Holbrook Student Union Policy Update

(updated Fall 2012)

Holbrook 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. This information is primarily for student groups, university departments/colleges, and other on campus entities. All reservations by off campus personnel must be consulted with Mrs. Phyllis Prejean (337-475-5609) / pprejean@mcneese.edu) or another Union Office staff member in her absence.

Operating Hours

New Ranch Facility

Old Ranch Facility

Union Office (New Ranch)

Information Booth (New Ranch)

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 Mrs. Phyllis Prejean at 337-475-5609 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 an Organization representative's signature. Meeting request should be turned in no less than 24 hours prior to the scheduled meeting.

Organization/University Department 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 Mrs. Prejean at 337-475-5609 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 an Organization representative's signature.

Special Events Requests

Pease 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.

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. Visit http://www2.mcneese.edu/calendar/booking.asp to find out if the space is available, then come by or call Mrs. Prejean at 337-475-5609 to confirm. If it is, then you can start filling out the Special Events Request Form. All of these signatures must be obtained in order and the form completed and turned back in a minimum of 10 business days prior to your event to ensure a confirmation of 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. Event Planner: you sign

2. Faculty Advisor: your advisor signs verifying their knowledge and consent for the event

3. University Services: Mr. Nicholas signs verifying your organization's status (Dr. Thomas or Dr. Osburn is his absence)

4. Reserving Office: Mrs. Prejean signs, verifying the space has 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

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.

Technical Equipment/Services Requests

Other Information

• If you have candles at your event, or will be hosting a cookout, etc. you will need an "Open Flame Permit."
• Please contact the Union Office with any questions, comments, suggestions, or concerns at campuslife@mcneese.edu, (337) 475-5609, or stop by the Union Office in the New Ranch.