As a Registered Student Organization (RSO) at EKU, you have access to reserve a variety of campus spaces free of charge to support your meetings, events, and activities. We’re proud to offer this service to help RSOs create meaningful experiences on campus and we do our best to accommodate reservation requests whenever possible.
Whether you’re planning a casual meeting, a large event, or a tabling opportunity, this page will guide you through the process of reserving space, understanding policies, and preparing for a successful event. Be sure to review the guidelines below to ensure your group’s reservation goes smoothly.
RSO Room Reservation Request Form
All RSOs are required to request their room or space reservation through Jim John’s office using the form on Engage. To access the RSO Room Reservation Request form, please follow or the instructions below:
- Login to your EKU Engage Account
- Sign in using your EKU credentials by clicking the blue “Sign In” button at the top right corner of the screen.
- Once logged in, select the “Forms” icon from the left-side menu or open the full menu bar using the three-lined icon in the top-left corner.
- Here you will find the current version of the RSO Room Reservation Request Form which will be starred and at the top of the forms list
General Policies & Guidelines
For simple requests, like tabling or a meeting room, a minimum advanced notice of five (5) business days is required from the date of your request and the date of your event.
For more advanced requests, ones that might require a furniture setup or something inside of the Campus Recreation Center, a minimum advanced notice of ten (10) business days is required from the date of your request and the date of your event.
For requests submitted outside this timeline, we will make every effort to approve your event; but we cannot guarantee that setup or custodial requests will be completed, or that your event will be approved
Event seating, refreshment/display tables, chairs, podium, etc., are arranged by university staff in compliance with fire and safety codes. If your group/organization would like to have the default furniture setup/layout altered, EKU Conferencing & Events and EKU Facilities must approve the requested change in layout and EKU Facilities will rearrange the room/space for your reservation. To request a change in setup/layout for your reservation, you can either specify this while completing the reservation request form or email jim.johns@eku.edu with your request.
If your group/organization moves/rearranges any furniture, it must be reset to how the room/space was upon arrival to your reservation before leaving; failure to do so may result in, but is not limited to, your group/organization being fined.
If your group/organization is tabling and needs a table and chairs provided, please request them from Jim John’s office in Powell 105 while checking in for your reservation. It is the group/organization’s responsibility to return the furniture back to Jim John’s office at the end of your reservation; failure to do so may result in, but is not limited to, your group/organization being fined. Please bring enough people with you to help carry the table(s) and/or chair(s).
Most rooms on campus are equipped with technology for presentations and/or sound using an HDMI cord and/or a 3.5mm Auxiliary Cable. We do not provide groups/organizations with any adapters to hook-up their personal devices with.
Additionally, the technology provided in the room(s) and/or space(s) is supported by the EKU IT Department, should equipment fail or stop working during your reservation, there is no guarantee that it can be fixed/replaced during your reservation.
While processing and approving your reservation, the Conferencing & Events (C&E) staff will submit a request to have your reserved room(s) and/or space(s) unlocked for you. However, EKU Public Safety requires a valid reservation and someone to be present prior to unlocking any building or space. Please plan to arrive to your reservation early and call EKU Public Safety (859-622-1111) upon arrival and they will send someone to come and unlock your room(s) and/or space(s).
In most circumstances, EKU Public Safety will not unlock the room(s) and/or building(s) after hours unless the requestor or responsible party calls dispatch (859-622-1111) upon arrival. EKU Public Safety will not send someone to unlock the room(s) and/or building(s) without a valid reservation in our system for your group/organization. When your reservation concludes, you will need to call EKU Public Safety (859-622-1111) before departing to notify them to come back and lock the room(s) and/or building(s) if your reservation was after hours or the location has closed for the evening.
Please remove any trash from your room(s) and/or space(s) when leaving your reservation. Trash receptacles will be provided on site; if your trash is too voluminous to fit in those provided, it must be removed by the group/organization using the facility.
No food is to be left in indoor trash receptacles after-hours or during weekends. Excessive trash, boxes, decorations, and/or food must be placed in garbage dumpsters located outside each building on campus. If a university building does not have a dumpster nearby, it is still the responsibility of the group/organization to remove all trash from the premises.
