Lottery Form

Classroom Control Sheet

SUB Room Chart

Classroom Courtesy Information

Important Dates for Spring 2010

Table Tent Request Form

Publicity Table Reservation Form

Publicity Easel Reservation Form

 SUB Display Case Reservation Form

 Student Union Mall Reservation Form

 VH/BH Info: H 1000, VH 1010 and BH 176 Reservation Form

 Outdoor Event Permit

Click here for a Campus Map of the outdoor event locations.

Important Information for Student Organizations

LOTTERY FOR SPRING, 2010 MEETING ROOMS

ROOM RESERVATION PROCESS

*        ALL REQUESTS MAY BE SUBMITTED ON-LINE VIA OUR EMS WEBSITE, UNDER THE LOTTERY TAB from Monday, November 2 to Thursday, November 5.  Please review our guide to making lottery requests here. The lottery tab will become inactive after the 5^th, and all other requests will need to be submitted on paper forms and brought to our office.  Anything turned in after November 5^th, will be processed on a first-come, first-served basis.

*        ALL POLICIES, CHARTS, AND FORMS WILL BE AVAILABLE on our website: http://studentunion.truman.edu/lottery     - available October 26th, please don’t submit requests for spring semester until November 2.

*        WE USE A LOTTERY SYSTEM to assign rooms, according to size of group to ensure that all have an equal opportunity to get a meeting room.

*        THERE IS A TIME LIMITATION OF TWO HOURS maximum, on weekly meetings so that more groups can use the same facility.  Shorter meetings are encouraged.  

*        OUR PRIORITY SYSTEM  ensures that student organizations are given first priority after campus-wide events: 

REQUEST FORMS & INFORMATION

Based on the information you provide on our form, we will assign a room that maximizes efficiency for all groups. 

1. This year you may submit your lottery requests using our paper forms or through our online system. You may do either, but please do not do both. Online requests will be taken Nov. 2nd (8:00 AM) until 5th (5:00 PM), paper requests will only be taken Nov. 5^th (8:00AM-5:00 PM).
   
   
   • PAPER INSTRUCTIONS: Print off and complete the appropriate room reservation form by visiting:  http://studentunion.truman.edu/lottery . If you have a special event (such as a workshop or conference), which lasts more than one day i.e., Friday & Saturday, please circle those dates on one form.  This will be considered a one-time special event. Your event will have a better chance of being drawn as a single event, and not as two one-time events. 
     
• ONLINE INSTRUCTIONS: Submit your spring 2010 request by logging on to EMS (http://emspro.truman.edu ). You must login with your account. Click on the Lottery Tab and choose the type of reservation you want to make.  If you are meeting every week, every other week—just include all the dates you need by clicking on the reoccurrence button. If you have a meeting or a special event which will meet at irregular intervals then you must use the “random” option on “recurrence” and add your first date to your reservation, change the date on the form and hit the search button again. This will be considered a one-time special event. Your event will have a better chance of being drawn as a single event, and not as two one-time events.   If you enter this information on a separate form, it will also be drawn as a separate request and you may get a different room each week.

è At this time we cannot take requests for residence hall spaces; the directors have asked us to wait until all of their in-house meetings are in place after the beginning of spring semester.

WHAT HAPPENS NEXT?

*          Requests will be categorized by size of group, drawn at random, and assigned to rooms with capacities matching the size of group.

*          After each group has received a space for one main weekly/monthly meeting, all other meeting requests will be drawn at random and assigned, so please designate the type of meeting on your request---chapter meeting, committee meeting, study hall, etc.

*          Confirmations will be mailed to your organization’s mailbox in the CSI on or before Wednesday, December 9^th.

ANY QUESTIONS?  Contact the Student Union Administrative Office at x4186; we are located inside the Hub of the Student Union, Office # 2000.