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Policies & Pricing

For Student Organizations, low-impact meetings and trainings are the only reservations allowed at LBJSC in the month of February, No events or socials are allowed.

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  • COVID-19 Event Guidelines

    • - Face masks are required for all events at LBJSC. Face masks must be covering the nose and mouth at all times in the meeting rooms.

      - Doors to meeting rooms are to be kept open when possible.

    • Tabling requests can now be submitted online via EMS! Currently, tabling is only available in the Bobcat Trail. For any tabling (outdoor or indoor), no more than two people may staff the table at any time. No food is permitted to be distributed and vendors are not permitted. Visit getinvolved.lbjsc.txstate.edu/Policy-and-Procedures/Campus-Access-Forms.html for more info.

    • Food in event spaces is temporarily not permitted. Please ask a Conference Services staff member if you have questions about your permitted options for food/beverages.

    • Student Organizations: For contact tracing purposes, attendance needs to be taken at each meeting with attendees’ names and NetIDs. An org. officer should submit their confirmed event information at least 3 business days’ prior to event/meeting at the form located on Student Involvement’s Event and Meeting Attendance Tracker webpage, also found here getinvolved.lbjsc.txstate.edu/Policy-and-Procedures/Event-Attendance-Tracking.html

      Departments: To set up events for contact tracing, pre-registration, and attendance recording, department staff should visit the link for the Student Affairs Event Management System www.vpsa.txstate.edu/facstaff/staffresources.html   

      Non-Student Affairs staff should email satech@txstate.edu to get their event tracking setup.

    • As part of our increased sanitization efforts in the Student Center, we are implementing a 30-minute block of time in between meetings and events as a cleaning period. We ask that groups do not arrive early or stay in their reserved room beyond their allotted reservation timeframe. Blue caddies will be provided in each room with cleaning supplies for your own cleaning if desired.

       

      For Student Organizations, a two-hour limit has been placed on all reservations for the month of February.

    • The Grand Ballroom has been transformed into a Remote Learning Hub for the Spring 2021 semester and is not open for reservations at this time. The LBJ Ballroom is reservable on a case-by-case basis. Please email lbjscreservations@txstate.edu for inquires.

    • For the health and safety of all involved, LBJ resources, including that of the third and fourth floor reservable meeting rooms, have been altered to meet Texas State COVID Guidelines. Due to these guidelines, all meeting rooms have been altered to optimal social distancing room arrangements and capacities. Our rooms are currently set to 50% capacities. Please refer to Conference Services to see updated meeting room information and capacities.

    • To help create and maintain a healthy and safe environment, no set changes are allowed before, during, or after events. All furniture (tables, chairs, etc.) in LBJ meeting rooms will be required to remain in the assigned distancing room sets until further notice.

    • To provide maximum meeting and event space to our student organizations and departments, Conference Services will not accept reservations from off campus users or accommodate private events during the Spring 2021 semester. Inquiries for corporate business meetings and private parties will be referred elsewhere so that we may focus our efforts on supporting student organization and University events.

    • "At this time, the University has restricted on campus events to current Texas State students, faculty and staff. This means external in-person attendees, guest speakers, vendors, etc are not permitted (without an exception granted)."

  • General Questions

    • EMS (Event Management Software) is the event scheduling software used to request meeting space in the LBJ Student Center.

  • Requesting Event or Meeting Space

    • Visit EMS at txstate.emscloudservice.com and select the appropriate request template.

    • To cancel or adjust a reservation, please write an email to lbjscreservations@txstate.edu or within the EMS program click “My Events” and select specific reservation you want to change.  If you only need to cancel one/some of the dates in a recurring reservation series, click the red circle icon at the left of each date you want to remove.

    • To request space for your event online, access to EMS software is required. All Texas State faculty, staff and students may access EMS using their Net ID.      

      Faculty, staff, students, and off-campus clients who want to reserve space for a private or non-university event must submit their request from the Conference Services website.

       

    • Student Organizations

      The officers listed on your student organization registration (typically president, vice president, and treasurer) as well as faculty/staff advisors are eligible to request space for registered student organizations.

