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Student Union Event Guidelines

Notice

These Student Union Event Guidelines apply to the event spaces designated within the Student Union and were created in accordance with Boise State University Policy 1100: Use of University Space. For guidelines applying to other campus venues and event spaces, including outdoor events, please return to the University Event Guidelines main page. 

Introduction to the Venue

The Student Union is a multi-purpose facility serving the community and business needs of Boise State University and the general public. Designated meeting and event spaces within the Student Union may be requested and reserved by groups or individuals for use. University-recognized student organizations and departments receive priority access to reserving meeting and event space within the Student Union.

University Event Services coordinates all requests for event spaces and event services within the Student Union. University Event Services exercises facility, equipment, and personnel maximization when scheduling and confirming event spaces and services, seeking to accommodate the greatest number of reservation requests and needs.

Charges associated with space, equipment, or services; how much to charge; or whether to discount any charges, are based only on the reserving party type (i.e. recognized University departments, affiliates, student organizations, education/not for profit organizations, government agencies or organizations, or outside parties). Some services are charged consistently across parties and are not applicable for discount. All costs and charges are itemized, explained in writing, and can be appealed.

Use of the Student Union meeting and event facilities does not imply endorsement or sponsorship by Boise State University.

Reservation Eligibility, Timeline, and Process

Reservation Eligibility

Both internal parties and external parties to Boise State University are eligible to request reservations in the Student Union. Internal reserving parties shall consist of University-recognized departments, active student organizations, or affiliates of Boise State University. External Reserving parties shall consist of education/not for profit organizations, for-profit organizations, government agencies or organizations, community members, or other outside parties to the University.

Internal reserving parties who wish to cosponsor an event with another party, whether internal or external to the University, must seek approval for cosponsorship. Student organizations must seek approval for cosponsorship from the Student Involvement and Leadership Center (approval required). University departments and affiliates must submit a Cosponsorship Agreement Form to University Event Services (approval required). In approved cosponsorships, the internal reserving party shall be responsible for the reservation, communication with the Event Coordinator, aspects of onsite event organization, and payment for services rendered.

Reservation Timeline

University Event Services accepts reservation requests throughout the calendar year and will generally confirm reservations up to 12 calendar months prior to the event date. Parties requesting a reservation more than twelve calendar months in advance or annual reservations up to five years in advance must seek approval by Student Union Administration. When making the determination to confirm reservations more than twelve calendar months in advance, the Student Union Administration shall consider the size of the event (anticipated attendance), the amount of space needed, the logistical history of the event, and whether an organization has to make an earlier commitment to a speaker, artist, or vendor.

Reservation Process

Contact University Event Services at (208) 426-1677 or eventservices@boisestate.edu, browse available spaces online, or submit a reservation request online to begin your event planning process today. Online reservation requests are available only to internal reserving parties. Online requests shall be answered within one (1) business day or 24 hours of the originating request. University Event Services invites reserving parties to schedule phone and in-person appointments with an Event Coordinator to discuss recommended services and options to best meet your event needs. University Event Services will also accept walk-in appointments upon availability.

Reservation requests shall be approved in writing by an Event Coordinator. The reserving party is responsible to review the Event Reservation Confirmation document and communicate any requests for changes to the Event Coordinator. Request for changes to the Event Reservation Confirmation such as reservation details, times, equipment, and/or service orders must be communicated to the Event Coordinator no less than three (3) business days prior to the event. Requests for personnel services must be confirmed 10 business days prior to the event. See Catering Services section of these guidelines for ordering and confirmation timelines regarding catering services, including ordering of linens and decor for your event.

Risk Management and Insurance

Reserving parties may plan events with potential for elevated amounts of risk. University Event Services defers to the judgment of the Boise State University Office of Risk Management and Insurance for assessment of risk and associated recommendations for events occurring within the Student Union. The Office of Risk Management is available to consult with reserving parties about potential for risk and recommendations for risk minimization. Recommendations and decisions made by the Office of Risk Management are based on risk of property damage and assessing the health and safety factors of events, not on the viewpoint or content of expression of the reserving party. Health and safety factors are listed on the Office of Risk Management’s website. Boise State reserves the right to deny event reservation requests which exceed the University’s risk tolerance. The Office of Risk Management’s determinations in that regard will be in writing and can be appealed.

