Hess Commons

• 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

MBS booths may be reserved for recruitment, information distribution, and promotion of special events. They are available to registered student organizations, UAF departments, and campus organizations. Booths can be reserved through 25 Live.

The following is Residence Life’s booth reservation policy; please read this information carefully, as all policy violations will be documented. Policy violations are subject to booth forfeiture at the discretion of Residence Life. 

• Organizations can reserve booths Monday - Friday between 8 AM and 8 PM.
• Student Officers are the only RSO members permitted to reserve a booth. Student officers go through officer training and meet the requirements via SLI to be a Student Officer. 
• 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 scheduled events), or requests fall during weeks of hall opening, or final examinations.
• Registered Student Organizations have the ability to reserve two booth spaces per semester, with the exception of the first two weeks of each semester.
• Organizations reserving booth space must specify a starting and ending time for the reservation within available times. Organizations that are not at their booth space 30 minutes after the start time of the reservation will lose the reservation for that day. Repeated no shows will result in the loss of the ability to schedule booth space and be counted as a used reservation.
• 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. All literature must be removed from booth at the end of reserved time.
• Dispensing or sale of food or beverages is prohibited except when a food waiver has been obtained. The food waiver must be present at the table at all times. Food waiver must be approved by UAF Dining Food and Beverage Application.
• Booth space is available on a first come first serve basis; pre-assigned spaces are unavailable.
• An active member of the group must be present at the booth at all times. Unattended booths are not permitted. 
• Booths are limited to one six-foot table, 2 chairs, and one easel per booth. You will be expected to stay within your assigned space (between the light posts and five feet behind your table).
• Do not remove chairs from other tables. If you need more chairs, please ask the Scheduling Office. A maximum of four chairs is permitted per booth. Lounge furniture is not to be moved and used for booth space(s).
• Nothing may be fastened to light posts, walls, or chairs. One poster or banner may be affixed only to the front of your table and/or to an easel immediately behind your table. Please do not use 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 your booth area, not obstruct traffic flow, and not exceed a 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