Student Center

Procedures

OPERATING HOURS

Building hours are posted at each entrance and by the elevators on each floor, and online at http://www.smu.edu/StudentAffairs/HTrigg/StudentCenter/Hours.

Requests for a modification to the building hours for an event can be requested via email at HTSC@smu.edu. If the building is open past normal operating hours, a custodian or an SMU PD officer must remain on duty to ensure building security. The client is responsible for assuming any related costs.

SMU staff with an office in HTSC are granted 24-hour access to the building. After-hours access may be granted to individuals without offices for business or event reasons upon approval via the HTSC After-Hours Access Form.

RESERVATION PROCEDURES AND INFORMATION

HTSC meeting spaces are reserved through the Programs and Events Coordinator. Priority is given to SMU chartered student organizations and departments. Reservations may not be made for any regularly scheduled academic class.

Charges and Rate Classifications

Clients reserving space in HTSC are assigned one of two rate categories: SMU Student Organizations/Departments and External Groups.

SMU Student Organizations are defined as chartered student organizations, temporarily chartered student organizations, Greek chapters, and Campus Ministry Organizations. SMU Departments are any academic or administrative group. All other clients are considered External Groups.

External Groups that have secured sponsorship by an SMU student organization or department will be charged the External Group rate for rooms and equipment.

If a fee is charged to event attendees, the event will be charged according to External Group rates, regardless of any SMU affiliation.

Failure to pay on time may result in the loss of Student Center reservation privileges.

SMU student organizations and departments can reserve space through Reserve SMU. External groups can reserve space by filling out the Reservation Request Form.

Student Center Event Fees

Fees may be charged to all clients under the following situations:

  • Failure to reset a room after using the space.
  • When a group’s meeting requires excessive housekeeping to clean up.
  • When equipment or rooms are requested late.
  • When a group fails to show up to their reservation.

Room Deposit

Reservations incurring a cost require a non-refundable deposit for the full room charge amount, which must be received in advance to confirm the reservation. Payment in full is expected at the conclusion of the event.

Payment Deadline

Payment for your reservation must be paid in full per your invoice, at no later than 2 weeks prior to your event. If you do not pay in full by the deadline of 2 weeks prior, your event will be cancelled. If you have not received an invoice or have questions about your payment, reach out to the Programs & Events Coordinator by emailing HTSC@smu.edu.

Damages

All spaces must be returned to their original condition. Individuals or groups reserving space will be charged to repair or replace any damages to the HTSC facility and/or its equipment. Damages may result in the loss of HTSC reservation privileges.

Updates or Changes to your Event

Do you have an event change or update to your event that you need done? Here's how to do that.

  1. If you need to adjust the date or time, you can do so online at https://reserve.smu.edu/reserve/default.aspx, from there under the "my bookings" section you can select a reservation and make those edits there. However, you must email HTSC@smu.edu of the changes made, in order for Hughes-Trigg operations staff to be aware.
  2. For any edits related to equipment, AV, tables, setup, etc. you must email HTSC@smu.edu, and provide the reservation number (located on the request form emailed to you once you have submitted a request) along with the update/change to your reservation in the body of the email. 

If you do not communicate these changes via email to HTSC@smu.edu then your changes may not be accepted and applied to your event.

Cancellation of Room Reservations

Clients should notify us as soon as possible when a group will not use a space that has been reserved.

If two bookings within the same reservation, or two separate reservations made by the same group are not canceled during any one semester, the reserving group's contact will receive a written warning. The second time may result in loss of privileges to reserve space in the Student Center.

Cancellation of reservations made by External Groups must be made at least five business days in advance of the reservation. Failure to cancel within five business days will result in a room reservation charge at the full day rate for each day's reservation not canceled. Repeat violations of the cancellation procedure may result in the loss of HTSC reservation privileges.

Holding Multiple Potential Event Dates

When booking/reserving potential spaces, a max of 3 dates can be held by a group for an event. 

Final event date must be decided 1 month prior to the earliest hold date. 

  • For example, if dates held are 2/14, 2/18, and 3/1, the event date must be confirmed prior to or on 1/14 by emailing htsc@smu.edu.
  • If the deadline passes, the first date will be dropped. The other date(s) will be held until 1 month prior to the new earliest date. 

If another group is interested in one of the dates on hold, the Programs and Events Coordinator may provide contact information for the two clients to communicate, or reach out to first group on their behalf. 

  • The Programs & Events Coordinator will decide if they will contact the first client, or if the new group should reach out. 
  • The Programs & Events Coordinator must be notified of the decision following negotiation between two clients. This includes cc-ing the coordinator on emails, both parties  following up with the coordinator via phone or email, etc.

Copyright and Showing Movies

If a group wishes to watch a movie as a part of a meeting or event, the appropriate rights must be purchased. Please note educational copyrights only apply for classes, and do not apply for events.

More information about Digital Rights Management and Copyright Law at SMU can be found here and here.

Many departments and organizations purchase film rights with Swank, a licensing company.

Rain Call Location

If you have submitted a reservation for a rain call location, you must be as detailed with the event information, as if your event were taking place indoors. You must notify the Hughes-Trigg Programs & Events Coordinator (HTSC@smu.edu), no later than 2 business days before your event of your final choice of venue, indoors or outdoors. If you do not communicate if your event is outside or inside by the deadline, we will assume the event will be inside utilizing your HTSC reservation.

Loss of Privileges

Violation of University or HTSC procedures may result in the loss of the privilege to use the facility and/or referral through the University conduct system.

PRIORITY PROGRAMS

Acknowledging that some traditional events and programs should have precedence on the calendar, Priority Program reservations have priority scheduling status. Priority Programs remain constant from year to year, and dates change according to the University calendar. The HTSC Reservations calendar will open for Priority Programs in early February as soon as the official football schedule is released.

Priority Programs meet at least one of the following criteria:

  • The event is historically significant or otherwise important to the entire University community;
  • HTSC has unique resources that cannot be found in other areas on campus;
  • The program requires significant operations resources;
  • The program must be offered annually at a specified time of year by an SMU department or a chartered student organization;
  • Attendees are primarily from the SMU Community (current SMU student, faculty, or staff);
  • The program aids in student recruitment and retention efforts.

FACILITY AREAS AND FUNCTION SPACES

  • Food and beverages are allowed unless otherwise stated.
  • The maximum length of any one reservation is seven (7) days.
  • Permission is required to hang banners, signs, or advertisements in meeting rooms and in the common areas and hallways of the building.
  • HTSC does not provide storage and assumes no liability for materials left in the building.

Miscellaneous

The Varsity

Post on the procedures page, under “Facility Areas and Function Spaces”

During the inaugural year of the newly imagined and renovated Varsity, reservations can be made through the Programs and Events Coordinator for events determined by Student Involvement to be a priority. This allows maximum use of the newly designed space by the SMU community.

  • Furniture cannot be added to or removed from the Varsity.
  • Varsity equipment and furniture should not be moved.

Guidelines for using the Varsity:

  • Food, drinks, backpacks, or other miscellaneous and personal items are NOT allowed on any gaming equipment.
  • Pool Tables should not be moved as they are leveled where they are currently located.
  • Please properly dispose of any food, drinks, or other trash materials once you are done.
  • Do not move furniture out of the Varsity.
  • Do not change input, channels, or volume on TVs. Visit the department of Student Involvement if you need assistance with anything.

The Crossing
Spaces may be reserved by one group for a maximum of three (3) consecutive days, twice a semester. The space behind the counter area is divided into three sections for use by groups using the corresponding booth. The size of each section is 3'6" x 2'2". Signs may be hung in front of the designated space or the bar behind the counter; do not hang signs or banners on the back wall.

Student Organizations and SMU Departments can reserve the Crossing on Reserve SMU. For External Groups, find pricing and reservation information for the Crossing here.

The West Lobby and West Bridge
The West Lobby is used as a rain location (or alternative pending other issues) for West Bridge tables. 

University departments, chartered student organizations, and temporary student organizations may reserve a table in the West Bridge through Reserve SMU.  Vendors or Non-SMU groups may rent a table for promotions or solicitation. Please fill out the Vendor Tabling Form if you are an outside organization or group. Typical uses of tables include:

  1. Promotion of an upcoming event/activity sponsored by the department or organization;
  2. Membership recruitment;
  3. An event such as a contest, prize give away etc..
  4. Promotion or solicitation of group or items.

Non-Reserveable Spaces

Commuter Lounge
The Commuter Lounge is generally not a reserveable space but exceptions may be granted by the Meeting and Events Coordinator on a case-by-case basis.

Commuter Lounge Lockers

  1. The lockers in the Commuter Lounge are made available to students only on a first-come, first serve basis. No reservations are required.
  2. All items must be removed from the locker at the end of the semester.
  3. Lockers will be cleaned out the week after finals every semester. Items not removed from the locker by 4:00pm the first day after finals week concludes will be removed and donated.

Commuter Lounge Kitchenette
The Commuter lounge has a kitchenette with a microwave, sink, and refrigerator with a freezer available for students to use. Students are trusted to maintain the area and clean up after themselves. The kitchenette and all contents in the refrigerator will be emptied the week after finals.

AUDIO-VISUAL (AV) GUIDELINES AND PROCEDURES

Introduction

The Student Center partners with the Office of Information Technology to provide audio-visual equipment and trained technicians for meetings and events. Outside audio-visual equipment is not allowed in the Student Center without prior approval.

General Guidelines and Procedures

  1. The Student Center audio-visual equipment may not be moved or operated except by or under the direction of an AV technician. Violation of this rule may result in the revoking of reservation privileges and/or charges in accordance with any damage caused.
  2. You may reserve equipment in HTSC through Reserve SMU or the reservations form. Reservations must be made or confirmed with the reservations office at least five (5) business days prior to the event.
    • Fees for use of equipment will be structured based on the equipment used and the personnel required to operate equipment. Every effort will be made to honor a last-minute request for A/V equipment, however, a late-fee will be assessed. HTSC has a limited amount of equipment and staff available, so please plan ahead and let us know your needs so we can accommodate you.
  3. For more information on renting audio-visual equipment outside of the Student Center please see OIT’s official policy and request form here.

Please Note

Groups are charged (at the appropriate rate schedule) for equipment that is requested and delivered, whether or not the equipment is actually used. Please be sure you need the equipment before ordering it to avoid unwanted charges.

FOOD AND BEVERAGES

All clients hosting a meeting or event in HTSC are responsible for making arrangements for catering services, and providing linens, if needed. The department and/or organization is responsible for following University policy which requires that the outside food service provider has appropriate health certificate and certificate of insurance filed with the Office of Risk Management.

PROHIBITED ITEMS

Items not permitted in HTSC include:

  • Candles, incense

  • Grills, open flames

  • Smoke and fog machines

  • Spray paint

  • Glitter, confetti, silly string

  • Pets and other animals (service animals are permitted)

  • Bicycles, skates, skateboards, sneaker skates

Students who do not follow these guidelines regarding prohibited items may be referred to the Office of Student Conduct. Clients who do not follow these guidelines, including student organizations, may be assessed a cleaning or damages fee associated with the use of prohibited items and/or may lose HTSC reservation privileges. Student organizations may also be considered “not in good standing” according to Student Involvement guidelines.

Before using paint and other potentially messy craft or art supplies, please consult with the Programs and Events coordinator. Failure to use paint and other materials responsibly may result in cleaning or damage fees, loss of HTSC reservation privileges, and/or losing good standing as appropriate.

DECORATIONS IN HUGHES-TRIGG

Decorations for Events

Our goal is to create a vibrant student center. To create a safe environment, everyone using HTSC is expected to adhere to the following:

  • Decorations/displays must be free standing and leave 18 inches from the ceiling to meet fire code. Please do not use nails, pins, or tape of any kind to place signs on painted surfaces or woodwork.

  • Do not hang materials from the fire sprinkler system, light fixtures, draperies, or the ceiling.

  • Keep doorways, halls, and stairs unobstructed by decorations and equipment so that everyone can exit safely.

  • The sponsoring organization will be charged for any repair costs resulting from the use of decorations that damage the building.

  • All decorations and materials must be removed by the reservation end time listed on your estimate. Anything left behind will be disposed of, and a clean-up charge may be assessed.

 

SALES AND SOLICITATIONS

The sale of goods and services not related to an SMU program may only be conducted from the Crossing.

Vendors seeking to co-sponsor a sale with a student organization must pay the appropriate fee for the use of the Crossing. Vendors cannot be sponsored to table at the West Bridge.

STUDENT CENTER SPACE ALLOCATION

General Guidelines and Procedures for Leased Spaces

The Student Center has a limited number of spaces leased to tenants to provide services to the University community. Groups wishing to be considered to be a leased tenant must contact the Executive Director for Student Involvement. 

OTHER/MISCELLANEOUS

Newspaper and Magazine Distribution

Student organizations or SMU departments seeking to distribute materials in HTSC can do so after approval by the Hughes-Trigg Student Center.

Lost and Found

The Student Center is not liable for items lost in the building. Found items should be taken to the Student Involvement office during business hours. All found items are turned over to the SMU Police Department in Patterson Hall. Any items found after business hours can be turned in directly to Patterson Hall.

Plaques

Persons or groups who wish to display plaques shall make a proposal to the Executive Director for Student Involvement. If approved, the requesters will be responsible for all costs associated with hanging, maintaining, and updating the plaques.