Reservation Policies

August 1, 2026 Policy Change Overview

Overview

Since 1968, the Mountainlair Student Union (MSU) has served as the heart of Student Life on the campus of West Virginia University. With more than 26,000 daily users during the academic year and approximately 10,000 reservations annually, the MSU team takes pride in their role in providing exceptional experiences to our students, faculty and staff, and community members. 

This overview is only an overview of new policies and changes to our policies. The full policies are included below and should be reviewed for detailed information.

Changes to Current Policy

Room Rates:  A new fee structure has been implemented for internal groups, external groups, and state agencies. Although internal groups will generally not incur fees for room reservations, facility fees will be assessed at the state agency rate for WVU Departments and recognized WVU Student Organizations hosting multi-day meetings, conferences, and events that charge vendor fees or generate funds. A full breakdown of fees can be found in Section 6: Schedule of Fees, below.

Extended Hours: Staffing for early openings, extended hours, and operations during scheduled closures will be charged at a rate of $75/hr. This is an increase from the previous rate of $50/hr.

Booking Timelines: For WVU departments, the ballrooms and meeting rooms will still be able to be booked up to one (1) year in advance. Informational spaces will now only be able to be booked a maximum of six (6) months in advance. Student organizations will continue booking on a semesterly basis for all reservable areas.

Informational Spaces: Groups will now be able to book a maximum of five (5) informational space reservations each month. A maximum of two (2) chairs will be provided for each informational space reservation. Additionally, a maximum of two additional furnishings can be requested for each informational space (dry erase boards, coat racks, etc.). Failure to arrive within 15 minutes of the start time of a reservation may result in the space being released for another group to use. No more than two (2) informational spaces may be reserved by a group at the same time without approval from the MRO. No items may be stored overnight.

Lounges: Lounges in the facility provide students access to casual spaces to relax, study, and connect with other students. There will now be an emphasis on keeping lounges available to students as often as possible. If the MRO feels an event can be accommodated appropriately in a meeting room or other space, the MRO reserves the right to move the event to another space. Additionally, any reservations for a lounge area must be approved in advance by the MRO.

Tablecloths: Tablecloths will be provided for all banquet-style events with less than 25 tables and when the event is not catered (regardless of whether catering is provided by an external catering group or WVU Hospitality Group).

Film and Movie Rights: It is now the responsibility of the reserving group to obtain copyright permissions for films and movies. Proof of copyright permissions must be provided to the MRO in advance of the event. Links to production company request forms are provided in the full policy.

Bake Sales: Additional information on bake sale requirements, including items permitted and prohibited at bake sales, has been added to the fundraising section of the policy.

External Vendors: The fundraising section of the policy has clarified that external/outside vendors are prohibited without prior approval from the MRO.

No-Show Policy:

• Student Organizations: No Change. Three (3) no-shows in one (1) semester will result in remaining reservations for the semester being canceled.
• WVU Departments: Failure to cancel a reservation will result in a charge of $250 for the ballrooms and $100 for all other reservable spaces.

Holding Dates: Holding of "potential event dates" is now prohibited without prior approval from the MRO. If permitted, dates held for reservations for the Fall semester must be released by July 1 and by November 1 for reservations for the Spring semester.

New Policies

Implementation of Damage Fees:

• Damage to MSU facilities will result in a charge equal to the cost of repairs (labor+materials) plus a fee of 10% of the total cost of repairs.
• Damage to MSU equipment will incur a charge equal to the total cost of repair or replacement of the damaged equipment plus a fee of 10% of the total cost of repair or replacement of the damaged equipment.
• Missing or Stolen MSU equipment or furnishings will incur a charge equal to the total cost of replacement, plus a fee of 10% of the total cost of replacement of the missing or stolen equipment or furnishings.
• Events that require excess cleanup will incur a fee of $100/hr. The previous policy only mentioned "a fee" would be assessed.

Event Storage: A new policy was implemented clarifying that the MSU cannot store items for groups and meeting rooms cannot be booked solely for storage purposes.

Commercial Sales and Solicitation: WVU BOG 5.5 already covers commercial sales and solicitation on campus, but a new section in the MSU policy clarifies that regardless of affiliation with student organizations or other University departments, colleges, or programs, commercial sales and solicitation of any type is not permitted on property under the jurisdiction of the MSU without express written permission from the MRO.

Vehicles on Rear Plaza: Although already prohibited, a clearer policy was added strictly prohibiting vehicles on the MSU Rear Plaza.

