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Student Involvement & Leadership Student Affairs

Student Assembly Building
Reservation Terms & Conditions

The Student Assembly Building is a dedicated space for the gathering and engagement of student organizations with an emphasis on fraternity and sorority organizations.  The Student Assembly Building is a single-story facility with 8 indoor multi-purpose rooms for meetings, events, and community building.  All student organizations who are registered with the University and in good standing will be permitted to reserve space in the building, but priority will be given to UAB’s recognized fraternities and sororities.  If a space is not being utilized 10 business days out from an event, any registered student organization may reserve that space. 

All groups utilizing space within the Student Assembly Building should comply with all terms and conditions for the facility as well as local, state, and federal laws.  Failure to comply could result in termination of reservation privileges.  Groups misrepresenting their event or providing false information will be subject to loss of reservation privileges for any space managed by Student Involvement & Leadership.

The following policies and guidelines apply to all fraternities and sororities, student organizations, University departments, and any external entities utilizing space within or managed by Student Involvement & Leadership.

RESERVATION PROCESS

Reservation requests must be submitted online by visiting https://uab.emscloudservice.com/web/.  Standard reservation requests (requiring no additional personnel or equipment) must be submitted a minimum of five (5) business days prior to the reservation date.  Reservation requests submitted less than five (5) days in advance may not be accommodated and the request may be denied. 

All on-campus organization events must be registered with the Office of Student Involvement & Leadership.  Events should be registered using the “create event” feature within the organization’s management tools on Engage.  Events/activities should be registered concurrently with the space reservation and further out than five (5) to ten (10) business days depending on the event’s level of risk.  For more information regarding the evaluation of risk, review the Student Organization Handbook. Reservation requests submitted online will be reviewed in the order they are received with priority given to fraternity and sororities.  All requests will be reviewed within three (3) business days from the date they are received.

It is highly encouraged that all reservation be made via the online reservation system however, requests may be made via phone, email or walk-in.  Non-online methods of requests will require the organization representative to review, sign and return the Reservation Terms & Conditions before the request will be reviewed which may add additional time to the reservation process.   These steps can be completed quickly and electronically through the online reservation system.

RESERVATION CHANGES

Changes, including adding equipment or services, may be made to your reservation through the online reservation system up to five (5) business days prior to the reservation start time.   Any changes made after this time may not be accommodated.

Student Involvement & Leadership reserves the right to change/alter reservations in an effort to maximize usage of space and accommodate as many reservation requests as possible. Reservations may be altered or canceled due to unexpected circumstances including, but not limited to, the following: utility interruptions, construction/renovation, emergency events, severe weather, and threats of imminent danger. Should a reservation be altered/canceled due to an unexpected circumstance every effort will be made to reschedule or accommodate whenever possible.

ACCESS TO SPACE

The reserving party will be granted access to the space NO SOONER than 15 minutes prior to the reservation start time. It is the responsibility of the reserving party to ensure the room has been reserved for the full duration in which access to the space is needed. Often additional time is necessary for decorating, event preparation, placing supplies/equipment inside the space, etc. Items are only allowed to be placed in the space during the time in which the room is reserved.

Student Involvement & Leadership reserves the right to add additional time to any reservation.Time may be added to accommodate organization requests for early access to the space, if the event exceeds the reservation time or if the reserving party has not completely vacated the space by the end of the originally requested time.

CANCELLATIONS, NO SHOWS, LATE ARRIVALS

Space reservations require considerable resources including personnel for diagram creation, room setup, audio/visual set-up, facility management and maintenance, and associated administrative tasks. To operate efficiently and accommodate as many reservations as possible it is imperative that any cancellations or event changes be made in a timely manner.

Cancellations MUST be submitted online via the Student Assembly Building Reservation Cancellation Form. Cancellation requests will NOT be accepted via phone, email, walk-in or other means. Cancellation fees or additional charges may apply.

Completion of Student Assembly Building Reservation Cancellation Form relates only to physical space, staff or equipment reserved through Student Involvement & Leadership. Any reservations/requests/rentals made with other campus entities (Blazer Catering Co, Student Media, contracted vendors, etc.) must be cancelled separately with those entities.

Cancellations

Reservations for spaces in the Student Assembly Building should be cancelled no later than 48 hours prior to the beginning of the scheduled reservation. Events cancelled less than 48 hours prior to the event will be considered and handled as a “No Show”.

No Shows/Failure to Cancel

  • No shows or failure to cancel any event reservation will be handled in the following manner:
    • 1st offense – Warning issued to the host organization via e-mail to chapter president or organization leader
    • 2nd offense –  Suspended access to reserve space within the Student Assembly Building for 3 academic months
    • 3rd offense – Organization prohibited from reserving space within the Student Assembly Building for a full academic year. 
  • This accountability process will be followed for consecutive offenses within a single academic year.