Risk Management for External Reserving Parties

Boise State University requires proof of insurance from companies, organizations, or other groups for use of campus facilities for events and activities. Boise State also requires proof of insurance from contractors, vendors, or performers providing products or services for your event. A Certificate of Insurance serves as proof of insurance for maximum coverage and limitations of an organization’s insurance policy. Certificates of Liability Insurance provided to Boise State must meet requirements set forth by the Office of Risk Management and Insurance and the State of Idaho. Certificates of Insurance shall be provided by the reserving party’s insurance agency to the Office of Risk Management.

If the reserving party does not carry insurance or the reserving party’s insurance does not meet the State of Idaho’s minimum insurance requirements, the University offers reserving parties with the option to purchase event insurance through the Tenant User Liability Insurance Program (TULIP). Fees are determined and collected by the contracted entity, not by Boise State University. If the reserving party does not meet the underwriting criteria to be eligible for TULIP coverage, the Office of Risk Management will determine whether to waive the insurance requirements based on the health, safety, and risk hazards of the event. The Office of Risk Management’s determination will be in writing and can be appealed.

Risk Management for Internal Reserving Parties

Boise State University has insurance coverage through the State of Idaho’s self-insured program. The program provides limited coverage for recognized Boise State University groups including University-recognized departments, student organizations, and faculty and staff members who are acting within the course and scope of their duties. All sanctioned University events on campus are covered by the State of Idaho’s self-insured policy provided that they are sponsored by an aforementioned University group, funded through a departmental or student organization account, and supervised by a faculty, staff member, or student organization advisor during the event.

Audiovisual Production Services

Your Event Coordinator, and/or Student Union audiovisual personnel, are available to discuss with you, prior to your event taking place, ways to maximize your event through technology and audiovisual services. Reserving parties may request audiovisual equipment and services to support their event technology and production needs in the Student Union. In making the determination to meet this request, University Event Services shall consider the ability of the facility to support the request and ability of the staff to accommodate the request with available personnel and equipment, not the viewpoint or content of expression of the reserving party. Audiovisual equipment, personnel needs, and goals should be communicated to your Event Coordinator at the time of the reservation request, and no later than twelve (12) business days prior to your event. Requested audiovisual services and personnel shall be confirmed ten (10) or more business days prior to the event. Requests outside of this window will be accommodated only when possible.

Personnel requirements and associated charges shall apply when Student Union audiovisual services have been requested. Charges for requested Student Union audiovisual personnel are billed per hour (including one hour for setup, one hour for teardown, and hours of production time), per required staff member needed to meet the audiovisual request.

Certain audiovisual services and production needs shall require assistance only from Student Union audiovisual personnel. Student Union audiovisual personnel shall be required when one or more of the following conditions apply:  

  • The event requires audiovisual services in a single event location AND attendance is projected at 100+ guests
  • The event requires audiovisual services in 4,000+ square feet of event space (multiple ballroom sections, etc.)
  • The event requires audiovisual services in multiple locations (breakout or presentation rooms)
  • Requested audiovisual services include soundboard audio control (concerts, performances, etc.)
  • Requested audiovisual services include multiple active microphones (panels, Q&A, performances, etc.)
  • Requested audiovisual services include video or sound recording
  • Requested audiovisual services include light board control.

Reserving parties may elect to schedule Student Union audiovisual services and equipment, provide their own audiovisual services and equipment, or utilize a third party vendor to meet their audiovisual service and equipment needs, so long as these services and equipment do not interfere with necessary business operations of the Student Union. Third party vendors must be approved by Student Union Administration. In making this determination, Student Union Administration will consider the ability of the third party vendor to meet third party insurance requirements (see Risk Management and Insurance section), not the viewpoint or content of expression of the reserving party or the selected vendor.

Only Student Union audiovisual personnel are permitted to access production locations (booths) and audiovisual storage in the Student Union. Third-party vendors and reserving parties may not operate Student Union audiovisual equipment in such locations (e.g. soundboards, lighting boards, portable sound systems, recording equipment, specialty lighting, etc.) for security and liability purposes.

If the reserving party and/or the third party vendor fails to meet the audiovisual needs of the event and the Student Union is required to support the event by request of the reserving party in response to such failure, costs and charges for the resulting services will be assessed to the reserving party.

Appropriate fees for audiovisual personnel services and equipment will be assessed based on the business operations of the Student Union. All such fees are itemized, explained in writing, and can be appealed.

Catering Services

University Event Services proudly partners with the Aramark Corporation as the exclusive, contracted food service provider for all retail sales, sampling, concessions, board dining, catering, and other service of food, alcoholic and nonalcoholic beverages, and refreshments on the Boise State University Campus. Alcoholic beverages may be served in the Student Union with the proper approval. Boise State honors all University Catering Policies, processes, timelines, and permits. Reserving parties are responsible for reviewing these policies. Appropriate fees for service will be assessed based on market rates and business operations of the Aramark Corporation. All such fees are itemized and explained in writing.

Contact University Event Services at (208) 426-1677 or email eventservices@boisestate.edu to discuss your catering needs today or visit the Catering Services webpage of the University Event Services website to preview menus, beverage and bar service, linen and decor service, and policies. Advance ordering is highly encouraged. Catering orders for events in the Student Union shall only be approved in writing by a University Event Services Event Coordinator. Catering orders in the Student Union shall be invoiced along with all other event service charges through University Event Services, with all payments made to Boise State University by check or online for external reserving parties, and through Interdepartmental Charge for internal reserving parties.

Outside Food and Beverage

Student organizations, departments, and external parties may provide purchased food, non-alcoholic beverages (Coca-Cola brand products only), and catering services from outside vendors during their on-campus events in accordance with the guidelines below, Boise State University Purchasing Policies, and Central District Health Guidelines. Foods should be whole, pre-cooked, commercially prepared/prepackaged and ready for immediate consumption. Groups providing outside food and beverage are also encouraged to view the Central District Health Basic Food Safety Video prior to the event. Outside food and beverage items must not be available for resale during events. Outside vendors and caterers shall not have access to food preparation and commercial kitchen space. Linens, servingware, and services traditionally provided by Aramark for catered events shall not be provided unless specifically requested through a University Event Services Event Coordinator. Costs for service shall apply. Food and beverage cleanup is the responsibility of the reserving party.

Scroll beyond the tables to view additional solutions to meet your food and beverage needs. 

Student Organizations

Active, recognized Student Organizations are eligible for organizational funds-purchase of food, beverages (Coca Cola family of products), and/or catering services to be consumed for on-campus events as follows. Foods should be whole, pre-cooked, commercially prepared/prepackaged and ready for immediate consumption.
Event LocationPer-event value of outside food, beverages, cateringRequired Actions for Student Organizations
Stueckle Sky CenterNot permitted1. Contact University Event Services to arrange Aramark catering services (208) 426-1677 eventservices@boisestate.edu

2. Submit Student Involvement Expense Request Form (approval required).
Student Union≤ $2001. Review Central District Health Guidelines and watch Central District Health Basic Food Safety Video.

2. Submit Student Involvement Expense Request Form (approval required).

3. Provide post-event food and beverage cleanup, including trash removal.
Other Campus Locations≤ $2001. Review Central District Health Guidelines and watch Central District Health Basic Food Safety Video.

2. Submit Student Involvement Expense Request Form (approval required).

3. Provide post-event food and beverage cleanup, including trash removal.

Scroll beyond the tables to view additional solutions to meet your food and beverage needs. 