Special Activities: New policies were added for reservations that include "Special Activities." These include dunk tanks, pie throwing, tie-dye, arts and crafts, destructive events, food competitions, yard games, and drones.

WVU Alcohol Policy: Clarification and more information on WVU's Alcohol Policy, as well as the form to request alcohol approval, have been added.

External Catering: An external catering section was added to our policies. Coordinating with an external caterer is the responsibility of the hosting group. Extra trash cans and bags can be provided, but excessive cleanup will result in cleaning fees being assessed at a rate of $100/hr. Additionally, clarification of open flames and warmers being prohibited was added.

Deadlines for Details and Presentation Materials: Deadlines have been implemented for sending finalized details, presentation materials, and other items to the MRO ahead of an event. Specific deadlines are listed throughout the policies below.

Reservation Procedures

General Procedure

Reservations for all MSU spaces, with the exception of the MSU Games Area (see Games Area), should be made by using the reservations website. Alternatively, if the website is unavailable, or if a reservation cannot otherwise be made on the website, one can be made by calling the MRO at (304) 293-3250, or by e-mailing Reservations@mail.wvu.edu. Reservations may also be made in person during office hours, which are 8:15 a.m. to 4:45 p.m., Monday through Friday. West Virginia University recognized student organizations and University departments have priority of scheduling within the MSU.

The MSU is funded through student union fees for general building use by West Virginia University students, faculty, and staff; no charge is levied for University-related meetings (see Rules – 3.5 Group Rates) and events when the following criteria are met:

• The meeting or event is sponsored by an Internal Group (see Definitions - Groups): University-recognized student organization or University department.
• The nature of the meeting or event is within the recognized purposes of the group, and the event is intended for members of the sponsoring group or for students, faculty, and staff of West Virginia University.

The name of the individual authorized to make reservations or request changes or cancellations of all recognized student organizations must be filed with the MRO. Recognized student organizations can request space at:

MSU Reservation Requests

MSU Banner Spaces

Departments may book one (1) year out for ballroom and meeting room spaces. Informational spaces may be booked no more than six (6) months in advance. 

Student organizations can book on a semesterly basis. Requests for the Fall Semester open prior to the start of the semester. Requests for the Spring Semester and Summer open prior to the start of Winter Recess. Exact dates are determined by the Office of Student Engagement and Leadership and the MRO and are distributed to student organizations through WVU Engage and the MSU Reservations website. 

Student organizations not yet recognized are permitted three reservations until paperwork is completed. Prior approval must be obtained from Student Engagement and Leadership.

Holding Dates

Holding multiple dates until a specific event date is chosen is prohibited without prior MRO approval and is only approved in extenuating circumstances. Should holding dates be permitted, the event date must be finalized by July 1 for Fall Semester reservations and by November 1 for Spring Semester reservations. Failure to finalize an event date by these deadlines will result in the space being released for other groups to book.

Event  Storage

Due to demand for space, the MSU is unable to store items for groups. Meeting rooms should not be reserved solely for storing items unless approved by the MRO. 

Cancellations

Notifying the MRO of cancellations enables the MSU to meet the growing demand for space by the University community. Please cancel your reservation on the MRO website or notify the MRO during regular business hours. If you need to cancel a reservation outside of these hours, please call (304) 293-3701. 

The MSU reserves the right to cancel, move, or modify a reservation based on operational necessity of the University and the MSU.

Reservations for bowling/billiards parties can be made by either contacting the Games Area in person, or phone (304) 293-2206. Basketball, Corn Hole, Ladder Ball, Frisbee, Soccer Ball, Football and Spike Ball are available to check out for use on the Rear Plaza. The Games Area has a vast assortment of board games that can be checked out with a WVU Student ID.

Special events and parties are generally reserved in two-hour blocks and include bowling lane rental, shoes, ping pong, board games, and billiards.  The Games Area will not close to the public for parties unless arranged in advance with management approval. For rates, please contact the Games Area Manager at (304) 293-2206.

Reservations are not available during WVUp All Night program hours on Friday and Saturday nights from 10:00 p.m. until close.  Individuals under the age of seventeen are not permitted in the MSU after 10:00 p.m. on Friday and Saturday evenings featuring WVUp All Night programs.

Any special events or parties that require the area to be opened and/or closed other than during regularly scheduled hours will be charged at a rate to be determined by the Games Area Manager and approved by the MRO.

