Reservations and Information

Scheduling

How far in advance must I make a reservation for an event?

Each space has specific guidelines or rules associated with them. You can view the requirements for each space by clicking the “About” button next to the associated reservation template on the Event Management System. 

General guidelines for scheduling space:

• Small spaces: 7 days before event date
• Large or outdoor spaces: 15 days before event date

What if I want to make a reservation last-minute?

Contact the appropriate facility scheduler directly to inquire about a short-notice request. It is at the discretion of the department to decide if they can accommodate a last-minute reservation. Late fees may apply for short-notice requests, so planning ahead is encouraged!

Why do I see a cost for space and services when I submit a reservation request?

Student Organizations and TWU Departments are granted discounted rates for certain room fees.

Additional event costs may include:

• Tables/chair/equipment delivery
• Set up staff
• After hours building attendants
• Security

Inquire with the appropriate facility scheduler for low-cost event alternatives and ideas. 

How do I read my reservation confirmation that I received via email?

Please see the Understanding Your Reservation Confirmation Guide  [PDF] to help you.

Is there a fee associated with canceling a reservation after a certain date?

Some pre-paid fees may be forfeited if cancelling a reservation less than two weeks prior to the event.

Fees may also apply if you do not formally cancel your event. Contact the appropriate facility scheduler to inquire about applicable cancellation fees.

Can I schedule an event beyond normal building hours on campus?

Some spaces on the Denton campus allow this option, however, additional fees may apply. Contact the appropriate facility scheduler to inquire about scheduling space outside of normal building hours. 

Reservations made outside building hours must be made a minimum of 15 days in advance.

What approvals do I need for my event reservation?

Reservations made through the Event Management System (EMS) will automatically go through a series of approvals depending on the nature and scope of the event. Events will be assigned the following statuses during the approval process.

You may view the current status of your event requests on the Event Management System by clicking on “My Events” on the left menu. The current status will be listed next to each reservation.

Facilities

Can we decorate prior to our event?

• Decorating set-up time may be added to your reservation upon request.
• Items may not be attached to floors or walls by use of tape, pins, putty, 3M Command Strips, etc.
• No glitter or confetti may be used in any reserved space.
• Candle use is limited to specific venues.

When considering decoration options, please contact the appropriate facility scheduler to ensure they abide by the facility policies.

What do I need to grill outside on campus?

Complete the Grilling Permit Request through Environmental Health and Safety.

Grilling Permit Information

Services

How can I add equipment or change set-ups for my event?

View the video tutorial on Changing Reservations on the Event Management System.

Can we have food at our event?

Student Union at Hubbard Hall:

Chartwells is the exclusive caterer for the Student Union.

Pioneer Kitchen (Chartwells)
420 Administration Drive
Denton, Texas 76204

All Other Spaces:

Any caterer or food service provider may be used outside of the Student Union unless alcohol is being served. If alcohol is served, Chartwells must provide all food and beverages for the event. Alcohol service must be approved in advance by Chartwells, the facility coordinator, and the Special Events Committee.

All food served on at TWU must follow the TWU Food Safety Program. For additional information, contact Environmental Health and Safety at 940-898-2924.

Which events require security?

Events may be reviewed for security assignment that meet the following criteria:

• Attendance of 100 or more
• Cash is exchanged (other payment methods are exempt)
• Alcohol is served
• Amplified sound is used in outdoor venues

The Special Events Committee meets every-other week. Security assignments will be listed in the reservation confirmation email.