Reserve Space in HTSC

Event Planning FAQ

RESERVING A SPACE

When reserving a space, keep in mind the following items:

  • Room Setup: how do you want it to look, how many tables and chairs do you need, what equipment do you need?

  • Time: Have you allocated enough set-up and tear down times for any decorations and catering to have enough time?

ROOM SETUP

  • Room rental includes the setup of tables and chairs. Items like stage sections, podiums, hightop tables, etc. are available at an additional cost.

  • If you are needing any of the additional equipment, be sure to ask for it on your request.

  • Below is a diagram of the different available set ups.

Auditorium

Classroom

Fair

Hollow Square

U-Shape

Rounds

SET-UP/TEAR DOWN TIME

  • If you need to decorate, setup registration, or drop off materials before the event, please be sure to include the additional time in your request.Your scheduled timeis in addition to the event time. 

  • When booking a banquet or other meal function, communicate with your caterer to find out how much time they need for set-up and tear-down, and include that time on your request.

RESERVATION TIMELINE

Upon making a reservation online you receive a PDF called a “Reservation Request Summary”. In order to confirm your reservation one of the following must happen:

  • SMU Groups (campus departments and student organizations): You will receive an “Event Order” and in the subject line it will state “CONFIRMED…”

  • Non-SMU Clients: the Event Order must be signed and returned/sent to our office 5 business days before your reservation. If we have not received your estimate by that deadline your reservation will be canceled to allow our staff to adjust their schedules and inventory levels for events that have confirmed.

TABLES & EQUIPMENT

  • We provide tables in the following dimensions:

  • 6’x18” (6’ narrow tables)

  • 6’x30” (6’ wide tables)

  • 8’x18” (8’ narrow tables)

  • 8’x30” (8’ wide tables)

  • 60” rounds (rounds of 8)

  • 30” high tops

  • When making a reservation involving food, please be sure to ask for catering tables

  • There are also different equipment that you can request if the space allows:

  • Podium 

  • Hightop chairs

  • Stage/Riser pieces

  • Lounge/Club chairs

  • Coffee tables

  • Ottoman

  • Rope and Stanchion

  • NOTE: Not all furniture and equipment can be used with every space. Also, there are limited quantities of these items.

LINENS

If tablecloths are needed, the client is responsible for renting them through a caterer or decorator, or purchasing at a party supply store. All linens/tablecloths/etc. must be overseen by the client and removed at the conclusion of their event. If the linens are not removed, the client will be charged.Note: SMU Catering can provide linen with catering orders.

ROOM PRICES/CAPACITIES

SMU Groups (campus departments and Chartered student organizations) can reserve space at no cost. 

Non-SMU clients must pay full price for the space, equipment (AV and Furniture), and staffing for setup of the event to the Hughes-Trigg Student Center.

Our most common space for non-SMU clients is The Crossing. For $150.00 per day, non-SMU clients may rent out this space to engage with SMU students. It is located in the center area of the main floor.

REMEMBER TO FINALIZE ARRANGEMENTS

Keep your event order and refer to it often as you are planning your meeting or event. The event order will show all of the information pertinent to your event, including when you have the room, what resources have been allocated to you, and how the rooms should be set up. If it's not listed on the event order, it won't be provided

For paying groups, the full amount must be paid 2 weeks out to ensure your event is not cancelled. If none or only partial amount is paid, the event will be cancelled, with no refund.


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