Reservations

Reservation Policy
Reservations for the use of all space in the Russell Union and Williams Center are to be made through the Russell Union Reservation Office.

For all grounds reservations please download the GROUNDS RESERVATION FORM and bring to our office in the Russell Union.


University Departments:
If you would like to request a room, please choose the Departmental link

Student Organizations:
*ATTENTION Student Organizations!* If you are wanting to make a reservation for a general Student Organization MEETING then select the meeting form.
If a room is requested to host a lecture, a speaker, or another type of EVENT then you must select the event form link and print a copy of the request form and return the completed copy to: the Office of Student Activities, Russell Union Room 1058.



Reservation form for
University Departments
[FORM] 
Reservation form for
Student Organizations

[MEETING FORM]

[EVENT FORM]

Acrobat Reader Required


Russell Union Reservations Office:
Post Office Box 8066
Georgia Southern University,
Statesboro, GA 30460-8097
Fax: (912) 478-0419
Phone: (912) 478-0593


Meeting Rooms and Theatre
All reservation requests should be made at least forty-eight (48) hours in advance to allow for work schedules and proper set-up by the Russell Union staff. Once the reservation has been made, it will be logged into the computerized reservation system. Clubs and organizations with reservations who do not plan to use a meeting room should cancel their reservation at least twenty-four (24) hours in advance of their meeting. Failure to cancel a room reservation may jeopardize future use of the Russell Union for the remainder of the semester.


Ballroom
All reservation requests should be made at least 7 days  in advance to allow for work schedules and proper set-up by the Russell Union staff. Once the reservation has been made, it will be logged into the computerized reservation system. Clubs and organizations with reservations who do not plan to use a meeting room should cancel their reservation at least forty-eight (48) hours in advance of their meeting. Failure to cancel a room reservation may jeopardize future use of the Russell Union for the remainder of the semester.


Executive Board Room Use
The Executive Board Room has been designated for use by the President and for other very special occasions. Requests to use the Executive Board Room must come through the Presidents Office or one of the Vice Presidents offices to the Facilities Use Coordinator, who will complete all necessary arrangements.


Reservation Requirements
All Georgia Southern University registered student clubs and organizations, administration and faculty are eligible to make reservations for use of the Russell Union. In addition, on an availability basis, reservations by university-related and non-university groups will be permitted. Due to heavy demand, however, reservations will be made based upon certain priorities to ensure maximum, appropriate use of the facility. The Director of the Russell Union reserves the right to assign facilities based upon the total demand for the facilities and their most effective and efficient use.


Reservation Priorities
The Russell Union was built to enhance the social and cultural life of the University and to  promote meaningful interaction among people. Since the Russell Union has been designated as the prime center for student activities, the priorities for reservations of the ballroom, theatre and meeting rooms are as follows:
  1. President of Georgia Southern University - open
  2. Vice Presidents of Georgia Southern University - open
  3. Student clubs and organizations - open but no more than 2 years in advance.
  4. Student Affairs- open
  5. Academic and Administrative Departments - one year prior to event
  6. University-related events - 3 months prior to event
  7. Non-university groups (non-profit and for-profit) - 3 months prior to event. A deposit will be required. Non-profit groups must provide Russell Union with a copy of IRS form 501-e (3)
Reservations for rain sites, practices, and set up days are rarely approved.

Because the demand for the use of the Ballroom is so great, a certain number of dates will be held each month as a 'student organizational hold' to be used specifically by student organizations. This will ensure student organizations every opportunity to plan events. These dates will not be available to other users. If a student organization hold date has not been reserved by a student organization within three (3) weeks of the date, the 'hold' will be released and the ballroom will be available to the entire University community.

Any non-university/off campus organization event held in the Russell Union Ballroom will require a deposit of one-half of the rental fee.  If the event is cancelled at least one (1) month prior to the event, the deposit will be refunded.  No refund will be made if the event is canceled less than one (1) month prior to the event.

Any exceptions to this policy must be requested in writing to the Director of the Russell Union. All conflicts on requests for utilization of Russell Union facilities will be resolved by the Director of the Russell Union working in consultation with the Vice President for Student Affairs.

Rotunda Policy
Clubs and organizations registered with the Division of Student Affairs may reserve table space in certain areas of the Russell Union rotunda. Reservation of this space is made through the Facilities Use Coordinator and may be for no more than 3 consecutive days. Tables must remain in the assigned area. Groups with reserved space who do not call for their tables by 10:00 a.m. risk having their space given to another group. Only Russell Union tables can be used.

Exceptions to the above policy must be made in writing to the Director of the Russell Union.


Contacting Student Activities
Phone: (912) 478 - 7270
Fax: (912) 478 - 7359

Contacting Russell Union
Phone: (912) 478 - 0399
Fax: (912) 478 - 0419