In order to better facilitate and support events that occur in general purpose classroom spaces on campus, the Office of the Registrar and Student Union and Event Services (SUES) are partnering and changing guidelines for non-academic department events in classroom spaces.
Departments that wish to have non-academic events in general purpose classroom spaces outside of 8 a.m.-5 p.m., Monday-Friday should book those events through the SUES website.
SUES is better prepared to manage access needs, insurance requirements, rental equipment, catering, ensure custodial arrangements are made, etc.
SUES will also manage any co-sponsored events held in classroom spaces with outside agencies or organizations. Events managed by SUES in these cases are subject to charges minus a UNLV discount.
SUES will provide access services for classroom spaces outside of the 8 a.m.–5 p.m., Monday-Friday window for department events provided that scheduling departments provide at least two days’ notice. Note that there will be a fee for student labor. Faculty/staff who have access to the classroom space are not required to utilize SUES for access needs.
The Office of the Registrar still manages all academic and non-academic (8 a.m.–5 p.m., Monday-Friday) space needs, and the Office of Information Technology (OIT) continues to manage computer labs.
The following are clarifications on how to move forward:
Departments who already reserve their own spaces will continue to do so under their own guidelines.
This change is only for reservations that used to be made by departments for non-academic (non-teaching) spaces through the Registrar's Office. They will now be made through the online request system.
SUES will be managing department classroom requests if any of the following apply:
Organizers need SUES to access the spaces requested. Classroom access services are charged at our standard student wage rates
Events are co-sponsored or reserved by departments for non-UNLV organizations
Extra event needs are required including additional AV services, tables and chairs, catering services, etc.
Individuals or departments that have their own access cards, and don’t meet these conditions can proceed to make their reservations with the Registrar’s office or regular channels.
Computer labs will still be reserved and managed through the Registrar’s Office existing form.
SUES and the Registrar's Office will provide no services for events not reserved through SUES unless arrangements are made in advance for equipment loans or other support services.
Access requests must be made two business days in advance of the need. This should be through the SUES reservation process.
SUES charges a full classroom rental rate for non-UNLV groups reserving space.
Departments who reserve space on behalf of an outside organization will be billed for the full retail rate. Departments may not use their UNLV affiliation to subsidize non-UNLV groups for classroom rental space.
Registered Student Organizations (RSO's) are not a part of this process - they receive classrooms and access services for free.
SUES will charge a "co-sponsored" rate for classrooms for any department and non-UNLV group who have partnered for an event. The discount is 50% off of the normal classroom retail rate. SUES may charge additional fees in accordance with standard reservation policies and the requested needs of the event space.
SUES will charge the department rate of 50% of the room rental rate for any events that the Office of the Registrar determines is above the capability for the Office of the Registrar to serve and will be designated to be SUES-managed. SUES may charge additional fees in accordance with standard reservation policies and the requested needs of the event space.
Events in classroom spaces which run outside of standard Student Union building dates and hours may be subject to additional charges consistent with SUES policies.
SUES may charge for any Facilities Management custodial services necessary for events in classrooms where the room needs to be cleaned and ready for academic use or subsequent reservations and space requests.
SUES will not be able to honor last-minute requests for space and reserves the right to not be able to service those event requests. Two working days’ notice is required for access services by SUES.
Classroom reservation requests for space are not available during the first week of classes, study week, or finals week - consistent with the Office of Registrar's policies and guaranteeing priority for academic use.
Spaces in classrooms are reserved on a first-come, first-served basis and will be processed the second week of each semester.