University Departments

University-recognized departments are eligible for departmental funds-purchase of food, beverages (Coca Cola family of products), and/or catering services to be consumed for on-campus events as follows. Foods should be whole, pre-cooked, commercially prepared/prepackaged and ready for immediate consumption.
Event LocationPer-event value of outside food, beverages, cateringRequired Actions for Student Organizations
Stueckle Sky CenterNot permitted1. Contact University Event Services to arrange Aramark catering services (208) 426-1677 eventservices@boisestate.edu

2. Follow departmental and university purchasing policies for meals and refreshments.
Student UnionNot permitted1. Contact University Event Services to arrange Aramark catering services (208) 426-1677 eventservices@boisestate.edu

2. Follow departmental and university purchasing policies for meals and refreshments.
Other campus locations≤ $2001. Review Central District Health Guidelines and watch Central District Health Basic Food Safety Video.

2. Follow departmental and university purchasing policies for meals and refreshments.

Scroll beyond the tables to view additional solutions to meet your food and beverage needs. 


External Parties (Non-University)

External parties (non-university) are eligible for the purchase of food, beverages (Coca Cola family of products), and/or catering services to be consumed for on campus events as follows. Foods should be whole, pre-cooked, commercially prepared/prepackaged and ready for immediate consumption.
Event LocationPer-event value of outside food, beverages, cateringRequired Actions for External Parties
Stueckle Sky CenterONLY approved special occasion desserts (wedding cakes, etc) prepared by vendor in a commercial kitchen.1. Send Certificate of Liability Insurance for selected vendor to Risk Management

2. Submit Catering Exemption Request Form (approval required)

3. Contact University Event Services to discuss plan for service and any relevant catering support fees (208) 426-1677 eventservices@boisestate.edu.
Student UnionONLY approved special occasion desserts (wedding cakes, etc) prepared by vendor in a commercial kitchen.1. Send Certificate of Liability Insurance for selected vendor to Risk Management

2. Submit Catering Exemption Request Form (approval required)

3. Contact University Event Services to discuss plan for service and any relevant catering support fees (208) 426-1677 eventservices@boisestate.edu.
Other campus locationsNot permittedContact University Event Services to arrange Aramark catering services (208) 426-1677 eventservices@boisestate.edu.

Other Food and Beverage Solutions

Desired OutcomeSolution
Bring Food or Beverage for Personal or Group Consumption
Bringing food (not paid for with University funds) to campus for personal or internal work-group or organization consumption is permitted so long as the building permits outside food. Common examples include snacks, brown bag lunches, and internal office or internal organization potlucks with members only. Individuals and/or work groups are responsible for food and beverage cleanup.
Order Food or Beverage from Aramark Branded Retail LocationsStudent organizations, campus departments, and external parties are eligible to place pickup orders from Aramark brand retail outlets in place of traditional catering services for on-campus events. Please contact Aramark to discuss food options for your next special event or meeting (208) 426-1677 eventservices@boisestate.edu. Student organizations, campus departments, and external parties are responsible for food and beverage cleanup.
Reserve a Commercial Kitchen for Food or Beverage PreparationStudent organizations are eligible to reserve campus commercial kitchen space for their members to prepare specialty food items in volume for meetings and events. Organizations seeking to reserve campus commercial kitchen space must Submit Catering Exemption Request Form (approval required). Reservation of commercial kitchen space will be dependent on the ability of Aramark to meet the needs of the request while maintaining necessary business operations. Kitchen supervisor fees will apply. Members must abide by Central District Health guidelines.

Student organizations must review Central District Health Guidelines and watch the Central District Health Basic Food Safety Video.
Receive a Coca Cola Product DonationAs part of Coca-Cola’s contract with Boise State, Coca-Cola offers a finite amount of beverage product donations and marketing dollars per year to the university. Student organizations and departments may make requests for beverage donations and marketing dollars to enhance programs and events on campus that support and celebrate student life. Submit Request for Discount Beverage Service Form no less than 2 weeks before the event date for consideration. All requests shall be considered but are not guaranteed. Requesting parties will be informed in writing of the decision. For guidance in product or marketing dollar donation consideration, please contact the Office of Trademark and Licensing at licensing@boisestate.edu or (208) 426-4063.
Purchase Food or Beverage for an Off-Campus EventStudent organizations and campus departments are welcome to provide purchased or donated outside food, beverages, and catering services for their off-campus events (no value limit). Submit Student Involvement Expense Request Form (approval required) OR Follow departmental and university purchasing policies for meals and refreshments. Students are also expected to review Central District Health Guidelines and watch the Central District Health Basic Food Safety Video.
My needs are not addressed in these Event GuidelinesFor other needs not covered in these guidelines, such as values greater than $200, donations of outside food or beverage (limited to whole produce or prepackaged/factory sealed food or beverage products for internal reserving party events; not applicable in Stueckle Sky Center), or other circumstance:
1. Student organizations must submit a Student Involvement Expense Request Form (approval required) and university departments must follow departmental and university purchasing policies for meals and refreshments.
2. Review Central District Health Guidelines and watch the Central District Health Basic Food Safety Video.
3. Send Certificate of Liability Insurance for selected vendor to Risk Management
4. Submit Catering Exemption Request Form (approval required).
5. Contact Aramark to discuss plan for service and any relevant fees (208) 426-3890 catering@boisestate.edu.
6. Provide post-event food and beverage cleanup, including trash removal if applicable.

