All Non-University groups interested in the use of space in the Student Union/University Center must go through Conference Management and must pay a rental fee. Please email KochL3@nku.edu or call 859-572-6502.
Reservations for any room or space inside the University Center and Student Union and any area directly outside of facilities on the Central or Lower Plaza area may be made online through the NKU Reservation Request System. Room pictures, capacity information, and available A/V equipment can be viewed through the Reservation Request System. For a complete list of all spaces that can be requested online through the Reservation Request System.
To access the Reservation Request System, click on the link above and log in using your NKU username and password. Then use the information found in the Instructions link to complete the online room request.
Groups requesting space in the University Center and Student Union will receive an email confirmation of their reservation request. Facilities are reserved in the order in which requests are received. First consideration will be given to institutional needs and major annual events, followed in order by: registered student organizations, University departments and organizations, and non-University clients. To assure appropriate space utilization, the Student Union/University Center reserves the right to assign, and if necessary, reassign facilities considering the following: group size, type of program and space availability. If a reassignment is made, notification will be provided 4 days prior to the event.
Eligibility for Use of Facilities
In order to reserve space in the Student Union/University Center or outside facilities, clients must be a member of one of the following categories:
Student Organizations: Student Organizations must be registered with the Office of Student Life. A student organization that is in the process of forming is granted space privileges for 30 days from the time of its initial registration with the Office of Student Life to the time of its official registration or the end of the 30 day initial registration period, whichever comes first. Student groups not registered with the Office of Student Life will be considered a non-University organization.
Academic and Administrative Departments: Must be officially recognized by the University.
Non-University Groups or Individuals: Use of Student Union/University Center facilities must be approved by the Conference Management Office: (859) 572-6502 or firstname.lastname@example.org. In most cases, Non-University groups or individuals will be assessed a charge for the use of the room(s) requested and certain services.
Any group or individual that is not identified in the aforementioned categories should contact the Student Union/University Center Director.
Groups will be charged a room rental fee based on the below categories
The Student Union/University Center has three sets of group rates for the use of facilities and equipment. They are
Student Organization Rates:
Events sponsored by a Student Organization that meet one or more of the following criteria will be assessed a fee (see below).
Non-Profit/University Department Rates:
Events sponsored or co-sponsored by a University Department that meet one or more of the following criteria will be assessed a fee (see below).
If the event is being hosted by an organization with no direct affiliation to the University, it is considered an off-campus event. The commercial rate applies to private events sponsored by an individual, regardless of University affiliation, such as wedding receptions, rehearsal dinners, class reunions, proms, etc.
Events that continue beyond 11:00pm in the Student Union/University Center may be subject to the following guidelines:
Groups must adhere to the late night event policy which requires:
Food is only allowed in authorized areas (dining areas and catered rooms). All food served in the University Center/Student Union must be provided by:
Chartwells Catering Services
unless prior arrangements have been made with Chartwells. Arrangements for banquets, receptions, parties, dances, meetings, etc. are to be made with the catering staff at least one week in advance of the event. Final arrangements must be completed and guaranteed numbers for catered events confirmed 72 hours before the scheduled event. Failure to adhere to the aforementioned may result in the immediate cancellation of the event.
It is expected that proper care will be taken of the University Center/Student Union facilities. The following policies and procedures apply to all individuals and group sponsored events held in the facility: