Off-Campus Policies & Rates

RESERVATION POLICIES

• Meeting and event spaces may only be used with confirmation from LSU Auxiliary Services.
• Access to the Theater: As of January 1st, 2023 The Union theater facility is not accessible to anyone, campus entity, or department, before a set time is confirmed with the theater staff. You will not have access to the stage, backstage, and dressing rooms without time/date approval and staff assistance. Failure to comply will result in  break of contract.
• Reservation requests must be received via the online reservation form. Availability can be checked by contacting the Union Theater Manager at 225-578-0236 or jacobs@lsu.edu.
• Priority Scheduling: The Union Theater office will begin accepting reservation requests on February 1st each year for events taking place the following June – May. Confirmations of those requests are distributed later in the Spring semester.
• The deadline for reservations is ten (10) business days preceding the event. Business days are defined as Monday – Friday, 8:00 a.m. – 4:30 p.m., excluding University holidays or closures. If the event requires approvals, the confirmation of the approval must be received by this deadline as well. Failure to obtain necessary approvals will result in the cancellation of your reservation.
• A completed LSU Facility Use Agreement is required for all off campus entities. The agreement requires a Certificate of Insurance naming the Board of Supervisors of Louisiana State University A&M as additional insured, as well as the certificated holder, and must state comprehensive general liability, including Personal Liability coverage of $1,000,000.
• LSU Auxiliary Services may move or adjust reservations as required to optimize space and provide best-fit services.
• Any reservation outside of operational hours for facilities must obtain approval from the Assistant Vice President of LSU Auxiliary Services. Off-campus entities will be required to contract LSUPD for any event outside building hours.

EVENT SPECIFIC POLICIES

• Final event details are due by 9:00 a.m. seven business days preceding the event. Final event details include event timeline, all technical requirements, media, and/or any pending items discussed at a pre-production meeting. Failure to submit final event details by the deadline will result in the cancellation of your reservation.
• All events (including rehearsals) should begin and end when scheduled. Activities that begin or end outside of the scheduled time will result in additional fees.
• It is the responsibility of the client to communicate or encourage guests to read the guest policies of the Union Theater.
• The event main point of contact will be the only authorized individual to make changes to the reservation and must be in attendance throughout the entirety of the event.
• Rehearsals: A rehearsal must be scheduled with the Theater Manager. Clients are expected to provide the following at the rehearsal: all media (music, video, etc.), detailed schedule & program order, and script. Templates of rehearsal schedules and scripts can be provided upon request. Event changes cannot occur after the rehearsals.
• Food/Beverage: Per University policy (PS-60), all food and beverage must be provided by an LSU approved vendor. Noncompliance with this policy will result in the responsible party being asked to immediately remove all items. Vendors outside of LSU Catering will not have access to the Union kitchens or serving spaces. Deliveries should be made at the front of the building. Temporary access to the main loading dock must be approved by LSU Auxiliary Services. Unapproved vendors using the loading dock will be asked to move immediately. Loading dock access if for food drop off only. Parking will need to be secured via LSU Parking by the event organizer. LSU Auxiliary Services personnel will not accept deliveries. Meeting or event organizers are responsible for ensuring all items are removed from the event space post event. Noncompliance will result in a minimum $100 cleaning fee. Food and Beverages are not allowed inside the theater or backstage, with the exception of water.
• Decorations: Union Theater staff must approve all decorations prior to the event. Prohibited items include: open flames, glitter, confetti, and all balloons. Chalk, paint, or any other materials should not be used on the building or sidewalks. Items should not be affixed to the walls, windows, doors, floors, columns, light fixtures, or hung from ceilings without prior approval by LSU Auxiliary Services.
• Furniture: Only authorized persons will move or adjust furniture in the LSU Student Union, including meeting and event set ups.
• External Speaker or Presentation: All off-campus speakers requesting to speak and/or present within the facility must be sponsored by a registered student organization or LSU department.
• Security Assessment: Security may be required if the event is expected to have 500 or more guests or a University official requests a security assessment. The organizing group is responsible for confirming security through LSU Police and any associated costs.

TECHNICAL DETAILS

• If extensive programing or work time is required by technical staff, additional fees may apply. This will be discussed and documented at the pre-production meeting.
• If the event requires technical accommodations that are not standard for the Union Theater, additional equipment and staff may be outsourced. This is scheduled through the Union Theater with fees applying to the client. This is determined and documented at the pre-production meeting.
• Recordings, including videotaping and streaming, must have necessary approvals by 9:00 a.m. seven business days beforehand.
• If using one of the Union Theater’s pianos, it is the client’s responsibility to have it tuned prior to usage. Tuning has to be done by an approved LSU vendor and scheduled with the Union Theater Manager. The client is responsible for any fees associated with the tuning.

All clients of the theater must adhere our general policies as well as their designated policies above. 
General Policies