Forms & Information A/V Information and Training BSB Building Guidelines BSB Room Request Form Recurring SI sessions SI Session BSB Room Request Form Student Orgs only BSB Usage Agreement Form
	BSB Director's Office Phone: 710-2400 Fax: 710-2405 Campus Mail: Box #97046 Email:BSB Director's Office

Room Reservations

FIRST THINGS FIRST, take a second to read over the building guidelines.

All external groups wanting to hold an event on campus must make their request through the Conference and Event Management office. Please contact a representative at 254-710-4105 for details and policies or visit the CEM website. All groups are subject to the Facilities Use and Campus Solicitation Policy.

• All scheduling requests for BSB departments, other Baylor departments/offices, and student organizations must be made using the appropriate BSB Room Request Form (see the forms in the box on the right). The BSB Director's Office facilitates room scheduling via receipt of electronic forms, faxed, or hardcopy through campus mail. Contact bsb@baylor.edu or call 254-710-2400 for more information.

• Requests from BSB departments/centers/institutes (BSB units) for academic functions will be scheduled before other requests. If a scheduling conflict occurs, requests from BSB units take precedence.

• Requests from Student Groups will not be considered until the 3rd week of class. BSB science affiliated student groups will have priority over other Baylor departments/offices. Requests from all other Student Groups will be considered upon availability of rooms.

• Each semester a new reservation must be made but requests will NOT be considered until the completion of academic scheduling of classes, review sessions, SI sessions, exams, etc.

• If the room you have requested is not available, an alternate room, based on availability, will be assigned or other recommendations will be made

• The atrium is a commons area for students, faculty, and staff and may not be reserved for meetings. However, if space is needed for meeting registration tables, bake sales, etc., a request form must be submitted to avoid conflicts between groups.

BSB and all other BAYLOR DEPARTMENTS/OFFICES

BSB forms required to complete your reservation:

1. BSB Request form

• Fill out a BSB Room Request Form; send it to bsb@baylor.edu for scheduling.

• An e-mail confirming the event will be sent. Print and keep this confirmation when attending your scheduled event to present as validation of your completed reservation.

STUDENT ORGANIZATIONS

BSB forms required to complete your reservation:

Student Groups

1. Student Activities approval email
2. BSB Request form
3. Usage Agreement form (once each semester)
4. Solicitation approval form (if applicable)

• All Student Organizations must have events/meetings approved by Student Activities. Use the Application for Organization Event form located at https://www1.baylor.edu/StuOrgEvents/.

• Approval of an event by Student Activities does not guarantee space in the BSB. Final approval is subject to availability and event activities scheduled in the building each day.

• Fill out a BSB Room Request Form; send it to bsb@baylor.edu for scheduling along with your student activities approval no later than 5 business days prior to the event. Requests will be processed in the order received for forms that are complete with student activities approval. Requests will NOT be processed until student activities approval has been received. If the event includes solicitation, that approval must also be included with the request.

• Return the signed BSB Usage Agreement Form which the group leader/advisor must sign stating the building guidelines have been read and will be followed. The form must be returned by 2:00 PM the day before the event or the event will be considered cancelled.

• Once the signed usage agreement form and Student Activities approval have been received by the BSB Director's Office, an e-mail will be sent confirming the event. Print and keep this confirmation when attending your scheduled event to present as validation of your completed reservation.

Reservation Changes, Cancellations, No-Show Procedure-

• Any reservation changes or cancellations should be submitted promptly to the BSB Director's Office, 254-710-2400, as well as to the Student Activities office, 254-710-2371 (for student organizations).

• If written cancellation is not received (a no-show violation), a group may lose its privileges for reserving space in the BSB. A cancellation notice can be sent through email to bsb@baylor.edu.