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External Organizations

Planning Your Event

The University of South Alabama welcomes all. Based on your event needs, our team will work to ensure you have everything you need to run smoothly.

Policies

These are the most common Student Center policies related to events. If an organization wishes to conduct certain activities related to the event (e.g., sell items or have food present), the organization may be required to complete additional forms. 

  • All external and community groups will be charged to use the Student Center within building hours and are not permitted to use the Student Center facility outside of building hours.
  • All external groups or individuals must have a on-campus sponsor. This sponsor must be listed as one of the contacts in the reservation request form. For more information please read the community reservations policy,  Community Reservations.
  • All external requests must be at least 30 business days prior to the requested reservation date.
  • All pricing is for a 4 hour block of time. If additional time is needed, a $50 fee per hour will be applied.
  • Food Waivers, Insurance, and Police confirmations must be submitted to the Student Center at least 14 business days prior to the requested reservation date.

Reservations will not be confirmed until these or other required documentation have been received.

  • Conferences, large-scale, or multi-day reservation requests will require a consultation meeting with Student Center staff.
  • Off Campus groups will be required to furnish the University with specific provisions of insurance coverage for: general and personal liability, property insurance or bond, workers compensation, and indemnification of the University from all lien bills. A quote can be attained from http://tulip.ajgrms.com.
  • All reservation requests must include a thorough Event Description. It must answer who, what, when, where, why, and for whom. Reservation requests without a thorough event description will not be processed.
  • Aramark is the official caterer of the University of South Alabama. No outside food will be allowed without their approval.
  • Reservations can be made online with EMS. You will be required to create an account in the system as a guest. Reservations requested via email will not be processed.

Need help with the online reservation system? Email scs@southalabama.edu or contact the Office of Special Events

Please Note:

There are multiple reasons the Student Center may not be able to accommodate your request. Be advised that submission of a reservation request does not signify approval or confirmation of your request. If the Student Center cannot accommodate your request, you will receive an email alerting you of that outcome. Reservation confirmations will not be sent until all required documentation for the reservation has been submitted and verified by the Student Center.