University Center Priority Scheduling Now Open for 2020-2021

Feb. 4, 2020

University Center Priority Scheduling Now Open for 2020-2021

The University Center is now taking Priority Scheduling requests for the 2019-2020 academic year. All requests are due by Friday, Feb. 28 at 12 p.m. This process is for events scheduled in the University Center Aug. 1, 2020–July 31, 2021.

To submit a request, use this qualtrics form.

If you have any questions regarding this process, please contact Katie Knetzer, Director of the University Center, at ucreserve@webster.edu or 314-246-6978.

NOTE - Extra Hours fees and Floor Cover fees have gone up due to increased costs from Missouri minimum wage changes. Starting Aug. 1, 2020, extra hours will be $30 per hour, and the floor cover fee will be $75 per occurrence.

Webster University Center Priority Scheduling Guidelines

  1. All Webster University Departments and registered Student Organizations are eligible to participate in the University Center Priority Scheduling process.
  2. This process allows for advanced reservations for 2020–2021 for all spaces reserved through the University Center. These spaces include the Sunnen Lounge, Presentation Room, Grant Gymnasium, Athletics Lobby, UC Conference Room, Commons on the upper level, and the Quad.
  3. Reservations will be made for events occurring Aug. 1, 2020, through July 31, 2021.
  4. Priority is determined based on a number of factors including but not limited to room availability, resource availability, type of event, and mission-critical nature to the university.
  5. Submission of a priority request does not guarantee a reservation. Priority is not determined for events until after all requests are received. Confirmations will be sent out in March once all priority requests are received and reviewed. 
  6. The University Center reserves the right to schedule a request in an alternate but comparable space within the UC if conflicts occur. If a requested date does not appear on the confirmation, no space was available.

Storage

Because of high demand for space, all groups are required to schedule timed delivery and pick-up from external vendors to occur within reserved times. The Director of the University Center must approve all delivery and pick-up times.

This relates to events occurring in all areas of the University Center including but not limited to the Sunnen Lounge and the Grant Gymnasium.

UC Commons

Using this space as part of an event or as a primary programming space will only be granted if:

  • all other University Center Upper Level Rooms are able to be reserved at the same time, and
  • one of these rooms is set aside to be used for storage of Commons furniture in the event it is to be setup in an atypical manner.

Grant Gymnasium

Priority use of this space is given to the Athletics Department of Webster University.

Non-athletic events held in this space require the use of the vinyl floor covering. There is a $75 floor cover fee for campus departments and student organizations. Events that require this floor covering must have a guarantee of more than 100 attendees at the event. Please allow a minimum of 2 hours before and after the event time for placement of the floor cover and cleaning.

Only large-scale campus events are accepted for the Grant Gymnasium through the Priority Scheduling Process. Departmental and student organization weekly reservations and practices must be reserved through regular semester gym scheduling each semester. Gym scheduling opens on Aug. 1 for the Fall semester and on Dec. 1 for the Spring semester.

Hours of Operation

If you wish to have an event outside of normal building hours, there is a $30/hour fee to cover staffing costs, payable by departmental transfer. For overnight events (taking place from midnight to 7am), the extra hours fee increases to $50/hour.

Normal University Center operating hours can be found here.

Cancellations

For reservations requiring additional building hours or specialized requests, groups will forfeit any related payments for cancellations occurring within seven days of the scheduled event.

Requests and questions

All requests should be made through this form.

If you have any questions regarding this process, please contact Katie Knetzer, Director of the University Center, at ucreserve@webster.edu or 314-246-6978.

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