Reservation Policies
- Meeting and event spaces may only be used with confirmation from LSU Auxiliary Services.
- Student Organizations must register all events and meetings in TigerLink.
- Reservation requests must be received via TigerLink. Availability can be checked by contacting the Union Theater Manager at 225-578-2715 or shorva3@lsu.edu.
- Priority Scheduling: The Union Theater office will begin accepting reservation requests on February 1st each year for events taking place the following June – May. Confirmations of those requests are distributed within 7 days of the request.
- All academic classes are scheduled through the Office of the Registrar.
- The deadline for reservations is twenty (20) business days preceding the event. Business days are defined as Monday – Friday, 8:00 a.m. – 4:30 p.m., excluding University holidays or closures. If the event requires approvals, the confirmation of the approval must be received ten (10) business days preceding the event. Failure to obtain necessary approvals will result in the cancellation of your reservation.
- LSU Auxiliary Services may move or adjust reservations as required to optimize space and provide best-fit services.
- Any reservation outside of operational hours for facilities must obtain approval from the Assistant Vice President of LSU Auxiliary Services. Student Organizations will be required to contract LSUPD for any event outside building hours.
- Any violation of policy will be documented in an email to the student organization contact, advisor, and other appropriate campus departments.
- Management may require larger events to acquire extra LSU security to ensure safety inside the theater house. Renter is responsible for all costs associated with LSU Security.
- STANDARD – These events are hosted by an LSU registered student organization
and require standard facility, equipment, and staff usage. - MAJOR – These events are hosted by an LSU registered student organization and
require more than 2 technicians or extensive equipment or staging. - FREE – These events are hosted by an LSU registered student organization for a primarily LSU audience with free admission.
- PAID – These events are hosted an LSU registered student organization and any of the following
criteria apply:
- Participant (or similar) fees are collected.
- Goods or services are offered for sale or
advertised at the event, even indirectly. - Individual monetary donations are requested or
accepted at the event.
- Billing classifications and rates are determined by the Union Theater Manager. An estimate will be provided prior to the reservation being confirmed; however, the classification may change if the actual usage differs from estimate usage.
- A reservation cannot be confirmed without billing arrangements
being provided. This includes billing address, billing contact, and required deposits. All fees must be paid directly by the registered student organization. Past due invoices will result in the cancellation of future reservations. NSF checks will be subject to a $25 fee. - LSU Auxiliary Services defines “fronting” as a registered student organization or department using their rate structure to benefit an outside entity, without meeting all requirements for the discounted rate. Any organization or department discovered “fronting” will be required to pay the proper rate for their reservation and may have future reservations cancelled.
- Should the space require cleaning outside of standard operating procedures, there will be a $150 cleaning charge. This includes the remove of food or trash. Documentation will be provided.
- Equipment: Only authorized persons will operate equipment in the Union Theater. Groups are allowed to bring in additional equipment with prior approval that is discussed at the pre- production meeting. Any outside vendor must be University approved.
- Technical and House staff needs will be determined at the pre-production meeting by Union Theater staff. If additional contracted staff is required, the off campus entity is responsible for confirming and any associated costs.
- Clients are allowed to provide volunteers for portions of front of house needs, in addition to necessary Union Theater house staff. Union Theater staff are required to meet with these volunteers prior to the event.
- Required Breaks: Stage crew are required to take a 15-minute break every 2.5 hours and a 30 minute break every 5 hours. All crew are required a minimum of a nine-hour break between evening clock out and morning clock in.
- The deadline for cancellation is 9:00 a.m. seven (7) business days preceding the event and must be received in writing.
- Meetings or events that cancel after that deadline will result in a:
- Written warning (first offense),
- Cancellation fee of $100 (second offense),
- Loss of reservation privileges for one semester (third offense).
- Cancellations before the deadline will not incur any charges.
- This deadline is applicable for space held as a rain plan for outdoor events. Please disclose at the time of booking that your reservation is a rain plan for an outdoor event.
- Backstage Areas: Time of access to stage and stage areas is required for approval. Access to the backstage areas needs to be limited to individuals necessary to the event’s success. If your event requires VIP only backstage access, the client is responsible for creating the required credentials.
- Stage: Only event specific individuals can be on stage before, during, and after events.
