounted signs are to be hung by the Student Union facility staff.
Glitter, confetti, sequins, and fine-type decorative materials are not allowed because they cannot be vacuumed. Additional cleaning costs will be charged if these are used.
Signs, banners, and decorations must be made of flame retardant materials.

Candles, Incense, Fog Machines,
Pyrotechnics, "Smudging", Fire

Are generally not allowed due to current fire codes and interaction with our facility smoke detection system.
Additional permits and fees may be required. Allow at least two weeks for processing.

Storage

Storage space is extremely limited and appropriate charges will be assessed. If available, storage should not exceed 48 hours prior to the day of the event or after an event. Advance storage arrangements must be made through University Conference Services.
Overnight storage of marketing booth materials and/or displays will result in a $25 fee. This fee must be paid in advance.
Neither Boise State University nor the Student Union is responsible for lost, damaged, or stolen items.
Is not allowed in reserved space after the reservation has been ended.
Arrangements can be made for the University to ship items after an event. Shipping costs plus a $10 processing fee must be paid in advance.

Co-Sponsorship and Facility Use

The Student Union does not allow a University department to sponsor a non-University event when the non-University group seeks to reduce applicable costs for facilities or services.
Should a University group choose to co-sponsor an event with a non-University group, a representative from the University group must act as the primary contact for the event (making the reservation, providing the details, etc.). In addition, in order to receive the University rate, the invoice must be paid through a University department account. Outside invoices for University sponsored events will not be allowed.
To support their fund raising efforts, University recognized student organizations may co-sponsor an event, as long as the student organization receives value equal to the waived or reduced costs.
Value may be in the form of cash, registrations, paid advertising, etc. Proof of value received is required prior to the event and must be provided to the Conference Services office.
Additionally, the student organization must take an active role in producing the event or activity (participation by officers, volunteers, promotion, program planning, etc.). An officer of the student organization must be the primary contact for the event (making the reservation, provide details of the event, etc.).
Student organizations should discuss their event with the University Conference Services office beforehand if they have any questions.
University programs supported by grants that specifically support facility use must pay for all applicable costs associated with the event at the education rate. The Student Union reserves the right to review a copy of the grant.
Student Union facilities are not scheduled for academic class use. Academic classes (regularly scheduled, special, or seminar) include all classes coordinated through the Registrar's office or the Division of Extended Studies.
Meetings, events, or conferences sponsored by University departments where registration fees, tuition, admission or similar fees are charged to the attendees will be subject to the education rate for meeting and event space.

Marketing Booths, Direct Solicitation,
Fundraising, and Publicity

Direct solicitation, fundraising, and publicity may take place only at designated reservable locations, such as the Student Union Marketing Booths. These reservations can be made through University Conference Services.
Distribution, solicitation, or fundraising will not be allowed away from assigned spaced.
Fundraising and/or solicitation for donations by student organizations requires approval from the Student Union Executive Director. A fundraising approval form is available from Student Activities or University Conference Services.
Marketing booths are six feet wide and will accommodate two individuals. Limited posting space is available immediately behind the solicitation bench.
Banner space, art exhibits, and bulletin boards are scheduled by Student Activities (208) 426-1223.
For more details, please refer to the Guidelines for Marketing Booths, Direct Solicitation, Fundraising, & Publicity.

Billing

Reservations cannot be confirmed until the appropriate account number, deposit, purchase order, or authorization are obtained. Past invoices must be paid in full.
Deposits and/or prepayment of estimated charges are required for non-University groups. Estimated charges will include equipment, labor, outside rental, taxes, and facility rental costs.
University departments which are charging a fee for an event or are being reimbursed for facility use will be be charged room rental fees at the education rate.
All charges are subject to current state and local taxes, including local tourism/convention tax, where applicable.

Additional Charges

For events outside of the Student Union Building, delivery charges may apply. Please see Policies and Guidelines for Campus Event Services Outside of the Student Union for more information.
Additional cleaning charges will be assessed for those events requiring extra labor. Charges are billed on a per hour per staff member basis.
Damages incurred from a meeting or event will result in additional charges.

No Shows & Cancellations

Campus organizations or departments failing to use reserved space twice a semester (without canceling at least four hours in advance) may lose the use of meeting space in the Student Union for up to one semester, or may lose their ability to schedule serial reservations for a semester.
Non-university groups failing to use reserved space without canceling at least 48 hours in advance will be responsible for all room rental and previously incurred charges.

Download Guidelines (PDF)