Scheduling SRSC
Scheduling in the Sam Rayburn Student Center
Recognized Student Organizations
Dances/Probates/Socials
Non-University Groups
Recognized Student Organizations
1. Recognized Student Organizations will be given first priority for scheduling events in SRSC.
2. Reservations must be submitted one working day (24 hours) in advance.
3. Recognized Student Organizations are not charged space rental fees for routine meetings or events which are open to the University community. Fees may be levied, however, for complex set-ups and special staffing requests.
4. Changes or cancelation of your reservation must be submitted a minimum of twenty-four (24) hours in advance to the Scheduling Office (903.886.5809). Failure to cancel an event is a no-show violation. A student group may lose its privileges for multiple no-show violations.
5. The Ferguson Auditorium is reserved for large events where a significant participation is expected (200+ guests). Only one rehearsal is permitted prior to your scheduled event at the auditorium.
1. Any recognized student organization scheduling special social events (i.e. dances, after parties and probates) must receive approval with a confirmation from the Scheduling Office. Your organization representative must contact University Police Department and discuss the risk assessment involved with the event. This is required at least seven (7) working days before your event and is for any event where guests on and off campus are invited to attend. Security is required at all dances at the expense of the student organization. UPD will determine the number of officers required.
2. The maximum number of tickets sold for any event is limited to the maximum room capacity based on room set-up requirements.
3. For large events, wristbands may be required for off-campus visitors.
4. Amplified sound (DJ, music or band) must be contained to your reserved space. Your event should not interfere with other programming in the building.
5. A student (non-organization) will be assessed building fees associated with Priority Three bookings (see below for guidelines).
6. The sponsoring organization will be assessed additional charges associated with damage, repairs and/or additional clean up.
University Departments
1. Priority Two scheduling includes University Departments, affiliated groups and professional educational organizations which are hosted by an academic or administrative department of the University.
2. University Departments can begin booking events for the fall and spring semesters beginning on October 1st.
3. Reservations for University priority events, such as Mane Event, Orientation, Family Day, etc., designed primarily for students, will be accepted up to one year in advance.
4. The Ferguson Auditorium is reserved for large events where a significant participation is expected (200+ guests).
Non-University Groups
1. Priority Three scheduling includes Non-University groups to include community groups, state or national service, or honorary organizations.
2. The use of rooms for personal events must be consistent with the mission of the institution, such as wedding receptions, anniversary celebrations, etc. The institution reserves the right to refuse access to facilities for events deemed inconsistent with its mission.
3. Community groups not affiliated with the University may not use SRSC facilities for private or personal gain or profit.
4. Requests for events occurring during May 10 – August 10 summer sessions only will be accepted after October 1st of each academic year. Reservations will be on a first-come, first-served basis.
5. The Ferguson Auditorium is reserved for large events where a significant participation is expected (200+ guests).
6. The Associate Director or designee must approve requests for exceptions to scheduling priorities and other procedures for events sponsored by third priority groups.