Security Services

These Student Union Event Security Guidelines apply to the indoor areas of the Student Union. For outdoor spaces, please see Boise State University Policy 1100: Use of University Space.

The Boise State University Department of Public Safety is authorized to determine if security officers and/or law enforcement officers are required to be present at your event. In making this determination, Public Safety shall consider the specific event location, the date, the time of day, the duration of the event, anticipated attendance, whether admission will be restricted, and whether alcohol will be served. Public Safety’s determination shall be in writing and can be appealed. You may also request the presence of security and/or law enforcement officers at your event.

Such arrangements for security and/or law enforcement officers will be made by Public Safety. Those arrangements will include allowing your party to provide its own security, but in such cases, security must be POST certified law enforcement or licensed private patrol or security service (e.g. K-12 School Resource Officer, private security detail). If Public Safety has to hire additional officers, the cost will be passed on to the reserving party as part of event-related charges through University Event Services.

Security costs charged by University Event Services are costs actually incurred; they are not based on the viewpoint or content of expression of the reserving party. All security costs and charges are itemized, explained in writing, and can be appealed.

When necessary, the University may take additional security measures at its cost to maintain campus safety and to ensure the safe and normal use of campus by others. If security personnel are required to respond because a University policy or a law is violated, the violating party will be charged for any extraordinary costs actually incurred by the University.

Event Parking

Upon request, University Event Services shall arrange event parking needs through the Department of Public Safety for your event in the Student Union. Your Event Coordinator is available to discuss with you, prior to your confirmed event, the range of event parking options. The Event Coordinator shall submit the request for event parking on your behalf and include arrangements in your Event Reservation Confirmation. Rates are based on the reserving party type and on the services requested. All event parking costs and charges are itemized, explained in writing, and can be appealed.

Event Signage and Decoration

Reserving parties may elect to decorate their event space with signs, banners, and other decorative items within limitations established to preserve University property. University Event Services shall provide standard directional signage upon request. All other decoration and signage shall be provided or arranged by the reserving party. Aramark can provide linens, specialty linens, free or low cost seasonal centerpieces and floral arrangements, ice sculptures, and other decoration for the event upon request from the reserving party. Charges shall apply for these services according to Aramark business operations. See “Catering Services” section of these guidelines for more information. Your Event Coordinator is available to discuss with you, prior to your event, your plan for decorations and signage, including any requested linens and speciality decorations mentioned above.

Signage and Decoration requirements:

