Student Union Policy Update

Your McNeese Student Union is busier than ever.  In order to better serve our patrons, we wanted to clarify some points regarding reservation processes, paperwork, and equipment usage, starting with the simplest request to more complex events.  Please start the process a few weeks out so you can be sure to meet the minimum 10 day rule.  When using the Special Events Request form all signatures must be obtained and the form completed a minimum of 10 business days prior to the event.

Organization Meetings:

If you are a registered student organization and wish to reserve a room for a meeting, the process is simple.  Come by the Information Booth, Union Office, or call Ms. Phyllis at 475-5609 and find out if the room is available on the desired date and time.  If it is, then you can fill out a one page Meeting Room Request form which only needs the Organization President’s signature.

Organization Table Requests:

If you are a registered student organization and wish to reserve an information table, the process is simple.  Come by the Information Booth, Union Office, or call Ms. Phyllis at 475-5609 and find out if the table space is available on the desired date and time.  If it is, then you can fill out a one page Request for Tables Form which only needs the Organization President’s signature.

Special Events Requests:

If you are a registered student organization and wish to host an event in the Old or New Ranch or Quad, the process is a little more complex.  Come by or call Ms. Phyllis at 475-5609 and find out if the space is available.  If it is, then you can start filling out the Special Events Request Form. All of these signatures must be obtained and the form completed and turned back in a minimum of ten business days prior to your event to confirm your event.  No event is confirmed until the form has been received by the Union Office with all required signatures.

This form will need signatures from the following people in this order:
1.  Presenter:  you sign
2.  Faculty Advisor:  your advisor signs verifying their knowledge and consent for the event
3.  Student Services:  Osburn, Macon, Thomas or Nicholas sign verifying your organization’s status
4.  Reserving Office:  Ms. Phyllis signs, verifying the space have been reserved by you

Many events will end here. Events which occur after normal business hours, generate revenue, or require extensive set-up and clean-up will need to have the rest of the signatures on the form.

5.  Facilities & Plant Operations:  Richard Rhoden signs, verifying event will not interfere with other large campus events
6.  MSU Police:  University Police sign verifying their determination of event security
7.  Comptroller:  Mona White signs, verifying any revenue collected will be handled in compliance with University policy

If you would like to request technical equipment/assistance you will need to fill out the Technical Equipment Usage Agreement.If you have candles, or a cookout, etc. you will need an “Open Flame Permit.”

All required signatures must be obtained and the form completed and turned back in a minimum of ten business days prior to your event to confirm technical services. No technical services are confirmed until the form has been received by the Union Office with all required signatures.

Please contact Chris Thomas with any questions, comments, suggestions, or concerns at thomas@mcneese.edu, (337) 475-5707, or stop by the Union Office in the New Ranch.

Campus Life