Failure to remove excessive trash, boxes, decorations, and/or food immediately after the event has concluded may result in, but not limited to, the group/organization being charged a clean-up fee.
Internal and external groups/organizations will be billed at cost for all expenses related to repair and/or replacement of physical damage to university facilities.
EKU Conferencing & Events (C&E) will attempt to honor all reservations for room(s) and/or space(s), but reserves the right to cancel, delay, or reschedule all reservations at any time due to unforeseen circumstances including, but not limited to, inclement weather, mechanical breakdowns, interruptions in water/electrical service, construction, an act/regulation of government authority, a strike, an emergency, and/or safety/health concerns.
If a reservation/event is cancelled, every effort will be made to reschedule the reservation for an alternative and mutually agreeable date based on availability. EKU is not responsible for covering any costs and/or damages suffered by a group/organization as a result of a reservation being canceled and/or rescheduled.
If a group/organization should need to cancel their reservation for any reason, please email jim.johns@eku.edu. If a group/organization fails to cancel their reservation with Jim John’s office, they will be subject to sanctions including, but is not limited to, losing the ability to reserve room(s) and/or space(s) in the future.”
Movies and other audiovisual materials are protected by copyright law. When you purchase, rent, or stream a movie, you obtain a copy of the work, but not the rights to publicly perform it. Viewing a movie privately is permitted; however, showing it to a group, whether on or off campus, without proper licensing constitutes a copyright violation.
To show a movie and/or audiovisual material as part of an event, groups/organizations must obtain Public Performance Rights. This license is not included with standard rentals or streaming services such as Netflix, Hulu, or Amazon Prime. Licenses must be purchased through authorized distributors. EKU works primarily with SWANK Motion Pictures to secure these rights. The cost of licensing a movie generally ranges from $700 to $1,000, depending on the film and its release date.
EKU considers unlicensed public performances a serious violation of university policy and federal law. All groups/organizations are required to provide proof of licensing before your reservation request will be approved. This policy applies to all locations, including off-campus events hosted by recognized groups/organizations.
Failure to comply with this policy may result in, but is not limited to, denial of future reservations, referral to the Office of Student Conduct and Community Standards, and/or additional university sanctions.
EKU Libraries subscribes to resources that automatically come with Public Performance Rights, for more information on how to access these databases click HERE.
If a group/organization would like to bring an external vendor (Food Trucks, Dunk Tanks, Petting Zoos, etc.) to campus for an event, the potential vendor must be registered through the Office of Procurement with all their required paperwork on file and up to date.
A group/organization will work with EKU Conferencing & Events staff members when requesting room(s) and/or space(s) to ensure that the potential vendor(s) are registered through the Office of Procurement.
Failure to comply with this policy may result in, but is not limited to, fines imposed on the group/organization and/or the loss of future reservation privileges.
Safety Policies & Guidelines
The use of electrical equipment for reservations must meet university safety standards. Only UL-listed (Underwriters Laboratories) surge protectors are permitted. These devices have been tested and certified to reduce the risk of electrical fires, equipment damage, and shock hazards.
Only one surge protector may be used per outlet. Surge protectors must not be connected to one another, and they should only be used with low-wattage devices. Overloading outlets is strictly prohibited.
If extension cords or surge protectors are placed in areas with foot traffic, they must be securely fastened to the floor to prevent tripping hazards. Cords cannot be covered with rugs, carpets, or similar materials, as this can cause overheating or conceal damage.
Non-compliance with these guidelines may result in, but is not limited to, the cancellation of the reservation, loss of future reservation privileges, and/or a referral to university administration.
Reservations for events involving messy and/or potentially hazardous materials, such as water balloons, eggs, and/or pieing, are restricted to outdoor spaces only. These activities must follow the safety and cleanup protocols outlined below. Guidelines are in place to prevent injury and maintain the cleanliness of campus facilities.