- Loading Dock: Temporary access to the loading dock located on Tower Drive is available to load and unload before and after the event. Parking is not allowed on the loading dock when an audience is in the house.
- An in-person pre-production meeting will be set up at least ten (10) days before the event. Final event details are due by 9:00 a.m. ten (10) business days preceding the event. Final event details include event timeline, all technical requirements, media, and/or any pending items discussed at a pre-production meeting. All digital media needed for the event must be submitted 48 hours before the event for these to be used. Failure to submit final event details by the deadline will result in the cancellation of your reservation.
- All events (including rehearsals) should begin and end when scheduled. Activities that begin or end outside of the scheduled time will result in additional fees.
- It is the responsibility of the client to communicate or encourage guests to read the guest policies of the Union Theater.
- The event main point of contact will be the only authorized individual to make changes to the reservation and must be in attendance throughout the entirety of the event.
- Rehearsals: A rehearsal must be scheduled with the Theater Manager. Clients are expected to provide the following at the rehearsal: all media (music, video, etc.), detailed schedule & program order, and script. Templates of rehearsal schedules and scripts can be provided upon request. Event changes cannot occur after the rehearsal.
- Food/Beverage: Per University policy (PS-60), all food and beverage must be provided by an LSU approved
vendor. Noncompliance with this policy will result in the responsible
party being asked to immediately remove all items. Vendors outside of LSU Catering will not have access to the Union kitchens or serving spaces. Deliveries should be made at
the front of the building. Temporary access to the main loading dock must be approved by LSU Auxiliary Services. Unapproved vendors using the loading dock will be asked to
move immediately. Loading dock access is for food drop off only. Parking will need to be secured via LSU Parking by the event organizer. LSU Auxiliary Services personnel will
not accept deliveries. Meeting or event organizers are responsible for ensuring all items are removed from the event space post event. Noncompliance will result in a minimum $150 cleaning fee. Food and Beverages are not allowed inside the theater or backstage, with the exception of water. A $150 cleaning fee will be assessed to any
renter if any food, drinks, or excessive trash is found in the theater house and/or backstage following the event. - Decorations: Union Theater staff must approve all decorations prior to the event. Prohibited items
include: open flames, glitter, confetti, and all balloons. Chalk, paint, or
any other materials should not be used on the building or sidewalks. Items should not be affixed to the walls, windows, doors, floors, columns, light fixtures, or hung from ceilings
without prior approval by LSU Auxiliary Services. Tape is not allowed on seats in theater house. - Furniture: Only authorized persons will move or adjust furniture in the LSU Student Union, including meeting and event set ups.
- External Speaker or Presentation: All off-campus speakers requesting to speak and/or present within the facility must
be sponsored by a registered student organization or LSU
department. - Security Assessment: Security will be required if the event is expected to have 250 or more guests or a University official requests a security assessment. The organizing group is responsible for confirming security through LSU Police and any associated costs.
Technical Details
- If extensive programing or work time is required by technical staff, additional fees may apply. This will be discussed and documented at the pre-production meeting.
- If the event requires technical accommodations that are not standard for the Union Theater, additional equipment and staff may be outsourced. This is scheduled through the Union Theater with fees applying to the client. This is determined and documented at the pre-production meeting.
- Recordings, including videotaping and streaming, must have necessary approvals by 9:00 a.m. seven (7) business days beforehand.
- If using one of the Union Theater’s pianos, it is the client’s responsibility to have it tuned prior to usage. Tuning has to be done by an approved LSU vendor and scheduled with the Union Theater Manager. The client is responsible for any fees associated with the tuning.
All clients of the theater must adhere our general policies as well as their designated policies above.
Registered student organization rates
Paid vs. Free Events
Paid - These are events that charge ticket sales, offer commodities, accept monetary donations, or require admission fees, such as those part of a group package.
- If any of the following apply, it will fall under the Paid Event category:
- Participant (or similar) fees are collected.
- Goods or services are offered for sale or advertised at the event, even indirectly.
- Individual monetary donations are requested or accepted at the event.
Free - These are events that are free to attendees. Any event that tickets without an associated cost will still fall under the Free Event category.
Major vs. Standard Events
Major - These are events that require extensive staging, ample equipment, or more than 4 technicians.
Standard - These events rely on baseline resources, such as routine staging, everyday equipment, and general personnel.