1. Event Title:
2. Expected Attendance:
If this is a "come and go" event, how many people do you expect to be in the room at one time?
3. Will the participants pay a fee to attend the event?
Yes, my participants are paying a fee to attend this event.
No, my participants are attending this event for free.
If yes: Room rental and AV equipment and services will be charged at non-SMU rates. If it is determined that participants are charged a fee to attend the event, your event will be reclassified to be charged the non-SMU rates.
4. Is an SMU department or student organization planning the event?
Yes, my department or student organization is independently planning this event.
No, a non-SMU group is planning this event.
If yes: Your department or organization is responsible for all event arrangements and communication with the HTSC Reservations Office.
If no, or if a department is co-sponsoring the event: Room rental and AV equipment and services will charged at non-SMU rates.
5. Is this event a rain call location?
If your event is outdoors and you are booking us as a backup, you must communicate your rain call decision to Reservations office by 3:00 PM on the last business day before the scheduled event.
The deadline for a Saturday or Sunday event is Friday at 3:00 PM. If you decide to have your event outdoors the space reservation and any equipment that was booked will be canceled.
6. Event Date(s):
(List all dates here (i.e. 2/2, 2/7, 2/12, or write
"every Tuesday of the Fall semester." If your event has multiple dates and the times vary (e.g., "8/27 8:00am-6:00pm, 8/28 10:00am-5:00pm", etc.) you can specify these details in the text box above.)
7. Reservation Start Time:
"Reservation Time" is the total time you would like to access the room to set up or tear down, e.g., decorations, catering, etc.. Please note the room's tables, chairs, and AV setup will be complete by this time. You may contact HTSC_Reservations@smu.edu for assistance if you are unsure how much time you need.
8. Reservation End Time:
9. Event Start Time:
"Event Time" is the start and end time for when the meeting or event is expected to take place. This is the time that is advertised to your guests, so it is when you expect participants and guests to start showing up.
10. Event End Time:
11. Please select your preferred room:
Ballroom West Central East
Every effort will be made to book you in your preferred room. If your room is unavailable but a similar room that fits your needs is available you will be booked there instead. We will make every effort to communicate decisions to book in alternate locations.
Please use this space to list other rooms you would like to request. (e.g., "We need the entire first floor for our event", "we need all five Porticos", etc.) Please note if you need a larger writing space you can expand the text box below by dragging the bottom right corner.
You are responsible for providing tablecloths/skirting, if needed, for the event.
^The "Existing" set up configuration will always be used for the following rooms: Portico A, Portico E, Forum, Theater, Varsity.
For the 2017-2018 year please note the following rooms will be permanently set up in the following configurations:
Atrium AB - hollow square for 30.
Atrium CD - classroom for 30.
Portico BCD - auditorium for 50.
Portico A - conference for 20.
Portico E - conference for 20.
Exceptions may be granted on a case-by-case basis by the Meeting and Events Coordinator, in writing.
Audio/Visual and Event Equipment
Select the services needed for your event. Please note audio/visual equipment must be requested at least five (5)
business days in advance. For larger events or ones with a complex AV setup, please email HTSC_Reservations@smu.edu to request a walk-through with our AV team prior to the event date.
Showing a Power Point on a Projector or TV
Audio support is automatically included.
NOTE: Events taking place in the entire Ballroom will have two projectors.
I will bring my own laptop
Please provide a laptop for my event
NOTE: Due to limited inventory, and high demand, laptops will not be provided for weekly recurring meetings.
Showing a movie
Please note we only support DVD formats. All appropriate licenses and permissions must be on file with the Reservations Office by the reservation confirmation deadline.
Speaking to an audience
The number of mics and the use of the podium will depend on the room the event takes place in, and the availability of inventory.
Having a panel discussion
The number of mics and available spaces for the panelists will be included in a follow-up discussion with the Reservations Office.
Playing audio only through my computer or mobile/portable audio device
The client will provide a laptop for the event or meeting. OIT AV will provide the cables and connections needed to connect your laptop to our equipment. We support VGA, HDMI, and Mac connections.
Hosting a webinar
Normally a webinar is hosted through Skype, Go To Meeting, Zoom, or another online meeting platform. We recommend the client provide their own laptop. If a conference phone is needed to support the event, the client must discuss this with the Reservations office so the appropriate arrangements can be made with OIT.
Hosting a DJ
The DJ must bring his or her own equipment. Depending on the room reserved, the DJ may need to bring his or her own speakers. We provide two mics for this service.
I will need a check-in table
Check-in table sizes and quantity will vary based on the room selected and will be noted on your estimate under "Setup Notes".
Please use this space to communicate any special instructions or other AV or equipment needs not found in the above section:
Please Note: The university does not allow food prepared at an individual's residence to be served in our building.
An answer is required for all questions in this section.
This form is a request only. If your reservation is accepted you will receive an email containing a PDF document called an Event Estimate. The Estimate will outline all your events' details including equipment and services allocated to support your event. Your reservation is confirmed when you have returned a signed copy of your estimate to the Student Activities Office. We are located in Suite 314 on the third floor of the Hughes-Trigg Student Center. Any changes to your room reservation must be requested at least five (5) days in advance. Any changes requested after the deadline will be addressed on a case-by-case basis and may be charged a fee to accommodate.