  • Signage and decorations are allowed in your reserved spaces and their immediate entrances only.
  • Easels may be used to display informational signs at the entrance of a meeting room or ballroom only. Easels may not be placed in building entrances or in hallways of the Student Union.
  • Signage and decorations may not restrict or prevent safe navigation of hallways, entrances, and stairways of the Student Union.
  • Signage and decorations may not restrict view or utilization of exit signs, fire extinguishers, sprinkler heads, or permanent directional signage in the Student Union.
  • Signage and decorations may only be attached to easels, finished wood, metal, glass, or painted surfaces using removable, residue-free, non-marking, non-marring methods (e.g. clients may use easels reserved through University Event Services for signage, or may self-supply easels, twine, fishing line, removable mounting squares, or art putty). Use of scotch tape, duct tape, and glue based products is prohibited.
  • Ceiling-mounted signage and decorations must be hung by Student Union personnel.
  • Signage and decorations must be made of flame retardant materials.
  • Fog machines, incense, smudging, open flame, and pyrotechnics are not permitted anywhere in the Student Union.
  • Lit candles are permitted with approval from University Event Services and must be contained within a  fireproof covering or barrier. LED candles are recommended.
  • Glitter, confetti, sequins, and other fine or particulate decorative materials are not permitted in your event space due to the difficulty of cleanup. Additional cleaning costs will be charged if these are used.
  • Helium balloons must be properly tethered at all times to avoid release within the facility. Additional labor costs will be charged for retrieval by Student Union personnel.
  • Signage and decoration provided by the reserving party must be removed from your event space and from the Student Union following the conclusion of your event.

All cleaning costs and charges are itemized, explained in writing and can be appealed.

University Event Services must approve special requests for signage and decorations. In making this determination, University Event Services shall consider the ability of the facility to support the request and the staff’s ability to accommodate the request, not the viewpoint or content of expression of the reserving party.

Smoke Free Campus

The Student Union is designated as non-smoking, therefore reserving parties and their guests shall abide by Boise State University Policy #9110: Smoke-Free Campus. Use of e-cigarettes, e-cigars, and e-pipes shall be permitted in outdoor spaces only.

Prohibition of Weapons

Weapons are prohibited in the Student Union, including all event spaces and attached facilities with direct access such as the Special Events Center (SpEC), per Boise State University Policy #12080: Possession of Firearms/Weapons on University Owned or Controlled Premises. The Boise State Office of the General Counsel is the only University entity that will give official explanations of this policy. The University is not bound by the statements of any employee outside of the Office of the General Counsel regarding weapons policy.

Graphic Identity Standards

Use of the Student Union meeting and event facilities does not imply endorsement or sponsorship by Boise State University.

Boise State Brand Standards are available to internal reserving parties to support the consistent representation of Boise State in all formal and informal communications, web, advertising and marketing, and other promotional materials related to your event reservation.

External reserving parties who wish to use the Boise State name, trademarks or any indicia, goods and merchandise, whether for promotional or for resale purposes, or in association with third-party services must be communicated to your Event Coordinator for review and approval by the Director of Trademark Licensing and Enforcement.

Filming and photography on campus for internal and external reserving parties is regulated by Boise State University Policy # 10030: Commercial Filming and Photography.

Sale of Books or Merchandise

Notice

This section of the Student Union Event Guidelines is created in accordance with Boise State University Policy 200: Bookstore Operations and Boise State University Policy 6130: Purchasing.

The Boise State University Bookstore has the exclusive right to sell books and other merchandise on the Boise State campus. Reserving parties who wish to sell or arrange for third-party sale of  merchandise or books during their event must submit a Retail Sales Exemption Request to the Bookstore Director (approval required). By selling the goods purchased for resale, the seller must not compete in any way with other established University businesses. Should the University Bookstore not be able to accommodate the sale of the requester’s merchandise, the Boise State Bookstore reserves the right to charge commission on all sales. External parties (non-university parties) must also file a copy of the State of Idaho Seller’s Permit Number or a Temporary Seller’s Permit Number with the University Event Services office. Permits are available through the Idaho Tax Commission at (208) 334-7660. For more information, contact the Bookstore Director at (208) 426-4362.

Promotional Space

Internal reserving parties may reserve promotional space within the Student Union. Promotional space is restricted to the first floor “marketing booths” and shall be reserved through University Event Services. External parties are not permitted to reserve promotional space inside the Student Union.

For promotional space reservation in other event venues, including outdoor event spaces, please return to the University Event Guidelines main page or see Boise State University Policy 1100: Use of University Space.

