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 Events 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 contribute to Baylor’s mission to educate men and women for worldwide leadership and service, and provide tangible connections and a sense of belonging within our student body. The Department of Student Activities is grateful for the life-changing experiences student leaders facilitate and the ways in which student organizations enrich Baylor’s campus community. This year will look different as the University actively works to mitigate the spread of COVID-19. The Department of Student Activities will continue to actively support valuable student organization experiences and have, consistent with the University’s Family First campaign, modified policies and procedures to help keep everyone safe. Student organization meetings and events will be expected to incorporate all relevant COVID health controls – including face coverings and social distancing – and adhere to size and capacity caps that are in place in this season.

Fall 2020 Schedule of Student Organization Meetings and Events

  • August 17: Online Event Submission Process in Connect Opens
  • August 24: Student Organizations may Begin Hosting Virtual Meetings
  • September 14: Student Organizations may Begin Hosting In-Person Meetings & Events

Reservations Steps

Step 1:

Student Organizations wishing to make a reservation in the Student Union can begin the process through Ad Astra (only accessed via Baylor Wifi).

Step 2:

You will need to finalize your Student Organization event request through Baylor Connect and receive APPROVAL in order to host your event.

Step 3:

Once Student Activities APPROVAL is obtained through Baylor Connect for your event, you will receive an approval email from Connect. You must forward to your Connect approval email to BDSCReservations@baylor.edu to finalize your space reservation in the Student Union. 

Helpful Notes

Organizations must confirm reservation 7 days from the date of the request. 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.

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

This year will look different as the University actively works to mitigate the spread of COVID-19. Baylor Department meetings and events will be expected to incorporate all relevant COVID health controls – including face coverings and social distancing – and adhere to size and capacity caps that are in place in this season. Baylor Departments wishing to make a reservation in the Student Union can do so through Ad Astra.

Helpful Notes

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