Looking to reserve a space in 2022-2023?

ADVANCED RESERVATION PROCESS

Advanced Reservation is a new process that Sykes Union and Student Activities is implementing to assist student organizations and university departments with the reserving of space within Sykes Student Union for future events.

The Advanced Reservation application is now closed. Please check your WCU Email for communications regarding your request. If you didn't submit, we are looking to open up for reservations starting in April. 

 

Why is there a new process?

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 a more equal opportunity to these spaces.

The current process allows an event organizer the ability to make a request for space up to a year in advance. This new process will provide more structure around this and create more opportunities for all event organizers to gain access to spaces.

 

How this will work?

A form on RamConnect  will be made live during a specific week in the upcoming semester. All student organizations and university departments will need to complete one form for each event they are looking to hold. Once the time period has passed, the ability to make requests for Advanced Reservations will be closed. The staff within Sykes Union and Student Activities will begin processing all the requests according to date/time submitted and priority based on scope and scale of the event. Notification will be provided to the event organizer who will be asked to confirm their request before being made final. 

Advanced Reservation Process PDF

What information do I need in order to submit my request?

  • 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)

What spaces does this include?

Currently this will include 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 multiples spaces such as conferences or major events.

What dates are we making reservations for?

This process is designed to make reservations for events from July 1, 2022 through June 30, 2023

What are the advance reservation process dates?

The RamConnect form (link coming soon) will open February 21st at 8:00 am  and remain open until February 25th  2022 at 4:30 pm

How do I submit my advance reservation requests?

Through RamConnect (link coming soon)!  A link will be provided but is not active until 8:00 am on February 21st. 

Check the above FAQ for all details you will need to have ready to submit your form. 

What venues can I reserve through the advance reservation process?

  • Larger venues – Sykes Ballroom (A, B, C, and All), Sykes Theater, Room 115, Rooms 10A & 10B (or the Ram’s Den area)
  • Meeting rooms in Sykes Student Union that may complement an event in a larger venue

Who can participate in advance reservations?

  • All student organizations who have registered for the current academic year
  • All university departments

I’ve never submitted an advance reservation form before but my event occurs every year, do I need to submit one?

Yes. This is a new process that all should take part in. If you miss the window for submission, there will be an opportunity after this process is completed to still submit requests for space, however, space may be limited. 

How many date options, can I submit per event?

Please submit three (3) so that there are options

My event is (insert event here) and we don’t know what dates we need yet. Can I submit holds and cancel them later?

No. To keep the process fair for everyone and due to limited event spaces, we will not allow for blanket venue holds. You must submit a request with a specific event in mind.

I haven’t decided what time my event is – can I hold the venue all day?

No. To make sure as many people as possible get the space, we will not accept venue holds. You don’t need to give exact times but be as specific as possible.

I need multiple venues for my event – can I request more than one? 

Yes! You will be able to indicate that you need additional venue space on the form.

Can I request meeting rooms in addition to my major venue?

Yes! You will be able to indicate that on the form.

Can I request a setup/tear down/practice?

  • Yes! Please note that the standard for most of these larger spaces will be one (1) hour before and after. If you require additional, please include that information.
  • Please note this is a request and you are not guaranteed a setup/tear down/practice. Requests are processed as space allows.

I need to submit multiple events, can I put that on one form?

No, one form per event. Please submit the form separately for each event.

It’s after the closing date and I forgot to submit my request! Can I still submit?

No. Requests submitted before or after this time period will not be accepted. Additional requests will have to wait until the results of the Advance Reservation requests are made available. An announcement on our website and social media accounts will be made at that time.

I submitted my request, now what?

  • Thanks for submitting! You will receive a notification that your event was “received”. This does not serve as a confirmation of space- simply an acknowledgement that we received your form.
  • You will receive a separate confirmation indicating which space, date, and time you received at a later date. If we are unable to accommodate your request we will reach out for additional options.
    • A signature and acceptance of tentative dates will be required for all reservations. If acceptance signature is not received for a venue reservation by 5 business days from the date you receive your confirmation, the tentative reservation will be cancelled, and the dates/times will be made available for other organizations and departments.

I didn’t get my first-choice date/venue! 

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. 

How likely am I to get one of my top 3 choices?

We will do our best to place almost all reservation requests in one of their requested date/time blocks. 

When will I know if I got the space I requested?

After we process the requests and resolve any conflicts we will work on notifications. Look for a confirmation sometime late March – early April.

What does the tentative timeline look like?

  • February 21st, 2022:   Form goes live on RamConnect at 8:00am
  • February 25th, 2022:  Form closes on RamConnect at 4:30pm
  • Week of March 29th, 2022:  Initial emails will be sent looking for organizations and departments to sign and confirm dates/times for events
  • Week of April 11th, 2022:  Anyone that missed the Advanced Reservation process will be able to submit requests for the following year

 

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