NOTE: Cancellations MUST be submitted online via the Student Assembly Building Reservation Cancellation Form. Cancellation requests will NOT be accepted via phone, email, walk-in or other means.

EARLY OPENING/LATE CLOSING

Any event taking place within the Student Assembly Building which requires access to the facility before or after standard building hours should be discussed with the Assistant Director for Fraternity & Sorority Life at least two (2) weeks prior to the reservation. Late requests will not be accommodated. All requests for early opening or late closing must be approved by the Assistant Director for Fraternity & Sorority Life and the Director for Student Involvement & Leadership. Depending on the nature of the event and requested time, additional staff and/or security may be required at the expense of the reserving group. Any approved early opening/late closing will be assessed an administrative fee of $125 per hour. 

BILLING/PAYMENT

The group reserving Student Assembly Building space will be held financially responsible for any charges related to the reservation or scheduled event, including any additional fees for clean-up, maintenance, or repair, resulting from the reservation.  Student Involvement & Leadership accepts payment by University account number, check or debit/credit card. Any group with past due invoices will not be allowed to reserve facilities or equipment until all delinquent amounts are paid in full. Failure to pay in a timely manner may also result in the cancellation of existing reservations.

FURNISHINGS & AUDIO/VISUAL

Standard reservations within the Student Assembly Building are all-inclusive with furnishings and basic A/V provided. Furnishings included with reservations at no additional cost include: tables, chairs, and podium. Standard A/V included with reservations at no additional cost include: built-in projector/screen or monitor, built-in audio, Wi-Fi and all associated cabling.All previously requested furnishings and A/V are setup and tested prior to each standard reservation however, a staff member is not present throughout the duration of the event.

DAMAGE/CLEANING

No tape, nails, glue, glitter/confetti, open flame, pyrotechnics, sand or water pools are to be used in any room at any time including any lobby space. All decorations must be removed at the close of the event. If the decorations are not removed, the group responsible will be charged a cleanup fee of $50 per reserved space. Organizations assume full responsibility for the acts of all persons associated with reservation and agree to reimburse Student Involvement & Leadership for any and all damages done to the Student Assembly Building property during the time covered by this agreement. Organizations are responsible for any damaged or missing equipment/furnishings.

PARKING

Student Involvement & Leadership does not provide or validate parking for any events taking place within the Student Assembly Building. It is the sole responsibility of the reserving party to notify attendees of parking options and accommodations. Vehicles of any kind parked outside of designated parking areas may be ticketed and/or towed at the owner’s expense. Complete information concerning parking on campus may be found by visiting the UAB Parking & Transportation website at https://www.uab.edu/transportation/.

CATERING

Fraternities, sororities, and registered student organizations are required to use a licensed caterer when providing food at events taking place in the Student Assembly Building.  Food for events should not be prepared by the organization directly. 

UAB has its own catering company, Blazer Catering Co., which offers a low-cost Student Catering menu.  University funded student organizations and departments are required to use Blazer Catering Co., when hosting events and activities in the Student Assembly Building.

It is the responsibility of the reserving party to ensure reservations include adequate time for additional setup/take down for any reservation which includes catering. Student Involvement & Leadership reserves the right to add additional time to reservations as necessary to accommodate catering requirements.

ALCOHOL

Blazer Catering Co. is the exclusive provider for alcohol service within the Student Assembly Building. All procedures for service of alcoholic beverages will be strictly enforced by Student Involvement & Leadership and Blazer Catering Co. For any private event, alcohol may be served only in accordance with this policy and the applicable state, municipal, federal laws and regulations, and University policies.

Definitions

  1. Alcohol- any alcoholic beverage, including beer, wine, liquor and hard cider.
  2. Event- any conference, fundraising event, meal, meeting or other gathering (formal or informal) taking place within the Student Assembly Building.
  3. Private Event- an event where alcohol is served that is not open to the general public and has not been advertised as a public event.
  4. Lessee- any department, division, school, college, unit, faculty, staff, student or external entity reserving space within the Student Assembly Building.

Alcohol Policy

  1. All state and local laws are in effect and will be enforced for service of alcoholic beverages at the Student Assembly Building.
  2. Alcoholic beverages may be served during approved private events only and must remain within the space(s) rented- NO ALCOHOL PERMITTED OUTSIDE OF EVENT. Facility staff, lessee and alcohol provider shall be jointly responsible for enforcement.
  3. In the case where Student Involvement & Leadership or Blazer Catering Co. deems it necessary lessee will be required to pay for an off-duty UAB PD officer to monitor event.
  4. Alcoholic beverages may only be served at events where food of substance is provided.
  5. Self-service of alcohol is prohibited. Persons attending the event may not pour their own alcohol or be given direct access to coolers, kegs, bottles or containers containing alcohol.
  6. Student Involvement & Leadership reserves the right to terminate the serving of alcohol at any time during the event.