Water Balloons
A chicken wire fence must be placed in front of participants being targeted. Balloons must strike the fence first, allowing water to splash through while reducing the risk of injury from impact.
Water balloons must be made of soft materials (preferably biodegradable) and filled to a reasonable size to prevent harm.
Egg Throwing
A chicken wire fence must be placed in front of participants being targeted. The eggs must strike the fence first allowing them to break and splash through while reducing the risk of injury from impact.
Participants being targeted must wear protective goggles to prevent eye injuries.
A tarp must be placed on the ground to catch broken egg contents for easier cleanup.
All equipment (tables, chairs, etc.) used during an egg throwing event must be wiped down thoroughly after the activity.
Pieing
Participants being pied must wear protective goggles to prevent eye injuries.
Only whipped cream or similar soft and non-toxic substances may be used.
All surfaces and equipment must be cleaned promptly to remove residue and avoid attracting pests.
Failure to comply with these requirements may result in, but is not limited to, the cancellation of the reservation, cleanup fees, and/or loss of future reservation privileges.
All grills must be placed at least fifty (50) feet away from any building on EKU’s campus.
If your group/organization uses charcoal, the coals must be doused with water until completely extinguished and cool. Hot coals are never to be disposed of in trash cans and/or dumpsters.
Failure to comply with these guidelines may result in, but is not limited to, the loss of grilling privileges for the group/organization.
Open flames are strictly prohibited inside or outside EKU Facilities in accordance with state law.
This includes the use of candles, sparklers, and other flame-related items. Sparkler Send-Offs or other activities using sparklers or open-flame materials will not be approved by EKU Risk Management.
Failure to comply with these policies may result in, but is not limited to, fines imposed on the individual/group/organization and/or the loss of future reservation privileges.
Room Decoration & Crafting
Banners may be used to decorate your room(s) and/or space(s). Banners may be hung using only appropriate fasteners approved by EKU Conferencing & Events.
Large banners or those intended for the exterior of buildings (excluding Powell) must receive approval from EKU Facilities. If approved, the banner will be hung by EKU Facilities Staff and arrangements can be made through Jim John’s office or through EKU Conferencing & Events.
Groups/organizations that wish to have banners hung from the Powell Student Center must complete a Powell Banner Space Reservation form on Engage. The form can be accessed HERE.
Failure to comply with these policies may result in, but is not limited to, fines imposed on the group/organization and/or the loss of future reservation privileges.
In accordance with state law, no more than 20% of any wall may be covered with flammable materials.
Decorations and/or signs may only be placed on the floor, tables, brick walls, and/or bulletin board type surfaces.
Tape, window clings, staples, push pins, and/or nails are not permitted on light fixtures, wood, glass, plastic, metal, tile, stone, and/or painted walls.
Wall and ceiling decorations that require attachment to surfaces are not allowed.
Failure to comply with these policies may result in, but is not limited to, fines imposed on the group/organization and/or the loss of future reservation privileges.”
All types of confetti and glitter are strictly prohibited inside of any EKU facility.
Failure to comply with this policy may result in, but is not limited to, fines imposed on the group/organization and/or the loss of future reservation privileges.
Helium balloons must be tied to solid balloon weights or securely attached to free-standing decorations. Sand weights are not permitted.
Balloons may not be taped and/or tied to university fixtures, furnishings, equipment, and/or walls.
Failure to comply with this policy may result in, but is not limited to, fines imposed on the group/organization
The group/organization is responsible for providing plastic tablecloths or trash bags to cover tables and are required to use them to protect surfaces from paint and other crafting materials.
The group/organization is also responsible for providing paper towels to clean up spills/messes and paper plates for brushes and/or other tools to rest on.
If cups of water are used for cleaning paintbrushes or other crafting tools; the water must be emptied in a bathroom sink/toilet, rather than in a trash can as the water could leak and soil the floor.
Crafting materials (glue, markers, etc.) must be used in a way that prevents damage to the facility.
If any paint and/or crafting materials spill and/or damage the room(s) and/or space(s) and will require special cleaning, the group/organization will incur an excessive cleaning charge and is subject to further sanctions.”