UC Services
Conference & Meeting Services

The UC Services Coordinator can assist if you are planning a meeting or conference in the University Center. From a small meeting of 10 to a large, multi-day conference up to 300, the UC staff will do everything they can to help make your event a success.

Policies and Information

If this is your first time using university facilities, or if you haven't used them in a while, please review the following:

• Facilities Use Policy: The Facilities Use Policy provides important information you need to know when using SRSU property.
• Fee Schedule: The Fee Schedule give the use fees for university facilities by non-profit organizations and for-profit businesses and individuals.
• University Center Policy: The UC Policy works hand-in-hand with the main policy, but details items specific to the University Center, including posting and decorating. Please review this carefully if you plan to decorate for your event.

Tips for Planning a Meeting

Call Barbara Bigard at (432) 837-8191 to see if your desired dates are available. It's a good idea to have alternate dates in mind in case your first choice isn't available. Other than regularly scheduled classes, all use of university facilities must go through Campus Activities.

Once your dates are tentatively confirmed with Barbara, submit:

• Facility Use Request Form
• Liability Waiver (for off-campus groups)
• Food and Beverage Statement
• Use of Kokernot Lodge form This form is only needed when a group (on- or off-campus) is using Kokernot Lodge.
• Message Board submission form This form is not required, but can be used according to the policy information it contains, to have your meeting or conference publicized on the university message board, located at Entrance 1 on Highway 90 near the Gallego Center.
• Temporary Parking Permits This form is required only when your meeting will run two or more days, with the same basic audience. For example, if a workshop is being held on two days, but with elementary teachers one day and high school teachers the second, the audience would not need temporary parking permits, but the presenters might - if they are presenting both days. When the audience is expected for the entire meeting/conference, temporary permits are required for all participants. Vehicle information is required to be in the UC Services Office a minimum of three working days prior to the start of the meeting. Updates can be made on-site.

Hint: Be sure to review the Facility Use Request Form carefully and complete all appropriate areas. It's difficult to confirm a use request that doesn't include the name of the event or the sponsoring organization! The paperwork can be mailed to Campus Activities, Box C-190, Alpine, TX 79832, faxed to 432-837-8192, or delivered to the Campus Activities Office, UC 108.

As the contracted food service provider, ARAMARK has exclusive rights to provide food and refreshment items on campus, with the sole exception being Kokernot Lodge. The ARAMARK Catering Guide is available as a pdf download and catering of meals and refreshments can be done through the UC Services Coordinator (giving you a single contact for your meeting), or made directly with the ARAMARK director, Van Lyle. He can be reached at vlyle@sulross.edu or by phone at 432-837-8670. A catering deposit payable to ARAMARK will be required at the time your order is confirmed. Hint: ARAMARK will provide tablecloths for buffets and banquets. Tablecloths for other purposes must be arranged with ARAMARK and may entail a charge.

After receiving your set-up sketch, a customized diagram will be prepared for your program and will be returned to you for approval or changes. This process can be repeated until you're satisfied with the set-up. After the diagram is approved, a check list will be prepared for the UC set-up crew. Reminder: On the Facility Use Request Form, you'll see a section marked YOUR Set-up Time. Please use this as the time you will start your set-up in the room. The set-up crew will be sure to have their set up ready when you need it!

Other amenities provided by UC Services include:

• For non-university clients, customized signs: just inside the UC's three main entrances welcoming your participants the the campus and directing them upstairs for your event; at the top of the stairs indicating the most convenient direction to the meeting room; and outside the meeting room. These signs are not usually used for university departments or organizations when the event's target audience is the university community.
• If requested, an appointment will be scheduled to provide instructions on the operation of the Media Cart for the client.
• If the file size is not prohibitive, you can email your PowerPoint presentation to mmiller@sulross.edu and it will be preloaded on our media cart computer, ready to access during your presentation.
• A temporary copy account can be set up on the Campus Activities copier (with your choice of access code) for the convenience of your participants during the event. The final number of copies will be billed directly to you at 10¢ per copy on the final invoice.
• An evaluation will be sent for your input on the facilities and amenities which were scheduled for your event. For non-university clients, a self-addressed, postage-paid envelope will be included for returning the evaluation. These evaluations are taken very seriously and the staff makes every effort to improve services, and offer new ones, based on the evaluation responses.

Feel free to call (432) 837-8191 to discuss the options available for your meeting or conference!

Created by: Maggie Miller
Updated: 3 January 2008