Making a reservation

All requests to use event/meeting space within the Joe Crowley Student Union are processed through the JCSU Event Management office. Individuals or Groups may submit a request through:

1.  JCSU Reservation System – (University Groups Only). The Student Union’s reservations system is the primary method for making reservations for event/meeting space within the Union. The system allows event planners to submit a request and place a hold on the space, submit logistical support needs, and allow for real-time monitoring of the reservation status.
2. In Person: Request for event/meeting space may be made in person at the Joe Crowley Student Union’s Administration office (JCSU Suite 404) during normal business hours. 
3. Email: Request for event/meeting space, may be made by emailing csures@unr.edu. The email must include the event name, event date, event start and end times, estimated attendance, requested venue, requested setup, brief description of event/meeting, event planner’s name, event planner’s phone number, and event planner's email address. Email requests are processed secondary to requests submitted via the JCSU Reservation System.

Once a request is received, a Joe Crowley Student Union Event Management office team member will review the request to ensure proper use of the facility, ensure logistical support is received in full, and schedule necessary support service. For most spaces, the event planner will receive an email communication within two (2) business days to confirm the use of space, outline logistical support needs and fees, or request additional information.

Before submitting a request for space, undergraduate student groups must submit an ASUN Pack Life Form located on the ASUN website.

The Joe Crowley Student Union requires a minimum processing time, based on the venue.  Requests submitted, with less than the minimum requested time, are not guaranteed and are subject to additional fees. Please see Reservation Request Deadlines (Section G) for room-specific cutoff dates.

See “Recurring Reservation” definition in Section I.

Recurring reservations for weekly operational meetings are granted as received.  A maximum of 16 bookings per request, per semester.  Each occurrence is restricted to a (2) hour maximum limit.  Recurring reservations do not include occurrences on university holidays.

See “Meeting” definition in Section I.

1. University Groups: Reservations are made on a first-come, first-served basis.  The Student Union reserves the right to make adjustments to assigned spaces based on demand and support needs.  The event planner will be notified of changes made to a request. 
2. Outside Groups: An Outside Group is required to be sponsored by a University Group to reserve, schedule, or use a Facility, Outside Area, Special Use Facility, or Special Use Outdoor Area. Sponsorship of an Outside Group by a University Group is effective upon written approval by the department chair/director or dean on the appropriate UNR sponsorship acknowledgment form. In the case of graduate student organizations, approval of sponsorship shall be obtained by the Graduate Student Association (GSA) advisor. In the case of undergraduate student organizations, approval of the sponsorship shall be obtained by the ASUN Director.  See UAM 5,302.

Individual students and student groups that are not university-recognized are treated as outside groups. Student group with pending recognition with a student governance organization must submit their request through the student governance organization.

See “Event” definition in Section I.

All reservations are made on a first come, first served basis and should be made through the Joe Crowley Student Union reservation system. Requests submitted via email are processed after the reservation system requests. 

Recognized Student Organizations are eligible to submit request for space, up to 24 months (2 years) in advance of the event date. 

University Departments are eligible to submit requests for space for the upcoming academic year, on the first business day of June. 

Outside Groups are eligible to submit request for space for the next academic semester according to the following time line:

1. Fall Semester: First business day of August
2. Spring Semester: First business day of December

Requests for space will not be accommodated for the following timeframes:

1. Fall Semester:
   1. The week before classes begin
   2. The first six weeks of classes.
   3. The last three weeks of the semester.
2. Spring Semester:
   1. The first two weeks of classes.
   2. The Monday after Spring Break through commencement weekend.

Extensions and exceptions to the 12 or 24 month limitations may be made for major university events (see “Major University Events/Weeks” definition in Section I) and other university priorities as determined by the Student Union Director or designee.

Associated Students of the University of Nevada (ASUN) Senate Meeting

1. The Joe Crowley Student Union agrees to provide the following, in respect to the use of the Rita Laden Senate Chambers:
   1. Access to reserve the Rita Laden Senate Chambers, on Wednesdays during the fall, spring, and summer semesters, for a maximum of 6½ hours per each occurrence.
   2. Permissions will be granted to provide access to reserve the Rita Laden Senate Chambers (24) months in advance of the event date.
   3. The Joe Crowley Student Union will provide access to the JCSU Reservation System, for the staff advisor and designated ASUN student representative, for purposes of submitting space requests in support of the weekly senate meetings.
   4. The Associated Students of the University of Nevada will submit their request for use of space for the upcoming academic years by the close of the fall academic semester. The final schedule for the upcoming academic year will be updated, via the JCSU Reservation System, by the 1st business day of June.

Graduate Student Association Council Meeting

1. The Joe Crowley Student Union agrees to provide the following, in respect to the use of the Rita Laden Senate Chambers:
   1. Access to reserve the Rita Laden Senate Chambers, on Tuesdays during the fall, spring, and summer semesters, for a maximum of 4 hours per each occurrence.
   2. Permissions will be granted to provide access to reserve the Rita Laden Senate Chambers (24) months in advance of the event date.
   3. The Joe Crowley Student Union will provide access to the JCSU Reservation System, for the staff advisor and designated GSA student representative, for purposes of submitting space requests in support of the weekly senate meetings.
   4. The Graduate Student Association will submit their request for use of space for the upcoming academic years by the close of the fall academic semester. The final schedule for the upcoming academic year will be updated, via the JCSU Reservation System, by the 1^st business day of June.

Reservation deadlines

Venue	Action	Deadline
Milt Glick Ballroom Joe 305 [Habit Burger]	Last day to submit new reservation request.	20 business days*
Theatre Gateway Plaza Patio Great Room Meeting Room 402	Last day to submit new reservation request	15 business days*
Meeting Rooms 320, 323, 324, 422, 423 Conference Rooms 317, 405, 406, 420 Rita Senate Chamber Graduate Student Lounge Outdoor Tables	Last day to submit new reservation request	3 business days*

* Business day is defined as 8 a.m.– 5 p.m. on Monday through Friday, not including University Holidays.

1. Multiple space holds, for the purpose of determining a final event date, may be submitted. Spaces will remain on hold for a maximum of 20 business days.
2. Large events, where the majority of rooms are held with tentative reservations (without specific events planned), such as conferences and fairs, may be released 30 business days prior to the event unless the event details such as set-up, event start/ending times, group arrival/exit times, and audio/visual needs are finalized with the Joe Crowley Student Union Event Management Office.
3.  Requests for recurring dance/performance/athletic rehearsal spaces cannot be accommodated within the Student Union. Recognized student organizations requiring rehearsal space can contact one of the following, to review available options:
   • Associate Student of University of Nevada (ASUN) – (775) 784-6589
   • Graduate Student Association – (775) 327-5190
   • Fraternity & Sorority Life – (775) 682-6846
   • Fitness & Recreational Sports – (775) 784-1225