Campus aerial showing The Oval, academic buildings, and south campus student housing

Events and Conferences Cancellation Policies

Student Life Events and Conferences is committed to the success of a scheduled and confirmed event. In the event of a situation beyond human control, not induced by negligence, the Events and Conferences will not be held responsible. Inclement weather is not a valid cause for cancellation of an event under contract.

Non University & University User Cancellation Policy

Should it be necessary for you to cancel your event Events and Conferences reserves the right to impose a cancellation fee based on the following scale. Written notice (email acceptable) to cancel a space or catering is required. In all cases, food will not be prepared or provided.

Greater than 90 days prior to the event: No charge or penalty.
90 days to 61 days prior to your event: An amount equal to 33% of the food, beverage, service charge, in house AV, and meeting room revenue based on the minimum estimate stated on the Confirmation Agreement.
60 days to 31 days prior to your event: An amount equal to 50% of the food, beverage, service charge, in house AV, and meeting room revenue based on the minimum estimate stated on the Confirmation Agreement.
30 days or less prior to your event: An amount equal to 100% of the food, beverage, service charge, in house AV, and meeting room revenue based on the minimum estimate stated on the Confirmation Agreement.
15 day or less prior to your event: An amount equal to 100% of the food, beverage, service charge, in house AV, and meeting room revenue, as well as equipment rental, and labor expenses based on the minimum estimate stated on the Confirmation Agreement.

Registered Student Organization Cancellation Policy

Should it be necessary for you to cancel your event, Events and Conferences reserves the right to impose a cancellation fee based on the following timeline. Written notice (email acceptable) to cancel a space or catering is required. In all cases, food will not be prepared or provided.

Events in large event spaces Archie M. Griffin Ballroom, Performance Hall, U.S. Bank Conference Theatre, Great Hall Meeting Room, Cartoon Room, Curl Viewpoint will be assessed the following cancellation charges:

60 days to 16 days prior to your event: An amount equal to 50% of the food, beverage, service charge, and meeting room revenue based on the minimum estimate stated on the Confirmation Agreement.
15 day or less prior to your event: An amount equal to 100% of the food, beverage, service charge, and meeting room revenue, as well as equipment rental, and labor expenses based on the minimum estimate stated on the Confirmation Agreement.

Events in meeting spaces will be assessed the following cancellation charges:

5 business days prior to your event: An amount equal to 50% of the food, beverage, service charge, and meeting room revenue based on the minimum estimate stated on the Confirmation Agreement.
3 business days prior to your event: An amount equal to 100% of the food, beverage, service charge, and meeting room revenue, as well as equipment rental, and labor expenses based on the minimum estimate stated on the Confirmation Agreement.

No-Show Policy

University and or student organizations using rooms at a discounted rate will be given only one “no show” without penalty of a room charge. The second time a group fails to give sufficient notice to cancel a space their privilege to reserve free rooms in the Union will be forfeited for the remainder of the academic term. If the incident occurs in the last 1/3 of the term, privileges will be forfeited for the next term.