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Room Cancellation Policies

Ballroom

Off Campus / Individual users

A deposit of half the total bill is due within 2 weeks of receiving confirmation in order to secure the reservation. The reserving party must pay the entire balance due prior to the event. Reserving parties will forfeit their deposit if event is cancelled less then 6 months from event date. If event is cancelled more then 6 months from event a processing fee will be deducted from the deposit.

Department/Organizations

Reserving parties will be charged a cancellation fee for weekend (Friday, Saturday & Sunday) events that are not cancelled 5 working days before their events.  Reserving parties will be charged a cancellation fee for a weekday (Monday – Thursday) events that are not cancelled 48 hours prior to their event.

Multipurpose Room

Reservations for the Multipurpose Room require a 48 hour cancellation notice.  Sponsoring parties that cancel a function less than 48 hours prior to their event will be charged a cancellation fee.

Standard Meeting Rooms

Reservations for standard meeting rooms require a 48 hour cancellation notice.  Sponsoring parties that cancel an event less than the 48 hours from the reservation date will be charged a cancellation fee.

IMPORTANT!

If your organization/department decides not to meet one week and does not cancel that particular meeting, a cancellation/no show fee will be charged!  Monitors will check the rooms for each reservation to assure all meeting rooms reserved are being utilized.  It is your responsibility to cancel the reservation if you decide not to meet.  Two consecutive no-shows will result in the loss of the entire reservation.  You will not be penalized if you cancel a meeting within the guidelines even if you cancel several meetings.

For cancellation notices please contact the Reservations Office   (512) 245-2264

Monday – Friday from 8:00 am to 5 pm. Weekend events must be canceled by Friday at 5 pm to avoid cancellation fees.

Reservations for the upcoming weekend must be made by Wednesday before 5:00 pm