Use of University Facilities

  • The University makes available to recognized organizations the use of its facilities. The procedures listed below details how organization representatives can secure the use of the various facilities.

     

    Student Union (Ballroom, Theatre, and Meeting Rooms)

    1. All reservations for the utilization of the Student Union facilities can be made in the Student Union Room 206, 482-6939 and on Virtual EMS. Student organizations must make room requests through Virtual EMS.
    2. Recognized campus organizations may utilize the facilities with no room rental charge for meetings and functions where no revenues are generated by the organization.
    3. For fundraisers or other events where revenues are generated, the facilities may be used for a charge. Movies may not be shown without proper purchase of copyright of the movie. Charging for a movie that an organization is showing can result in heavy fines for copyright infringement.
    4. Individuals or organizations may rent the facilities for their private use for a set fee.
    5. Campus organizations and individuals utilizing the facilities will be charged for labor costs when the event requires labor for technical services (i.e., projectionist, sound and light operators), overtime cleanup, or when reserving Sidelines.
    6. Any event serving food and drinks held on the UL Lafayette campus must be catered by Sodexo/Louisiana Spice. Any exceptions to this policy must be requested in advance and approved in writing from the Director of Sodexo Food Services.  For all of your catering needs, contact Kassie Stoute at Louisiana Spice Catering, (337)482-5756 or  catering@louisiana.edu

     

    Disability Assistance

    Ramps are located at the lakeside entrance to the building, at the parking lot entrance by the Bookstore, and at the entrance coming from Guillory Hall.  An elevator is located near the bookstore.  When special access is needed to stage areas, organizations should try to schedule their event at Angelle Hall.

     

    Room Capacities, Fees & Charges

    Individuals and groups will be charged appropriate fees for facility use according to the following categories:

    Off Campus – All non-University groups:  Advanced tickets only.  No advertising to public, private party.

    Student Organizations – Campus organizations and Departments with Admission Charged.

    Students, Faculty & Staff – Private events.

     

    Room Capcity and Charges - click here

     

    Additional union charges

    Security – The determination of security needs will be assessed by the requesting agency in conjunction with the UL Lafayette Police Department and the requesting agency will be obligated to pay for security service actually rendered.  This means that when security is deemed necessary or required by the Student Union, University Police, or by the sponsoring organization, the organization shall pay applicable costs.  Please be sure to record a name and phone number to be contacted regardless or whether or not security is being requested.  Security rates are approximately $25.00/man hour.

    Technical assistance -- When requested by sponsoring group or deemed necessary by the Student Union, the rate of $10.00/man hour shall be paid by the organization.  These services shall include but not be limited to sound, lighting, or video presentation technicians, for example.  Prior to final booking of events, client shall consult with us regarding the compatibility and use of any proposed outside equipment!  We will do everything possible to keep outside equipment safe and secure, however, the University, the Student Union & its staff are not responsible for equipment, supplies or materials brought in from or provided by outside sources.

    Special Setups or weekend clean-ups --  When the sponsoring organization requests special setup or extra setup time is deemed necessary by the Student Union, besides any room rent, security or technical assistance assessments and charges, an additional overtime fee of $200.00 shall be paid by organization.

    Catering -- Any event serving food and drink held on the UL Lafayette campus must be catered by Sodexo/Louisiana Spice. Any exceptions to this policy must be requested in advance and approved in writing from the Director of Sodexo Food Services. 

     

    For all of your catering needs, contact Kassie Stoute at Louisiana Spice Catering, (337)482-5756 or  catering@louisiana.edu

     

    Penalties for bringing in outside food:

    If an organization brings in outside food and/or drinks: Union staff will ask that the food/drinks be removed immediately from the venue.   Failure to remove items promptly may result in the cancellation of the event.  The organization will also be charged a $100 catering fee for bringing in outside food/drinks.  Failure to pay the catering fee prior to the organization’s next meeting will result in cancellation of that meeting and any subsequent reservations in the Union until bill has been paid.

     

     

    Dance Escort Policy

    In accordance with its mission, the Student Union will host dances for the enjoyment of

    UL Lafayette students in a safe and comfortable environment.The following policy will apply to all dances held in the Student Union:

     

    1.  Students must have a valid student I.D. and dance ticket to enter. Tickets can be picked up at the Student Union Information Desk prior to the event.

    2.  For all dances in the Union Ballroom a limited number of tickets will be available. For UPC dances 600 student tickets will be distributed, and 100 escort tickets will be sold. Tickets (both student and/or escort) must be picked up or purchased at the Student Union Information Desk in advance.  Escort tickets must be purchased before 3:30 p.m. on the Friday before the dance.  Student tickets must be picked up before 12:00 noon on Saturday. For dances sponsored by campus student organizations other than UPC, a maximum of 700 tickets will be distributed or sold.

    3. Escorts must be 18 years or older and have a pictured I.D. Students purchasing the ticket will have their name written in ink on the back at the time of purchase.The escort’s name must also be written in ink on the back prior to entering the dance.  Any scratch outs will void the ticket. Only 100 escort tickets will be sold and must be purchased by a student prior to the event.

