• Submit your Event request form a minimum of 2 weeks before the proposed date
• Contact information of person leading the event
• Name of event
• Detailed description of event
• Date of event
• Start/finish times (including set up/tear down)
• Alternative date
• Approximate number of people
• Materials needed for set up (i.e. projectors, computers, tables, chairs, etc.)
• General plan for set up
• Check the list of prohibited Hess Rec activities to make sure your event will be allowed

Hess Rec Conference Room can seat up to 12 people at the conference table. Up to 20 people can meet in the room if they are seated around the edge of the room.

The event space in the Hess Recreation Center has a seating area that can house up to 200 people seated or up to 400 standing for dances or special occasions. With an customizable stage, pipe-and-drape, a variety of types of tables, and plenty of chairs, this space can be adjusted to fit any of your event needs.
The MBS lobby has two booths available to individuals and registered student organizations to reserve up to two times per semester.

For large or small events, we are happy to guide you through the process to set up the space to make your event a success.

Deposit will not be refunded if expectations are not met. Restriction of usage may apply to UAF Affiliates.

• Remove all trash and all your items
• Sweep floors and wipe down surfaces, including tables/chairs (if applicable)
• Return equipment to its proper place
• Stack chairs neatly on carts and put away in back room
• Do not use any equipment you are not authorized to use
• The reserving group is responsible for the actions of the guests attending their event
• Report any damages to space before/after event
• The reserving group may be held responsible for any damages to the facility

The following is the MBS Lobby’s booth policy; please read this information carefully as all violations of the policy will be documented and privileges may be suspended.

• MBS Lobby booth space is available throughout the year. However, reservation requests may be denied if there is a prior reservation, the requested event conflicts with Department of Residence Life or University-sponsored events (i.e. Traditions), or requests fall during weeks of final examinations.
• Organizations have the ability to reserve the MBS tabling space two times per semester. The table will include one 6-foot table and two chairs. Any additional equipment must be requested and may not be guaranteed.
• Organizations reserving tabling space must specify and abide by a starting and ending time for the reservation. Organizations that are not at their booth space 30 minutes after the start time of the reservation may lose the reservation for that day.
• Literature may be placed on the table for interested parties to take at their discretion; it cannot be handed directly to the individual unless the individual requests the literature.
• Free dispensing or sale of any food or beverages (including candy) is prohibited except when a food waiver approval has been obtained from Dining Services. The food waiver must be present at the table at all times. Please follow the instructions on the Food and Beverage Application Form to submit your request.
• Reservation requests are processed on a first come first serve basis; pre-assigned spaces are not available.
• A member of the group must be present at the booth at all times. Unattended booths are not permitted.
• Organizations are expected to stay within their assigned space. If additional space is necessary, it must be approved by the Department of Residence Life.
• Do not remove chairs from other tables. If you need more chairs, please include this information in your request in the reservation form. Lounge furniture is not to be moved and used for tabling purposes.
• The booth space has two 110V outlets available on the column next to the table. Organizations may use this outlet, but may not ‘daisy-chain’ extension cords. Any extension cord will need to be plugged into a surge protector. Cords may also not be a tripping hazard or cross the lobby without proper safety measures. If any special arrangement is needed, please include in your reservation request.
• Nothing may be fastened to columns, walls or chairs. One poster or banner may be affixed only to the front of your table and/or to an easel immediately next to your table. Please remove all tape on the easel. All banners and other materials will be disposed of after the booth has been vacated. A/V equipment must fit inside the tabling area, not obstruct traffic flow, and not exceed reasonable sound level (as determined by staff).

All catering must be arranged through UAF Dining Services. Be advised that Dining Services is the sole food provider for on-campus events. A Food Waiver Request Form must be submitted when there are donations or food is not being provided by Dining Services. For more information, please contact Dining Services at 907-474-6661.

The event/booth must adhere to UAF and Residence Life regulations and policies including, but not limited to:

• Athletic sporting events
• Alcohol consumption without waiver
• Soliciting students to purchase items
• Gambling
• Unapproved movie screenings