New This Year: RSO Activity Request Form Required
All Registered Student Organizations (RSOs) must complete the RSO Activity Request Form before requesting campus event space, including tabling space. Same-day requests will not be approved.
Submitting the RSO Activity Request Form notifies Student Engagement & Leadership (SEL) and Campus Events & Conference Services (CECS) of your proposed activity; however, submission of the form does not constitute approval or reserve space. Each request is reviewed based on space availability, academic and institutional priorities, facility suitability, operational impacts, event requirements, and the availability of necessary campus support services.
A reservation is considered confirmed only after the event coordinator receives both a space confirmation through EMS and activity approval through Laker Life. Until both approvals have been received, organizations should not advertise an event location, invite participants, enter into vendor agreements, or make other commitments that depend upon the requested space.
RSO Event Planning Guidance
Before submitting a reservation request, please review the following information:
- RSO Officers: Only current officers of a Registered Student Organization (RSO) listed in Laker Life may access and submit the RSO Activity Request Form. Changes to organization officer rosters may take up to 24 hours to appear in the system. If you need assistance accessing the form or updating your organization information, please contact Student Engagement & Leadership (SEL) at 315.312.5420.
- Meeting Duration: Standard Registered Student Organization meetings are limited to two (2) hours.
- Room Setups: Event spaces are confirmed "as is." Requests for special room setups or additional resources require additional review and advance planning before confirming.
- Vendor Agreements: RSO’s should not enter into contracts, agreements, or commitments with vendors, performers, or service providers until both Student Engagement and Leadership and Campus Events & Conference Services have reviewed and approved your event.
Reservation Deadlines
- Standard meetings should be requested at least three (3) business days in advance. Requests received fewer than three business days before the event will not be approved.
- Requests submitted on weekends, holidays, or University breaks will be reviewed on the next business day.
- Events requiring significant planning, multiple support services, or special event spaces should be submitted well in advance and details confirmed five (5) business days in advance of the event.
Reservation Blackout Periods
To support academic priorities and major University events, reservations are not accepted during the following periods:
- Labor Day Weekend and Labor Day
- Thanksgiving Week (Sunday through Sunday)
- Finals Week (Saturday – Friday)
- Friday before Spring Break through the end of Spring Break
From the last day of classes and OzFest through Commencement