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HTSC Reservation Request Form

(Updated 6/28/2017)

Before You Book:

  • We are accepting reservations through May 31, 2018.
  • Room reservation requests must be placed at least 7 days in advance of the event. Please allow 1-2 business days for our office to respond to your request. Please also allow an additional day if the seven day minimum falls on a holiday. Reservations must be finalized with a signed estimate at least 5 days before your event or they will be canceled to allow others to use the space. Office hours are Monday-Friday, 8:30am-5:00pm.
  • Before submitting your request, please make sure you read the policies and guidelines section, which include rates, an outline of the reservation process, and reservation expectations. Click here to view our Hours of Operation, including special building hours and closures.
  • Changes to your existing reservation can be made by emailing the Reservations Account at HTSC_Reservations@smu.edu at least five days in advance. Please have your five-digit Reservation number (located on your estimate) available.
Please Note: the following spaces require a different form to be reserved and have been linked for your convenience. The link will open in a new tab:

Please note areas within office suites (e.g., Hegi, Dean of Student Life, Suite 300) are reserved through the individual department.

  • 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.

Contact Information

Answers are required for all questions in this section.
Today's Date: 
Your Name:
Your Email Address:
Phone:
Organization/Department:
Faculty/Staff please enter your department name.
 
A secondary contact can make changes to the reservation before the event and during the event if you are not available. Please note late changes may result in a fee.
Secondary Contact Name:  
Secondary Contact Address:  
Secondary Contact Email:
Secondary Contact Phone:
 
Payment Method:


If you are an SMU department please provide your 2-digit fund and 6-digit org number. If you are a student organization and you have an account the Comptroller's Office please enter "Comptroller Account". Otherwise please enter "Check". You will not be charged until the reservation has passed. Please contact HTSC_Reservations@smu.edu with any questions.

Event Details

Answers are required for all questions in this section.

Information Needed Your Answer Additional Details
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? Yes
No
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:
(include am/pm)
"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:
(include am/pm)
9. Event Start Time:
(include am/pm)
"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:
(include am/pm)
11. Please select your preferred room: 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.
Multi-Room Request:
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.

Space Setup

Please indicate requested set-up. In order to accommodate as many requests as possible, a requested style may not be available in all rooms.
Answers are required for all questions in this section.
More information about setup types can be found on our FAQ page, (opens in a new tab).
Please note:
  • 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.
  • Auditorium (Chairs Only)
    Auditorium Set Up
    Hollow Square Conference
     Hollow Square Set Up
    Classroom (rows of tables with chairs on one side)
     Classroom Set Up
    U-Shape Conference
    U-Shape Set Up
    Banquet/Rounds (8 chairs per table on 60" rounds)
    Rounds Set Up
    Existing ("as is").^
    Fair Style (2 chairs per table)
    Fair Set Up
    Empty (no chairs or tables in the room)
    Other (see below)    
    Please use this space to describe your set up needs if you chose "Other" as a set up option. Please note if you need a larger writing space you can expand the text box below by dragging the bottom right corner.

    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.

    Service Additional Details
    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.
    Laptop Use:

    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:

    Catering

    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.

    Will you have food and/or beverage at this event?
    No
    Yes. If you've answered "yes", the answers below are required:
     
    1. What type of food service will you have?
    Reception
    Plated
    Buffet
    Boxed
     
    2. How will food/beverage will be provided?
    Served through a caterer. (A health permit and a Certificate of Insurance must be on file with Risk Management) Name of Caterer:
    Delivered by an outside food service provider (e.g. Subway, Domino's Pizza, etc.) Name of Provider:
    Store-bought food and/or beverage will be brought in (e.g. Kroger, Central Market, etc.) Name of Store:
    I have not yet made arrangements for catering, but I agree to provide the HTSC Reservations Office with the necessary catering information no later than 5 business days prior to the event.
     
    3. Please indicate how many tables you will need in the room to hold food. Please note these tables will be 8 feet long x 30 inches wide, unless otherwise indicated by the Reservations Office. Please leave this blank if you do not need any tables.
      8' wide catering table. How many?

    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.

    Additional Information: