Forms

Reservation Request Form - Non-SMU Groups

BEFORE YOU BEGIN:

If you are a campus department or student organization, go to Reserve.SMU.edu to reserve space in HTSC. Please do not use this form as it is only for non-SMU groups. Campus groups who use this form will be charged at the non-SMU rate.
If your campus group would like to make a late request because your event is less than seven days away, please email HTSC@smu.edu with the event details and the Reservations Office will review your request. Please note space and certain event services are not guaranteed when requested late.

Please note:

  • We are accepting reservations through May 31, 2019.
  • While most reservation requests will be processed within one to two business days, if you plan ahead we are more likely to accommodate your requests. Reservations must be finalized with a signed estimate and a paid deposit for the room at least five business days before your event or they will be canceled. Office hours are Monday-Friday, 8:30am-5:00pm.
  • Before submitting your request, please make sure you read the procedures and guidelines section, which include an outline of the reservation process, and reservation expectations. Click here to view our Hours of Operation, including special building hours and closures. Prices will be communicated when a request is submitted and a member of the reservations staff will go over your options with you, usually via email.
  • Changes to your existing reservation can be made by emailing HTSC@smu.edu at least five business days in advance. Please have your five-digit Reservation number (located on your estimate) available.

 

Contact Information
This request is:

*
Today's Date
*
*
*
*
*
Please include City, State, and ZIP.
*
Event Details
*
*
If this is a "come and go" event, how many people do you expect to be in the room at one time?
*
Is an SMU department or organization helping to plan the event?

Your department or organization is responsible for all event arrangements and communication with the HTSC Reservations Office. Someone from the sponsoring campus group must be on site on the day(s) of the event at all times.
*
"Reservation Time" is the total time you would like to access the room to set up or tear down, e.g., decorations, catering, etc.. Please note the room's tables, chairs, and AV setup will be complete by this time. You may contact HTSC@smu.edu for assistance if you are unsure how much time you need.
*
"Event Time" is the start and end time for when the meeting or event is expected to take place. This is the time that is advertised to your guests, so it is when you expect participants and guests to arrive.
*
Space Setup Information
Please select room(s) to request





Every effort will be made to book you in your preferred room. If your room is unavailable but a similar room that fits your needs is available you will be booked there instead. We will make every effort to communicate decisions to book in alternate locations.
*
Please indicate the requested setup




In order to accommodate as many requests as possible, or due to the nature of the space, a requested setup may not be available in the selected room. Answers are required for all questions in this section. More information about setup types can be found on our FAQ page. You are responsible for providing tablecloths/skirting, if needed, for the event. Please note the following rooms will be permanently set up in the following configurations:
  • Atrium AB - hollow square for 30.
  • Atrium CD - classroom for 30.
  • Portico BCD - auditorium for 50.
  • Portico A - conference for 20.
  • Portico E - conference for 20.
Exceptions may be granted in writing on a case-by-case basis by the Meeting and Events Coordinator.
*
Audio-Visual Services and Event Equipment
Will you need to use any audio-visual equipment?

*
If you answered yes to the above question, please select the AV services you will need




Will you need to use any event equipment?

*
If you answered yes to the above question, please select the event equipment you will need


Catering Services
Will food be served at your event or meeting?

*
If you answered yes to the above question, what type of food service will you have?



Where will the food be provided from?