Any food brought into the area must be provided either by WVU Hospitality Group, or any MSU Food Court vendor. Requests for an exemption must be made through the WVU Hospitality Group. 

Final arrangements must be confirmed with the Games Area management staff no later than forty-eight hours prior to the event.

Notice of cancellation must be confirmed no later than twenty-four hours prior to the event.  Groups that fail to cancel their event may be assessed a fee of 50% of the total estimated cost based on arrangements that have been made.

Payments can be made with cash, check, or credit cards. Groups can be invoiced if arrangements are made in advance.

Lounges

The MSU offers several lounge spaces across the building. These spaces are designed to provide space for students to use freely and comfortably while at the MSU. For this reason, the spaces cannot be reserved by groups without approval from the MRO.

Groups planning large events in the Vandalia Lounge should first contact the MRO no less than 10 business days prior to their requested event date. Groups should be prepared to share how they plan to use the space and an idea on the custom setup (if necessary).

In the interest of serving the student body first, the MRO reserves the right to keep the spaces available as lounges and move reservations to open meeting rooms and spaces when available.

After Administrative Offices Close

Any internal group, student, or staff member who does not have a scheduled reservation can come to the MSU Information Center and request a room. Meeting rooms will be issued based on availability.

Day of room requests will be “As-is” unless accommodations are made to adjust the setup at the discretion of the MSU building supervisor. The furniture and technical equipment in the meeting rooms may not be removed, rearranged, or changed in any way. Clients requiring tables, chairs, extension cords, and/or other similar items should go to the Information Center on the first floor and request those items. The provision of equipment for customers without a reservation is subject to availability and the decision of the building supervisor.

Anyone requesting a meeting room must provide a valid West Virginia University email and a phone number to be recorded by the building supervisor. The contact information will be used to bill responsible parties for any applicable charges or for contact in the event of an emergency. Any damage to the room or missing equipment may result in appropriate fees.

Loading Docks

Groups that need to move large, heavy, or a number of items into the MSU may be permitted to use the Loading Docks to move the equipment. Due to the large number of deliveries to the loading dock, groups needing to make use of the loading docks should contact the MRO at least five (5) business days prior to their event date.

Meeting and Event Spaces

Meeting Rooms

Available Space

The MSU offers 14 meeting rooms available for groups to reserve. Requests for meeting rooms must be submitted no less than two (2) business days before the requested event date.

If special services are requested, such as the use of additional chairs, tables, or special electrical requirements, additional fees may be assessed. The MRO will assist in coordinating necessary Facilities Management work requests and require notice of the request for special services at least ten (10) business days prior to the scheduled event.

Available Items

Subject to availability, the MSU may provide in-house meetings, conferences, and banquets with the following equipment. Please inform the MRO in advance of equipment or support needs. Available items include:

• Additional Tables (6’ Rectangular, 60” Round, and 72” Round)
• Additional Chairs
• Easels
• A-Frame Sign Holders
• Portable Staging
• Dry-Erase/Cork Boards
• Coat Racks
• Podiums
• Portable Screens
• Marquis Poles
• Exhibit Curtains and Poles/Pipe and Drape (available in navy)
• Card Tables

Room and Set-up Options

Please see the ballroom and meeting room chart below for room capacity and set-up options.

• Theater: Rows of chairs equal to setup count facing AV screens.
• Banquet: Rows of 60" round tables with 6 or 7 chairs.
• Classroom: Rows of 6' tables with 3 chairs each facing AV screens.
• Conference: 1 large table or multiple 6' tables aligned to create a large table. Chairs are placed around all sides of the table.
• U-Shape/Square: Tables connected in an open or closed square with 3 chairs at each table

Events and Offerings

Event Decor

Decorations for events held within the MSU are subject to specific restrictions. Failure to abide by these restrictions will result in fees for clean-up and any damages incurred. Any student organization found to be in violation of these policies may be required to remove the articles immediately and will be subject to fees.