Reservation Changes and Cancellations

University Event Services will attempt to accommodate changes to confirmed reservations in order to meet the needs of the reserving party. Requests for changes to the Event Reservation Confirmation such as reservation details, times, equipment, and/or service orders must be communicated to the Event Coordinator no less than three (3) business days prior to the event. Requests for personnel services must be confirmed 10 business days prior to the event. In making this determination, University Event Services shall consider the ability of the facility to support the request and the staff’s ability to accommodate the request, not the viewpoint or content of expression of the reserving party. Certain changes will result in additional charges beyond those listed on the original event confirmation. See the Other Costs and Charges section of these event guidelines for information. Such costs and charges are itemized, explained in writing, and can be appealed.

Reserving parties may cancel their event confirmation by a written notice submitted to eventservices@boisestate.edu e-mail address.

Cancellation by Internal Reserving Parties

Cancellations by University-recognized departments, affiliates, and student organizations should be made according to the following courtesy timeline:

  • Cancellation of ballroom events: 3 months
  • Cancellation of meeting room events: 1 week
  • Cancellation of audiovisual services: 1 week
  • Cancellation of catering services: see University Catering policies

Recognized University departments, affiliates, and student organizations who fail to cancel their event at least twenty-four (24) hours before the event, or fail to utilize their confirmed event reservation, will lose reservation privileges with the Student Union for up to four (4) calendar months or one academic semester after multiple offenses. Offending parties will receive a verbal warning on the first and second offenses, with notification of loss of privileges on the third offense. Such notifications and decisions will be communicated in writing an can be appealed. Offending parties will be responsible for costs and charges for any services rendered prior to cancellation. Such costs and charges are itemized, explained in writing, and can be appealed. Offending parties shall be eligible for reinstatement of reservation privileges prior to four (4) calendar months by meeting with an Event Coordinator to review event guidelines, timelines, and procedures.

Cancellation by External Reserving Parties

Cancellations by external reserving parties shall require fulfillment of payments for costs and charges set forth in the approved reservation confirmation according to the conditions listed herein:

  • If cancellation occurs more than six (6) months prior to the event, the reserving party may cancel without responsibility for costs and charges set forth in the approved confirmation.
  • If cancellation occurs more than three (3) months but less than six (6) months prior to the event, the reserving party must fulfill twenty-five percent (25%) of the space rental fees set forth in the approved confirmation
  • If cancellation occurs more than seventy-two (72) hours but less than three (3) months before the event, the reserving party shall pay fifty percent (50%) of the space rental fees set forth in the approved confirmation.
  • If cancellation occurs seventy-two (72) hours or less before the event, then the reserving party shall pay seventy-five percent (75%) of the space rental fees set forth in the approved confirmation, plus any disbursements or expenses incurred by the Student Union in connection with the reserving party’s event(s) up the time of cancellation.

Cancellation by Boise State University

If an emergency occurs and the University must cancel the event, University Event Services will contact the reserving party as soon as possible, offering the opportunity to reschedule or move the event to a comparable event space if applicable. In such cases, reserving parties will not be assessed costs and charges associated with the canceled reservation.

Other Costs and Charges

When applicable, reserving parties shall be billed costs and charges beyond those detailed on the original reservation confirmation. Such costs shall be included on the final invoice. Examples include:

  • Add-on space, storage, equipment, personnel, shipping, or services requested by the group or individual
  • Reserving party requires access to event space before or after Student Union Building hours of operation
  • Reserving party requires equipment or services due to insufficient support by the reserving party or other third parties
  • Labor for equipment delivery and event setup outside the Student Union
  • Labor and materials for additional cleanup resulting from the event. Charges are billed per hour, per required staff member needed for completion.
  • Damages incurred to the event space or equipment resulting from a meeting or event (costs will be charged directly to the damaging party only).
  • Costs incurred by the University in responding to a violation of University policy or a law (costs will be charged directly to the violating party only).

All charges are based on the business operations of the Student Union and event services partners. Such charges are itemized, explained in writing, and can be appealed. Rates schedules, which are updated annually, are available upon request or through the University Event Services website.

