Friedman Student Union

How to Reserve Facilities

Northwestern State uses Event Management Software (EMS) for all facility reservations. Requests must be submitted online through EMS. Anyone can browse the University Events Calendar for available spaces, but only trained EMS account holders can submit reservation requests.

Reservation Process by Affiliation:

• Recognized Student Organizations (RSOs): Each RSO designates a trained student EMS User to submit requests. Other members must complete a Reservation Request Data Sheet and give it to their EMS User.

• NSU Departments/Units: Each has designated trained personnel to submit requests. Staff without EMS access must provide a completed Reservation Request Data Sheet to their EMS User.

• Non-Affiliated Individuals/Organizations: Contact the Building Manager to start a request. After the request is entered into EMS, visit the Office of Facility Use & Friedman Student Union (Room 214) to pay the 10% non-refundable reservation fee and meet requirements (payment deadlines, insurance, indemnification, police presence, catering, etc.).

Non-University Facility Use Fees

The Student Union is the hub of student activities at Northwestern State. The Student Union offers students, faculty, and staff access to twelve meetings spaces, which provide seating for as few as fifteen to over four hundred.  Each is equipped with “Plug and Play” technology allowing presenters to use a variety of media to project their presentation on a large movie screen or display it on an LCD flat screen.  The Student Union staff provides support for event planning, setups your room, and assists with your technology needs.  You simply prepare your program and return the meeting space in the condition you found it.

• The Student Union utilizes Event Management Software (EMS) to reserve space, coordinate room setups, facilitate food service support, and all other requirements for your event.
• To enhance the Student Union Staff’s ability to support your event, please utilize the Steps outlined in the tab titled “Set Up Your Event”.

SET UP YOUR EVENT

It is critical that each event coordinator communicate with the Office of Facilty Use when planning their event. Student Union Staff is armed with information to support your event. Please take the following steps, as necessary:

1. Communicate with Student Union staff to plan your event in enough time for sufficient planning.
2. Be as specific as you can in detailing your requirements when you request space on the Virtual EMS request system.  Getting this information in the EMS system in a timely manner will help your event run smoothly.
   1. Use the EMS User Request Form to provide critical information to the EMS User Account holder for your organization.
      Student Union Ballroom Setup Diagram – Print this form and complete setup instructions. Fax to 318-357-4545 when complete at least one week prir to event.
   2. Visit Office 214 in the student union to turn in your completed NSU/Sodexo Food & Beverage Waiver Request to assist us in supporting your event needs.
   3. Visit room office 214 in the student union to turn in your completed SU Ballroom Diagram Form to help us correctly setup the Ballroom for your event.
3. Determine when the room needs to be setup for your event give a 72 hours notice for your setup.
4. After it is setup, visit the room to help us ensure that everything is in place for your event.
5. During the event, our staff is available (in SU 214) to assist you if you have problems.
6. Enjoy a great event.
7. Return the rooms you utilized to the condition in which you received them. Meaning no trash, items left over from your event, or GLITTER.