• Only displays that are free-standing or suspended from easels or dry-erase/cork boards are permitted. 
• Doorways, halls, and stairs must remain unobstructed by decorations. 
• Generally, the burning of candles, sparklers, incense burners, paper leaflets, combustible figures, or pyrotechnic devices is prohibited on University property; however, catered events scheduled through WVU Hospitality Group will be permitted to use candles only for decorative purposes. 
• Only flameproof materials are permitted. Materials are considered flameproof if they do not ignite when subjected to the flame produced from an ordinary wood match. 
• The use of nails, tape, glue, thumbtacks, or adhesive on floors, walls, ceilings, doorframes, or columns for the purpose of attaching materials is prohibited. 
• Fastening display materials to draperies, light fixtures, ceilings, sprinklers, and sprinkler pipes is strictly prohibited. 
• Sand, glitter, and confetti are prohibited. 
• No painting, including banners and construction work, may occur on the premises, including the Rear Plaza. 
• Fog and hazing machines are prohibited. 
• Arrangements for special lighting effects must be approved ten (10) business days prior to the event. 
• All light bulbs over 60 watts must be at least five inches away from any surface. 
• Special decorative collars are not permitted at the neck of a bulb in any electrical socket. 
• Covering windows is prohibited. 
• All decorations must be removed at the conclusion of the event.

Special Activities

Dunk Tanks

Dunk tanks must be approved in advance by the MRO. Dunk Tanks must be placed on the Rear Plaza in the space assigned by the MRO. A hose must be requested in advance from the MRO to fill the tank. Due to the heavy foot traffic of the Rear Plaza, vendors are required to call the MRO prior to their arrival to be assisted with navigating onto the plaza and to the assigned space for the dunk tank. A member of the sponsoring group must remain with the dunk tank from the time it is delivered to the MSU until the time it is picked up by the vendor. The group hosting the event and/or the vendor is responsible for setting up and tearing down the dunk tank. The MSU is unable to provide staff for setting up or tearing down the dunk tank.

Inflatables

Inflatables are permitted on the Rear Plaza if approved by the MRO. The requesting group must provide information to the MRO related to the number of fans required for the inflatable at least five (5) days prior to the requested event date. A member of the sponsoring group must remain with the inflatable from the time it is delivered to the MSU until the time it is picked up by the vendor. Unless otherwise approved by the MRO, inflatables are not permitted within the MSU. The group hosting the event and/or the vendor is responsible for setting up and tearing down the inflatable. The MSU is unable to provide staff for setting up or tearing down the inflatable.

Pie-Throwing

Pie-throwing events can only take place outside of the MSU on the Rear Plaza or in the outdoor tabling spaces. Only shaving cream is permitted to be used in pie tins. Whipped or pie filling is not permitted. Groups are required to provide their own tarp or floor covering during the event. All shaving cream must be thoroughly cleaned off the pavement upon conclusion of the event. Excessive mess left after an event will result in damage fees being assessed at a rate of $100/hr.

Food Eating Contests

Food eating contests and competitions, including but not limited to hot dog eating contests, are prohibited.

Tie-Dye

Tie-dye events can only take place outside of the MSU. Tie-dye events can only take place on a lawn or grassy area approved by the MRO, as the dyes stain pavement. The group must cover all tables with protective coverings and clean up after the event. Access to a hose must be requested from the MRO in advance of the event. Excessive mess left after an event and/or stained pavement will result in damage fees being assessed at a rate of $100/hr.

Arts and Crafts

Events that include arts and crafts are responsible for cleaning up after their event and should consider table coverings to not damage furnishings. Table coverings are mandatory for painting events and other art events that would damage furnishings. Confetti and glitter are prohibited. Excessive mess left after an event will result in damage fees being assessed at a rate of $100/hr.

Destructive Events

Events that require the destruction of another property (pumpkins, automobiles, etc.) are prohibited.

Yard Games

All yard games that include throwing an object, including but not limited to cornhole, ladderball, and spikeball, are prohibited indoors unless approved by the MRO.

Drones

The use of drones on property owned, managed, or controlled by the West Virginia University Board of Governors for any purpose is prohibited unless first approved by the sUAS (Drone) Operations Officer. Additional information regarding the use of drones on campus can be found in policy WVU-PD-6: Small Unmanned Aircraft Systems (SUAS) (“Drones”).

Outdoor Assemblies

Assemblies of persons may occur on any grounds of the campus outside of buildings. Generally, outdoor areas may be used by the public without a reservation from 7:30 a.m. to 10:00 p.m. However, reserving outdoor space is encouraged; reservations may be made by contacting the MRO at (304) 293-3250 or by e-mail at Reservations@mail.wvu.edu.

Flier Distribution

Student organizations and department representatives may distribute notices or fliers in the MSU with permission. Approval can be made by contacting the Info Desk at (304) 293-3701 or in person. Notices, fliers, table tents, and the like may not be distributed on the tables, chairs, walls, or windows in the facility; however, notices or fliers may be posted on bulletin boards designated for public use.