Process for Waivers and Exemptions

Reserving parties may request a waiver or exemption during the planning process from any requirement, charge, or cost associated with their reservation. Waivers and exemptions may be requested for the following reasons only:

  • Reserving party desires exemption from exclusivity contract with university catering services provider
  • Reserving party desires to provide own security services; see Security section
  • Reserving party cannot obtain insurance; see Risk Management and Insurance section
  • Reserving party desires to provide third-party audiovisual services; see Audiovisual Services section
  • Internal reserving party desires to cosponsor an event with one or more parties
  • Reserving party requests in-kind donations and/or trade of services from the Student Union
  • Reserving party desires to hold events or access the event space outside of established Student Union operating hours
  • Reserving party desires special requests for signage and decorations.

To request a waiver, the reserving party shall follow prescribed processes within these guidelines or file a written email correspondence to eventservices@boisestate.edu. It is recommended to make the request 12 or more business days prior to the event date because the University’s decision may take up to 3 business days and if the waiver decision is appealed, the University’s decision on appeal may additionally take up to 3 business days. In making this determination, the Student Union Administration shall consider the ability of the facility to support the request, the staff’s ability to accommodate the request, the ability of the Student Union to maintain necessary business operations, the ability of the outside vendor to meet third party insurance requirements (see Risk Management and Insurance section) and the ability of the Student Union to uphold exclusive contracts and agreements for services. The determination shall be made on these factors only, not the viewpoint or content of expression of the reserving party. In the event the Student Union Administration denies the waiver request, a written decision shall be provided with 3 business days of the request setting forth reasons for the denial.

Process for Appeal

The reserving party shall have the right to appeal any denial of the reservation request, any equipment requirement, security requirement, personnel requirement, and associated costs or charges, and any denial of waiver request.

To appeal, the reserving party shall file a written email correspondence to eventservices@boisestate.edu.

The Executive Director of Campus Services shall consider the appeal based upon factors provided in these guidelines and whether the original determination was accurately based on those factors. The determination of the Executive Director of Campus Services is final and will be communicated within three (3) business days of the appeal via written communication to the reserving party.

If the Executive Director of Campus Services participated in the initial decision regarding a reservation request, equipment requirement, security requirement, staff requirement, or associated costs or charges, or waiver request, then a different designee of the Vice President of Campus Operations, who did not participate in the initial decision, will consider the appeal. The determination of the Vice President’s designee is final and will be communicated within three (3) business days of the appeal via written communication to the reserving party.

Invoicing and Payment

University Event Services will ensure mailed delivery of a written, itemized invoice to the reserving party within 10 business days following the conclusion of the reservation. An electronic preview invoice will be delivered to the reserving party by University Event Services no less than two (2) business days following the event. The itemized invoice will include all event-related costs and charges actually incurred from services rendered. Internal reserving parties will have five business days to review the invoice, before payment is automatically administered using the University’s interdepartmental charge (IDC) process. External reserving parties will have 30 days to review and pay the final invoice via check to Boise State University or electronic payment through a secure online payment portal link shared by your Event Coordinator. All charges are based on the business operations of the Student Union and event service partners. Such charges are itemized, explained in writing, and can be appealed.

Requirements associated with invoicing and payment

  • Before the reservation can be confirmed, the requesting party must provide a valid University department identification number (internal reserving parties) to your Event Coordinator. The Event Coordinator will also confirm desired account codes for associated charges. Outstanding invoices must also be paid in full before a new reservation can be confirmed.
  • External requesting parties must additionally provide a 50% deposit and/or advance payment for facility rental costs according to their established rate in order to secure their confirmed reservation. Deposits may be paid electronically through a secure online payment portal link shared by your Event Coordinator or through a check to “Boise State University.”
  • University departments choosing to charge fees for admission or participation with the intent to generate revenue beyond the cost of the event will be charged room rental fees at the education rate.
  • All charges are subject to current state and local taxes, including local tourism and convention tax, where applicable.
  • All charges, costs, and any discounts for services arranged through University Event Services are provided to the reserving party via an itemized invoice. Upon review of applicable charges, the reserving party has the ability to dispute charges via the process for appeals if they deem them as incorrect.
  • University Event Services strives to provide one bill for all services rendered; however, event-related services coordinated and confirmed by providers other than University Event Services shall be invoiced or assessed by the service provider and shall be paid separately by the reserving party.