HOW TO RESERVE FACILITIES
Northwestern State uses Event Management Software (EMS) for all facility reservations. Submit requests online via EMS—anyone can browse the University Events Calendar for availability, but only trained EMS account holders can submit.
Reservation Process by Affiliation:
- Recognized Student Organizations (RSOs): Designate a trained student EMS User to submit requests. Others complete a Reservation Request Data Sheet for their EMS User.
- NSU Departments/Units: Use designated trained personnel for submissions. Staff without access provide a completed Data Sheet to their EMS User.
- Non-Affiliated Individuals/Organizations: Contact the Building Manager to initiate. Once entered in EMS, visit the Office of Facility Use & Friedman Student Union (Room 214) to pay the 10% non-refundable fee and fulfill requirements (payment deadlines, insurance, indemnification, police presence, catering, etc.).
NON-UNIVERSITY FACILITY USE FEES
Please select the appropriate link below regarding use fees for Northwestern State University:
In addition to rental fees, charges for event security, Lifeguards, Sound/Lighting Technicians and custodians will apply as needed.
Setup Your Event
It is critical that each event coordinator communicate with the Office of Facility Use when planning their event. Student Union Staff is armed with information to support your event. Please take the following steps, as necessary:
- Communicate with Student Union staff to plan your event in enough time for sufficient planning.
- 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.
- 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 prior to event. - 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.
- Visit room office 214 in the student union to turn in your completed Student Union Ballroom Diagram Form to help us correctly setup the Ballroom for your event.
- Use the EMS User Request Form to provide critical information to the EMS User Account holder for your organization.
- Determine when the room needs to be setup for your event — give 72 hours’ notice for your setup.
- After it is setup, visit the room to help us ensure that everything is in place for your event.
- During the event, our staff is available (in Student Union 214) to assist you if you have problems.
- Enjoy a great event.
- Return the rooms you utilized to the condition in which you received them. Meaning no trash, items left over from your event, or GLITTER.
Summer Camps at NSU
Each summer, nearly 60 camps are hosted on the Natchitoches campus, with some offered throughout the year. Camps are coordinated by the Office of Facility Use and the Friedman Student Union and may be university-sponsored or non-university-sponsored (space permitting).
Most camps are organized by NSU departments or organizations.
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Types: Day Camps (simplified approval) and Overnight Camps (housing & dining required).
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Procedures: See the University Summer Camp Procedures.
Hosted by external groups, subject to review, approval, and a facility use fee of $1.50 per camper/day. Housing and dining are additional.
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Types: Day Camps and Overnight Camps
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Procedures: See the Non-University Camp Procedures.
Camp directors must submit a Summer Camp Application each year to the Office of Facility Use. General requirements include:
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Submit application by January (mail or email).
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Arrange housing with Campus Living Villages.
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Arrange dining with Sodexo.
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Obtain building manager approval.
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Review emergency and risk management guidelines.
Non-University Camps must also provide:
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Indemnification Agreement
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Proof of insurance ($500K private / $1M corporate)
All Camps must submit:
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Camp roster (attendees & staff)
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Final payment
Important Documents:
