Reservation Services

RESPONDING TO COVID-19

Coronavirus may have impacted the Spring & Summer semester but we are committed to delivering engaging programs to the student body virtually!

Despite our physical separation, we remain devoted to facilitating connections through multiple formats. The Department of Student Activities has already begun offering virtual experiences through familiar programs like Dr Pepper Hour, Sundown Sessions, StompFest, and the Bear Program! Additionally, we are actively communicating with Baylor's 350+ student organizations to provide the resources necessary for those groups to continue to meet, plan, and advance their mission. 

As the season progresses, we will continue to offer virtual pathways for connection. For the latest information about upcoming experiences and resources, be sure to follow us on Instagram and Twitter @BaylorStuAct! Additionally, we will update our website regularly to ensure you have access to the information you need to remain connected. 

Due to coronavirus, our department is working remotely. However, we are closely monitoring our email address for your questions and concerns. Simply email BDSCReservations and we will return your inquiry promptly.

 


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 wishing to make a reservation in the Student Union can do so through the "APPROVAL FOR ORGANIZATION EVENT" which can be accessed through Baylor Connect.

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.

STEP 1: 

Submit the BDSC Event Request Form.


ROOM RESERVATION

LOBBY TABLES

 
STEP 2:

Student Activities Approval can be obtained through CONNECT. Once your event is approved by Student Activities, you will receive an approval email from Connect which you must forward to BDSCReservations@baylor.edu.

 


BAYLOR DEPARTMENTS

If you charge guests to attend your event [i.e. conference, symposium, etc.] a facility rental fee will be assessed. Please see Room & Equipment Fees for rates. 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


NON-BAYLOR GROUPS

Rates will be charged to all outside [non-Baylor] groups even if the event sponsor/requester is a Baylor employee or student [i.e. civic group]. Deposits [for Barfield] or payments [for all rooms], including equipment payments, should be forwarded to Baylor Institutional Events, One Bear Place #97101 within 10 business days of tentative reservation notification. Upon receipt of deposit/payment, the reservation will be confirmed.