ADVANCE RESERVATION PROCESS
Advance Reservation is the process that Sykes Union and Student Activities implemented in 2022 to assist student organizations and university departments with reserving space within Sykes Student Union for future events.
After a successful inaugural year, Sykes Student Union is pleased to begin the 2023-2024 Advance Reservation process. Please review some of the FAQs below and note the tentative timeline at the bottom of this page.
New for 2023! Open Office Hours: Sykes Student Union staff will be available via Zoom on several dates from February 3- 21 to walk through the Advance Reservation form and answer questions and/or support departments and student organizations in preparing their requests. Find a date and time that works for you on Sykes' events page on RamConnect. The Zoom link will be provided to those who register on RamConnect.Click here to submit an Advance Reservation request
Advance Reservation is the process that Sykes Union and Student Activities implemented in 2022 to assist student organizations and university departments with reserving space within Sykes Student Union for future events. With limited large venues on campus and trying to meet the needs of many organizations and departments, this process will allow for space requests to be made in advance during a shared week to allow for equal opportunity to these spaces. The current process allows an event organizer to request space up to a year in advance. This process provides more structure and creates more opportunities for all event organizers to gain access to spaces.
A form on RamConnect goes live during a specific week in the spring semester. All student organizations and university departments must complete one form for each event they want to hold. Once the Advance Reservations period has passed, the form closes. Then, Sykes Union and Student Activities staff begin processing all the requests according to the date/time submitted and prioritizing based on the scope and scale of the event. Event organizers will receive a notification asking them to confirm their request before we issue a final confirmation.
- Requesting organization/department
- Co-hosts of event
- Phone number
- Email address
- Event name
- Event description (room layout, technology needs, what event will look like start to finish, etc.)
- Estimated attendance
- How often the event occurs
- Invite type- public, WCU community, invite only
- 3 event date preferences
- 3 event location preferences
- Additional venue/meeting locations for event
- Possibility for contracted performers (student events)
- Possibility for charging admission (student events)
This process includes the larger spaces in Sykes Student Union: Ballroom, Theater, 10A & 10B, and 115. There is also an opportunity to reserve additional spaces for events that may require multiple spaces, such as conferences or major events.
This process is designed to make reservations for events from July 1, 2023 through June 30, 2024.
The RamConnect form will open on Monday, February 20, at 8:00 am – Friday, February 24, at 4:30 pm.
We will provide a link to a form on RamConnect that will open at 8:00 am on February 20.Submit an Advance Reservation Request Now
Check the FAQ above for all details you will need to have ready to submit your form.
All student organizations who have registered for the current academic year and all university departments.
I’ve never submitted an Advance Reservation form before but my event occurs every year, do I need to submit one?
My event is (insert event here) and we don’t know what dates we need yet. Can I submit holds and cancel them later?
Yes! If you require additional time, please include that information on the form. Please note that this is a request, and you are not guaranteed a setup/tear down/practice. Requests are processed as space allows.
Thanks for submitting! You will receive a notification that your event was “received.” This is not a confirmation of space- simply an acknowledgment that we received your form.
Next, you will receive a separate confirmation indicating which space, date, and time you received at a later date. If we cannot accommodate your request, we will reach out to discuss additional options.
A written acceptance of tentative dates is required for all reservations. If an acceptance is not received for a venue reservation by five (5) business days from the date you receive your Advance Reservations confirmation, the tentative reservation will be cancelled, and the dates/times will be made available for other organizations and departments.
Unfortunately, not everyone will get their first-choice date due to an increased number of events and a limited number of event venues on campus. While we make every effort to try to get you your first-choice date/venue – it is not always possible.
We will do our best to place almost all reservation requests in one of their requested date/time blocks.
After we process the requests and resolve any conflicts, we will work on notifications. Look for a confirmation sometime in late March – early April.
- Monday, February 20, 2023
- Form goes live on RamConnect at 8:00 am
- Friday, February 24, 2023
- The form closes on RamConnect at 4:30 pm
- Week of February 27, 2023
- You should receive a notification that your request was received.
- Week of March 6, 2023
- Initial emails will be sent looking for organizations and departments to provide written acceptance of dates/times for events
- Friday, March 24, 2023
- All written acceptance is due to confirm events.
- Week of April 3, 2023
- Anyone that missed the Advance Reservation process will be able to submit requests for the following year