Student Activities & Leadership
About Room Requests
Registered student groups have the opportunity to request rooms generally free of charge in the Stevenson Union. Special setups and equipment such as projectors and sound equipment can also typically be used free of charge. To arrange for meetings and events in other buildings, contact the Student Activities and Leadership office to discuss your plans.
How do I request a room for my weekly meeting?
For rooms in the SU, you'll need to contact the SU scheduling supervisor in person, by email at
su_scheduling@sou.edu, or by phone. For group meetings
during normal SU operating hours, these rooms can be provided free of charge if they are not
already reserved for another purpose. If you need a specific setup for your regular meetings,
discuss your ideas with the Student Activities office.
Can I have live music?
You may make a request for musicians to play live music at the university, but loud noise is restricted to specific areas of campus at specific times. Keep in mind what week in the term the musicians will perform. Live music during dead or finals weeks can disrupt nearby study areas. Contact the Student Activities office to discuss your ideas and make arrangements.
Can I host an event in (or around) the residence halls?
All events hosted either in or around the residence halls must be discussed and handled through the Housing Office. In addition, any flyers or other promotional materials must be screened by the Housing Office. If your materials are approved, you will provide the Housing Office with the material you would like distributed, and it will be posted by the RAs of those halls. You may not post your own material in the residence halls.
How do I host a dance?
The Diversions nightclub and the SU arena are available to host your dance. However, use of these facilities can incur significant costs that the group will have to pay for somehow. To host an event after SU operating hours, your group will also have to pay for the cost of staff and security personnel to attend these events. These roles can only be provided by SU staff and cannot be replaced by your group members. Sound and music equipment are provided by these facilities, but some extra fees may apply for special equipment arrangements. Your group will also have to cover the cost of any DJ you host, as well as the guest DJ's accommodations if they are invited from out of town.
You have the option to charge a small door fee, but the larger the fee you charge, the fewer people will attend your event. Student fees generally will not cover the entire cost of a dance that can be paid for in some part or completely by door fees. Hand stamps are available after the fees are collected.
Your group is also solely responsible for the initial decoration and disassembly of the dance decorations. Should your group not remove all decorations, you will be billed the hours needed by SU staff to take down and dispose of your decorations.
You have the option to charge a small door fee, but the larger the fee you charge, the fewer people will attend your event. Student fees generally will not cover the entire cost of a dance that can be paid for in some part or completely by door fees. Hand stamps are available after the fees are collected.
Your group is also solely responsible for the initial decoration and disassembly of the dance decorations. Should your group not remove all decorations, you will be billed the hours needed by SU staff to take down and dispose of your decorations.
Can I sell or serve alcohol at my dance or event?
No, alcohol on campus is strictly prohibited. Possession or consumption of alcohol on school premises can result in criminal charges of trespassing, possession, providing, and/or distribution and all are referred to the Ashland Police Department. It is strongly recommended that you attempt to discourage drinking or drunkenness at your event by not using any alcohol-related themes, decorations, or other paraphernalia.
