RESERVATION REQUEST PROCESS

By submitting an online FACILITY/EVENT RESERVATION REQUEST (form), you are indicating that you have read, understood and agree with the items listed herein.

KSU University Departments, Divisions and Units, as well as Registered Student Organizations (via their advisors) and alumni may REQUEST the use of campus facilities and/or other venues for EVENTS on Kentucky State University's campus using this online submission form process.

• ALL EXTERNAL ENTITIES MUST first contact Public Engagement and Community Outreach for information on the contractual process and rates. Any EXTERNAL ENTITY who submits an EVENT REQUEST will not be processed if you wish to request an event/space for your organization. Rather, if you are an EXTERNAL ENTITY, please first make contact with (502) 597-6063.
• KSU DEPARTMENTS, UNITS, DIVISIONS and REGISTERED STUDENT ORGANIZATIONS (via advisors) can proceed with submitting the event/facility REQUEST form via this submission process.
• oThis submission just begins the reservation process through the Auxiliary Services office.
• oYour submission does not reserve the space, but simply serves as a REQUEST which will be reviewed by Auxiliary Services and applicable campus contacts.
• An Auxiliary Services representative will follow-up with either an approval or denial of the REQUEST.
• REQUESTs initiated via email (only), rather than through this online submission form, will not be considered; they will be discarded.
• If your EVENT involves refreshments, you are REQUIRED to contact the Kentucky State University dining partner as they have first right of refusal.
• oHosting an event on campus that involves refreshments without first getting a response from our dining partner will be considered a breach of contract.
• oIf our dining partner is able to accommodate the event, they notify you in writing and will also provide a copy of this notification to Auxiliary Services.
• oYou will need to provide a Purchase Order (PO) to our dining partner in advance of the EVENT.
• If no PO is provided, then you may be faced with either being charged late fees and/or a cancelation of the refreshments for the EVENT.
• So please make sure you allow for two to four weeks for both your inquiry to our dining partner and for the needed/necessary internal processing that is involved in getting a requisition changed into a PO.
• We recommend that you document every inquiry/encounter with our dining partner via email so that you have back-up documentation supporting your event that involves refreshment(s).