Best Practices

  1. For events lasting more than three (3) hours, alcohol should not be served during the final hour of the event. For events lasting less than three (3) hours, alcohol service should end at least 30 minutes before the scheduled end of the event.
  2. Wristbands, stamps or other means of identification should be used to distinguish persons whose age has been verified and are of legal age to consume alcohol.
  3. Tickets or other means to limit/monitor the number of alcoholic beverages consumed should be utilized by lessee.
  4. Information for alternative, safe means of travel should be provided to guests following the event.
SECURITY

Student Involvement & Leadership reserves the right to require security at certain events. Should security be required due to the nature of the event it is the reserving party’s responsibility to coordinate directly with an approved security provider.

AMPLIFIED SOUND

Due to the close proximity of the meeting spaces and the need for many events to coexist at the same time, it is necessary in some cases to limit the use of amplified sound. We ask that ALL groups be sensitive to the noise levels during your event. It is expected that you and your group be respectful to others and handle noise situations with kindness and respect. Student Involvement & Leadership reserves the right to alter or deny usage of amplified sound within any reservable space to ensure a respectable level of noise is maintained.

COPYRIGHT

The Federal Copyright Act (Title 17, United States code, Public Law 94-553, 90 Stat. 2541) governs how copyrighted materials, such as movies, may be utilized publicly. This law restricts the use of films for private showings and prohibits their public performance without prior written consent of the holder of the copyright. A public performance includes, but is not limited to, showing a motion picture in a location open to the public, showing a motion picture to a selected group of people gathered in a location not open to the public (i.e. meeting rooms, lounges or theater), or showing a motion picture by broadcast or transmission.

It is the sole responsibility of the reserving group to ensure all appropriate permissions have been granted concerning any/all copyrighted materials. Student Involvement & Leadership is not liable for copyright violations committed by any group or individual reserving space within the facility. Failure to comply with University, federal, state or local laws may result in cancellation of reservation. For additional information regarding copyrighted material visit www.uab.edu/copyright.

INTERNET & PHONE CONNECTIONS

Wireless Internet access is available throughout all of the Student Assembly Building. The Student Assembly Building does not provide active analog or digital phone lines or Ethernet connections inside the facility. If your program requires the use of these items, you will need to contact UAB Telecommunications directly at least ten (10) days prior to the event. The individual or group will be responsible for all costs associated with the activation of such services.

LIABILITY OF UNSUPERVISED ITEMS/LOST & FOUND

Student Involvement & Leadership is not responsible for any lost, stolen or damaged property belonging to guests of the facility. Every effort will be made to return lost/misplaced items whenever possible. The Student Assembly Building Lost & Found is located at the Information Desk. Items will be held a minimum of 30 days. After this time items will be discarded or donated. It is the responsibility of the reserving group to ensure all items are removed from the space following reservation. Access to the space may not be granted following the reservation end time.

ACCESSIBILITY

UAB endorses providing accessibility for all events, including, but not limited to: professional meetings, seminars, workshops, conferences, social and recreational programs, convocations, and graduation ceremonies. The event organizer is responsible for making the event meaningfully accessible and providing reasonable accommodations. Student Involvement & Leadership is committed to ensuring the Student Assembly Building and its events are accessible and inclusive for all guests. All events within the Student Assembly Building must be made accessible to all participants. Requests for assistance or additional accommodations may be made by contacting Student Involvement & Leadership at (205) 934-8020 or by email at This email address is being protected from spambots. You need JavaScript enabled to view it.. As the event authority, your organization or department is responsible for accepting and processing accommodation requests, however, the office of Disability Support Services (DSS) is available to consult with you regarding best practices for implementation. Please contact DSS at (205) 934-4205 or This email address is being protected from spambots. You need JavaScript enabled to view it. if you have any further questions.

ACCEPTANCE OF TERMS

The policies and guidelines listed above are intended to facilitate the fair allocation and efficient use of facilities within the Student Assembly Building and provide for the uniform and consistent administration of facility usage. Student Involvement & Leadership reserves the right to alter and/or amend any policies and procedures. The Director and/or their designee shall determine all matters not expressly covered by the above policies and guidelines. As an authorized agent of the reserving group, I affirm that I have read and understand all above policies, procedures and guidelines. I understand that I am financially responsible for all fees associated with my reservation.