Reservation Services

The Student Union Building [SUB] serves as the primary meeting center on the campus of Baylor University for registered student organizations, campus departments, and, at limited times of the year, organizations and business from the community. The SUB is an ideal setting for meetings, conferences, or special events, with its central location, 11 meeting rooms, event amenities, and catering services.

The Senior Coordinator of Student Union schedules designated "meeting and/or event" space in the SUB and dedicated portions of exterior lawn space [SUB Bowl, Vera Martin Daniel Plaza, Burleson Quadrangle, and Fountain Mall]. Our knowledgeable, friendly staff will work with your group to ensure that your event is hosted and supported in every way possible, letting you concentrate on the experience.


STUDENT ORGANIZATIONS

Student organizations wishing to make a reservation in the Student Union can do so by following the listed steps below:

Step 1:

Email BDSCReservations@baylor.edu for availability.

Step 2:

Create an event in Baylor Connect. Submit for university review and approval from the Department of Student Activities.

Step 3:

Once availability information is received, place a reservation through AdAstra using the BDSC Event Request Form.  Please note your reservation through AdAstra must be submitted at least 4 days prior to the event date.  Submissions less than 4 days will require Senior Coordinator approval.  Submissions less than 24 hours will not be accepted.

Step 4:

Once your Baylor Connect form is approved, please send a PDF copy of your approval to BDSCReservations@baylor.edu.

Step 5:

A final confirmation email will be sent BDSCReservations@baylor.edu.

Helpful Notes

The above organization pledges to safeguard both the room and the furniture and will pay for any damages to that room or the furniture. No alcohol or tobacco will be brought into the meeting rooms. Please remove all food and trash from your event and dispose of it in the dumpsters located behind the Student Union. Please be considerate and keep as quiet as possible, for other functions are being conducted in other rooms in the building.

If our event is being hosted outdoors, you will need to work with Aramark Facility Services for tables, chairs, trash cans, and stage requests.  No indoor furniture within the SUB can be moved outdoors to accommodate your request.

Inform the Student Union staff [710-3211 or BDSCReservations@baylor.edu] if you will not be meeting at your scheduled time. Also, all meetings must adjourn at the designated time to allow all other organizations to commence their meetings on time. If you move any furniture in the meeting room you must move it back to its original setting after your meeting. All reservations must be made through the Senior Coordinator of Student Union Events, during office hours. Rooms will be checked after each meeting.


BAYLOR DEPARTMENTS

Baylor Departments wishing to make a reservation in the Student Union can do so by following the listed steps below:

Step 1:

Email BDSCReservations@baylor.edu for availability.

Step 2:

Once availability information is received, place a reservation through AdAstra using the BDSC Event Request Form.  Please note your reservation through AdAstra must be submitted at least 4 days prior to the event date.  Submissions less than 4 days will require Senior Coordinator approval.  Submissions less than 24 hours will not be accepted.

Step 3:

A final confirmation email will be sent BDSCReservations@baylor.edu.

Helpful Notes

If our event is being hosted outdoors, you will need to work with Aramark Facility Services for tables, chairs, trash cans, and stage requests.  No indoor furniture within the SUB can be moved outdoors to accommodate your request.

If you charge guests to attend your event [i.e. conference, symposium, etc.] a facility rental fee will be assessed. Deposits are not necessary to reserve a room/facility. Payment [via inter-departmental process] for facility and equipment is due no later than [2] two weeks after the event. Checks payable to Baylor University. Please send to Assistant Director of Student Union, Department of Student Activities, One Bear Place, #97063, Waco, TX 76798-7063


EXTERNAL GROUPS

External Groups wishing to make a reservation in the Student Union can do so through Baylor Institutional Events.