      After a reservation request is submitted in EMS, it is automatically routed to both Student Involvement and Conference Services for review. A reservation request may also require approval from university entities such as UPD or Environmental Health & Safety. The contact who submitted the reservation will receive correspondence from both Student Involvement and Conference Services during this process.

      Once the request has been reviewed by Student Involvement, the reservation status is updated and Conference Services begins their process of confirming the space and event logistics (i.e., expected attendance, food service, Audio/Visual requirements, room layout or diagrams).  Although the space may be held in EMS, an event is not fully confirmed until all the required info has been received and a final confirmation email is sent to the contact.     

      TXST Departments

      All TXST staff and faculty have access to book events and meetings for their department in EMS.  After a reservation request is submitted, Conference Services reviews the request and begins working on the event logistics.  The web user will be contacted for any additional information required to confirm the reservation (i.e., Cost/Fund account numbers, food service info, expected attendance, Audio/Visual details, room layout or diagrams).  Although the space may be held in the EMS system, an event is not fully confirmed until all the required info has been received and a final confirmation email is sent to the event contact. 

    • Student organizations should use the request form “LBJSC Student Org Recurring Meeting Request”. 

      Departments should use the “LBJSC Meeting Room Request”.

      When booking your recurring event in EMS, in the upper left screen you will see “Date & Time”.  Select the first date of your meeting.  Adjacent to “Date & Time” is the “Recurrence” button.  EMS allows the user to choose daily, weekly, monthly, or random dates.  Once the recurrence is applied, click "Search" and select your desired rooms. The system will prompt the user to provide the attendance and set-up type. The system will list available rooms and how many times a specific room is available.  Please note that the same room may not be available for every meeting or event date and/or time requested. For remaining rooms, click on "Remaining" to find available rooms.

       

    • LBJ Student Center hours of operation are listed and updated regularly in EMS. To view building hours at the home screen, click on "Locations" under the “Browse” tab. White areas represent open hours, gray areas indicate closed. 

    • "Special Date" is a term used to identify major TXST activities and closings that may impact reservation requests.

    • Conference Services will work to accommodate requests for special room sets.  When the requested room and set-up preferences cannot be accommodated, the next best alternative will be provided.

    • This can happen for many reasons. First, make sure you have selected the correct building under “Facility.” All rooms have maximum capacities depending on attendance and type of set-up. Attendance cannot exceed the maximum occupancy for fire code safety.   

      To maximize limited meeting space, some rooms also have minimum capacities (Ballrooms, Teaching Theater, largest LBJ meeting rooms).  For example, if you expect 30 guests at your event and you’d like to book the Ballroom, the Ballroom will not appear as an option because of the minimum capacity requirements.  For additional assistance, contact Conference Services. 

       

  • Event Status & Requirements

    • The following is a list of possible statuses which a client may see in EMS, and corresponding descriptions:

                •         Web Request: Online requests received (this is the beginning status that a request automatically receives via EMS when a client submits a request).   Reminder:  Receiving an automatic confirmation of your reservation request from EMS does not mean that your event is confirmed.

                •        Web Conflict: multiple requests were submitted at the same time resulting in an unsuccessful request

                •        SI - Pending: Student Organization Event Intake Meeting or additional information is needed by Student Involvement

                •        SI – Approved:   Student Organization Request has been reviewed by Student Involvement (Request is then sent Conference Services for their review)

                •        SI – Declined: Request has been denied by Student Involvement

                •        Event Pending: Request is being reviewed by Conference Services.

                •        LBJ Event Confirmed: Request has been approved by both Student Involvement (student orgs) and Conference Services

                •        Event Declined: Event details and/or space is denied based on a failure of the client or facility to meet event or space requirements or due to a change in group status.

                •        Event Cancelled: Event has been cancelled.

                •        Cancelled with Charges: Event has been cancelled and fees are owed.

                •        Event Hold: Administrative LBJ status

                •        Waitlist: Event is next in line for a date/room that is currently unavailable. This is an administrative status.

                •        LBJ Cannot Accommodate: Student Organization request will be forwarded to the Registrar for possible space in an academic building

                •        VIP Confirmed:  VIP Event in Confirmed Status

       

    • The status of requests submitted through EMS can be checked at any time through the "My Events" section of your EMS account.

  • EMS Errors & Troubleshooting

  • Who to Contact for Assistance