Event Booking Process

Step One: Request Your Space

Fill out a . Provide as much detail as possible so our Sales & Marketing team can build a proposal for you in the best space with the best equipment for your needs. We will respond with either a comprehensive proposal or additional questions to find the best facilities and services for your activity.

Please note the following:

  • Non-51³Ô¹ÏºÚÁÏ affiliate event reservations must be requested a minimum of 30 days from the first event date to be considered.
  • If you are a non-profit organization, we do offer a discounted rate for services but require proof of 501(c)(3) status through federal tax documents or information on company letterhead.

Step Two: Receive and Review Your Reservation Summary

Once prepared, you will receive a proposal from our Sales & Marketing team detailing your spaces and equipment requested. Please review the proposal and provide any changes or ask any questions you may have.

Step Three: Provide Additional Documentation

When satisfied with your proposal, it is time to move to a signed contract through DocuSign. In addition to a signed contract, a certificate of insurance and non-refundable deposit will need to be collected. Additional documentation may be requested as needed. More information may be found on our Forms and Policies page.

  • Step Four: Meet With an Event Coordinator

    Once an event has been contracted and additional documentation has been collected, you will be assigned an event coordinator. This individual will help guide your event for the rest of your experience. They can coordinate rentals, a variety of services as needed, and be your day of contact for any last second needs.

    Step Five: Finalized Details

    If any changes to your event may occur, please make sure these are expressed to your event coordinator. There are strict deadlines we need to follow to ensure a safe successful event.

    Step Six: Host Your Event

    Congratulations! It’s the day of your event. Please rely on our team to execute a great experience for you. This is the time for you to focus on your guests.

    Step Seven: Complete Your Post-Event Review

    After your event, your event coordinator will finalize any additional rental charges or fees associated with your event. You will receive a final invoice to the email associated with your event. Your event coordinator may ask to meet with you to discuss your event and what can be done differently in the future. When ready to begin your next reservation, please return to step one.

Guidelines and Helpful Tips

When hosting your event in a Student Union & Event Services space, please keep in mind the following guidelines for event success:

  • Book Your Setup and Takedown Time: When making a reservation, think about how much time you will need to set up and takedown your event. This time is considered a part of your event time. If your event is planned to be four hours long but requires an hour of set up and an hour of takedown, then your event time is actually six hours and must be reserved accordingly.
  • No Early Arrivals or Late Departures: Please arrive and depart at the times you have reserved your space. A financial penalty may be applied if event times are not followed.
  • Student Union Hours of Operation Are Enforced: If you plan to host your event beyond the Student Union’s hours of operation, overtime charges will apply. These charges increase during building closures for holidays.
  • No Glitter or Paint: Your event cannot involve either of these. If these elements are discovered during or post your event, reservation privileges may be limited or suspended. A financial penalty may be applied for excessive cleaning.
  • Only Hang Decorations with Blue Painter’s Tape: You are allowed to hang simple decorations on the walls within your reserved space, but only the use of blue painter’s tape to hang the decorations is permitted. If damage occurs from the use of any other type of adhesive or product designed to hang objects, reservation privileges may be limited or suspended.
  • Be Mindful of Traffic: Las Vegas is an ever-growing city. Please be mindful to incorporate extended drive times when traveling to the Student Union for yourself and your guests.

Contact

For questions, non-51³Ô¹ÏºÚÁÏ affiliates may contact Sales & Marketing by phone at 702-895-4449 or email eventsales@unlv.edu.