Event Policies and Guidelines

Student Union Meeting and Event Facilities

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 ASBSU 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.

First Steps to Planning

Select the dates(s) for your meeting/event.
Please make sure to have an alternate date selected.
Complete a Meeting and Event Planning Worksheet.
The Worksheet may be downloaded (PDF) or stop by the Conference Services office located on the second floor in the Student Union. Please return the worksheet to our office or fax it to (208) 426-5222. Please note that the more information you can give us, the better our staff can serve you.
Reservation Confirmation
Our staff will e-mail you a tentative reservation within 24 hours of receiving a completed Meeting and Event Planning Worksheet. Please be sure to double check all of your information. If revisions or additions are necessary, please notify us as soon as possible. The Student Union does not confirm advance reservations more than one semester in advance.

Reservations Timeline Tips

6 months in advance:
reserve Jordan and Hatch Ballrooms
1 month in advance:
reserve meeting rooms
1 month in advance:
confirm catering for Ballroom events
10 days in advance:
confirm catering for meetings and deliveries
3 business days (72 hours) in advance:
final catering counts are due

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. Outside DJ services are the exception upon approval from the Assistant Director for Conference Services or the Technical Services Manager.
For large events or multi-media presentations, technical services personnel are required. Appropriate fees will be assessed.
At least two technical services personnel are required for all events held in the Special Events Center.
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.

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 Waivers 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. Waiver forms are available in University Conference Services and Student Activities.
Alcoholic beverages may be served in the Student Union with the proper approval. Please see our Food Service Policies and Guidelines for more information.
For all of your catering and food service needs, contact Catering at (208) 426-3890 or e-mail catering@boisestate.edu.

Parking

Arrangements must be made and confirmed for all event parking needs. Individual permits and lot reservations are available. The cost of these options will be based on the type of sponsoring organization (profit or not-for-profit) and the event. Arrangements can be made through your Event Coordinator or by contacting 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 Sales

Book sales require prior written approval from the University Bookstore Director. A list of all books to be sold must be submitted with the written request. Requests should be made at least two weeks in advance of the proposed sale. Available through your Event Coordinator.

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

The Student Union does not recognize co-sponsorship between non-University groups and student organizations, University departments, educational organizations, or governmental agencies when the co-sponsorship seeks to reduce applicable costs for facilities or services. University programs supported by grants are not considered to be co-sponsorship; however, if funding is received for meeting facilities through the grant, fees for facilities will be charged.

ASBSU recognized student organizations may co-sponsor a non-University event to support their fundraising efforts. However, the student organization MUST receive payment or in-kind support for the cost of the room rental rate. Proof of payment is required and may be required prior to the event.

Value may be in the form of cash, registrations, paid advertising, etc.
The student organization must take an active role in planning or producing the event (participation by officers, volunteers, promotion, program planning, etc.)
An officer of the student organization should discuss their event with Student Activities or Conference Services prior to their planning if they have questions.

Solicitation, Fundraising, and Publicity

May take place only at designated, referable locations. 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 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.
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.




		Event Policies and Guidelines Student Union Meeting and Event Facilities PDF version 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 ASBSU 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. First Steps to Planning Select the dates(s) for your meeting/event. Please make sure to have an alternate date selected. Complete a Meeting and Event Planning Worksheet. The Worksheet may be downloaded (PDF) or stop by the Conference Services office located on the second floor in the Student Union. Please return the worksheet to our office or fax it to (208) 426-5222. Please note that the more information you can give us, the better our staff can serve you. Reservation Confirmation Our staff will e-mail you a tentative reservation within 24 hours of receiving a completed Meeting and Event Planning Worksheet. Please be sure to double check all of your information. If revisions or additions are necessary, please notify us as soon as possible. The Student Union does not confirm advance reservations more than one semester in advance. Reservations Timeline Tips 6 months in advance: reserve Jordan and Hatch Ballrooms 1 month in advance: reserve meeting rooms 1 month in advance: confirm catering for Ballroom events 10 days in advance: confirm catering for meetings and deliveries 3 business days (72 hours) in advance: final catering counts are due 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. Outside DJ services are the exception upon approval from the Assistant Director for Conference Services or the Technical Services Manager. For large events or multi-media presentations, technical services personnel are required. Appropriate fees will be assessed. At least two technical services personnel are required for all events held in the Special Events Center. 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. 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 Waivers 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. Waiver forms are available in University Conference Services and Student Activities. Alcoholic beverages may be served in the Student Union with the proper approval. Please see our Food Service Policies and Guidelines for more information. For all of your catering and food service needs, contact Catering at (208) 426-3890 or e-mail catering@boisestate.edu. Parking Arrangements must be made and confirmed for all event parking needs. Individual permits and lot reservations are available. The cost of these options will be based on the type of sponsoring organization (profit or not-for-profit) and the event. Arrangements can be made through your Event Coordinator or by contacting 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 Sales Book sales require prior written approval from the University Bookstore Director. A list of all books to be sold must be submitted with the written request. Requests should be made at least two weeks in advance of the proposed sale. Available through your Event Coordinator. 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 The Student Union does not recognize co-sponsorship between non-University groups and student organizations, University departments, educational organizations, or governmental agencies when the co-sponsorship seeks to reduce applicable costs for facilities or services. University programs supported by grants are not considered to be co-sponsorship; however, if funding is received for meeting facilities through the grant, fees for facilities will be charged. ASBSU recognized student organizations may co-sponsor a non-University event to support their fundraising efforts. However, the student organization MUST receive payment or in-kind support for the cost of the room rental rate. Proof of payment is required and may be required prior to the event. Value may be in the form of cash, registrations, paid advertising, etc. The student organization must take an active role in planning or producing the event (participation by officers, volunteers, promotion, program planning, etc.) An officer of the student organization should discuss their event with Student Activities or Conference Services prior to their planning if they have questions. Solicitation, Fundraising, and Publicity May take place only at designated, referable locations. 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 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. 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.
Boise State University Conference Services · ph: (208) 426-1677 · fax: (208) 426-5222 e-mail: conferenceservices@boisestate.edu