    4.The student purchasing the ticket will be responsible for the conduct of their escort but will not be required to enter the dance with their escort.

    5. Only UL Lafayette students with valid student I.D.’s and escorts with tickets will be allowed to enter the parking lots and streets adjacent to the Student Union.  No one will  be allowed to loiter in the parking lots.

    6. Once the student of escort leaves the dance, they will not be allowed to re-enter.  After the dance, students are asked to leave the parking lot immediately.

    7. REMEMBER!  In order to enter the dance, students must have a valid student I.D. and a dance ticket.

     

     

    Sale and Consumption of Alcoholic Beverages in The Student Union

    1. Alcoholic beverages shall be served only by licensed food service personnel. There are NO EXCEPTIONS to this rule.
    2. No unopened cans or other containers of alcoholic beverages shall be sold. Beverages sold must be consumed in the area in which sold.
    3. All local, parish and state laws and ordinances regarding the sale and consumption of alcoholic beverages shall be observed.
    4. The Student Union reserves the right to refuse to serve alcoholic beverages to any person who appears to be intoxicated or who behaves in a disorderly manner.
    5. Any person who purchases or consumes alcoholic beverages in the Student Union must be of legal drinking age. Proof of age shall be required.
    6. Whenever alcoholic beverages are sold or consumed, soft drinks, and/or other nonalcoholic beverages, and food items must be available.
    7. Events shall require as many UL Lafayette Police officers as deemed necessary by UL Lafayette Police. Officers shall report one half hour prior to the event and will remain one half hour after the event or until attendees have left the premises and adjacent parking lots.
    8. Alcoholic beverages shall not be brought on to the premises of the Student Union, except with the written permission of the University Caterer. If permission is secured, all service must be by the University Caterer, for which a service charge may be imposed. The Student Union may assess the sponsoring organization $15.00 per unauthorized bottle or container found at an event.
    9. Alcoholic beverages may be purchased on a per drink cash basis. The per drink prices shall be established by the Student Union. A minimum of $50.00 in food and beverages must be guaranteed before alcoholic beverages will be provided.
    10. If an event is cancelled, the Student Union, the Dean of Students Office, Catering, and UL Lafayette Police must be notified by the sponsoring organization or group 24 HOURS in advance - OR - security charges, catering, or room rental charges will be billed to that organization or group.

     

    Please note that the University reserves the right to assign UL Lafayette Police officers to any function it deems necessary. The sponsoring organization or group will be billed for the security charges deemed appropriate by the University. This applies to all functions, regardless of whether or not alcoholic beverages are sold.

     

    Enforcement: Should any of the above regulations be violated, the University may:

    1. Cancel the scheduled activity.
    2. Prohibit the sponsoring organization or group from having future activities for a specified period of time.
    3. Take action against the organization or group through the Committee on Organizations, which may jeopardize the organization’s official standing on campus.
    4. Bring charges in accordance with the Code of Student Conduct and Appeal Procedures.  

     

    Union Director- Anthony Daniel (337)482-6939

    Administrative Coordinator/Reservationist- Beth Washington (337)482-6939 Fax (337)482-6123

    Catering - Kassie Stoute (337)482-5756 catering@louisiana.edu

     

     

    Catering

    Any event serving food and drink held on the UL Lafayette campus must be catered by Sodexo/Louisiana Spice. Any exceptions to this policy must be requested in advance and approved in writing from the Director of Sodexo Food Services. 

     

    For all of your catering needs, contact Kassie Stoute at Louisiana Spice Catering, (337)482-5756 or  catering@louisiana.edu

     

     

    Reserving Other Facilities

    Academic Facilities

    1. All reservations for the utilization of academic facilities can be made through EMS. It is good to talk to the building coordinator of that building to make sure the area requested is available.
    2. To reserve Angelle Hall call the Auditorium Manager at 337-482-5722 first before registering the event in EMS.
    3. Organizations utilizing academic facilities are responsible for insuring that proper security arrangements are made and the facilities are properly cleaned after the event. If the services of University Police or the Maintenance Department are required, the organization will be responsible for making the necessary arrangements and will be required to pay for the costs.

    Bourgeois Hall/Student Aquatic Center

    Bourgeois Hall/Student Aquatic Center is available for use by student groups. All reservations for the utilization of Bourgeois can be made through the Recreational Sports Department, Bourgeois Room 118B then through EMS.

     

    UL Alumni Center

                Events in the UL Alumni Center must be registered through the UL Alumni Center first

                before registering in EMS. Remember that catered events in the UL Alumni Center must

    go through Sodexo Catering.  Any exceptions to this policy must be requested in advance and approved in writing from the Director of Sodexo Food Services.  For all of your catering needs, contact Kassie Stoute at Louisiana Spice Catering, (337)482-5756 or  catering@louisiana.edu. The University President must approve all food and alcohol served in the UL Alumni Center.

     

    For all events involving the use of University facilities, the University reserves the right to determine the appropriate security arrangements for the event. The sponsoring organization, in all cases, is responsible for paying the costs of security.