Banners

Banner spaces are available for student organizations and Departments on the Food Court railing. Hanging and removal of the banners is the responsibility of Student Engagement and Leadership.

Final Examination Week

Loud events, outdoor events, and events with large audiences are prohibited during finals week; however, regularly scheduled activities such as films and weekly meetings will be offered.

Event Support Services

Food and Beverage

All food or beverages purchased with state funds (SGA Grants, Department Funds, etc.) for events in the MSU must be provided through the WVU Hospitality Group catering office at (304) 293-0462.

Alcohol

The consumption or possession of alcohol at any event must comply with West Virginia University Board of Governors Policy 18 – Alcoholic Beverages on the Campus. Groups seeking approval to serve alcohol during their event must obtain approval from the President’s Office using the form provided.

Alcohol Request Form

Catering

Please refer to the WVU Hospitality Group website at dining.wvu.edu/catering or contact the WVU Hospitality Group catering office at (304) 293-0462 for selections, prices, and procedures.

Tablecloths for catered events must be requested from WVU Hospitality Group when placing a catering order. The MSU does not provide tablecloths for events with more than 25 tables or when catering is ordered.

External Catering

External catering must be approved by the MRO. It is the responsibility of the group hosting the event to coordinate with the external catering company. This includes coordinating the setup, teardown, and cleanup of the external catering. In general, these services are provided when catering is purchased through WVU Hospitality Group. These services cannot be assumed by MSU staff and are the responsibility of the hosting group and the external caterer. Additional trash bags and trash cans can be requested from the MRO when placing the reservation. Excessive mess or cleanup will result in appropriate damages being assessed to the group at a rate of $100/hr.

MSU tablecloths are not provided for events that utilize an external caterer. Procurement of tablecloths is the responsibility of the hosting group.

The use of open flames and warmers is strictly prohibited. Warming methods must be approved by the MRO.

Fundraisers

The MSU will permit fundraising subject to several regulations. All products to be sold in the building must be approved in advance. No items or products already sold in the MSU may be sold as a fundraiser. Items bearing West Virginia University trademarks may not be sold.

Please contact the MRO via phone at (304) 293-3520 or in-person for a complete explanation of applicable regulations.

Bake Sales

Bake sales are only permitted in reservable, outdoor spaces. Indoor rain backups are not permitted. Groups hosting bake sales are required to register their bake sale with the Monongalia County Health Department (MCHD) using the health department form available from the reservations office. A completed form, signed by a MCHD representative, must be provided to the MRO at least two (2) business days prior to your requested event date.

Per MCHD, bake sale items must be limited to cakes; cookies; fruit pies; candies; plain pepperoni rolls; yeast, nut, or fruit breads, muffins, or rolls. Prohibited items and potentially hazardous foods include pepperoni rolls with cheese, sauce, or other toppings; custard, or meringue pies; and cream-filled products. Additional non-potentially hazardous foods may be allowed only if approved by MCHD.

Food items are required to be pre-wrapped in the portions that will be offered for sale to the public. Portions should be wrapped in see-through wrap or baggies. Slicing, wrapping, or exposing food at the sale or distribution is prohibited.

To lessen the risk of foodborne illness or transmittable disease, menu items should be prepared and wrapped by individuals who have attended a MCHD Food Worker’s Training Course.

A clearly visible placard is required at the sales or service location stating that the food is prepared in a kitchen that is not subject to regulation and inspection by the MCHD or any other regulatory authority.

Tents

10’ x 10’ pop-up tents may be requested for events on the Rear Plaza and the outdoor front tabling spaces, or provided by groups. Tents must have proper anchorage in order to secure the tent to the ground in the case of inclement weather or wind. Tents and tent weights cannot obstruct egress or walkways. Tent stakes are prohibited unless approval is given by the MRO.

At the discretion of the MRO, MSU tents may not be provided in the event of anticipated inclement weather or high winds.

Tents shall comply with the National Fire Protection Association (NFPA) 701 requirements for fire resistance, and have a permanently affixed label verifying the tent’s fabric follows NFPA 701. Large volume cooking with propane, while generally not permitted, shall be conducted outside of tents.

Use of Pianos

If tuning is required for an event, the MRO will contact the appropriate personnel to tune the piano, and reasonable charges may apply. Charges will be assessed to the sponsoring organization/person for damages resulting from misuse.

Grand Piano: The grand piano may not be removed from the Ballrooms; it must remain on the floor and may only be used in conjunction with a scheduled event unless otherwise given approval from the MRO. The person(s) scheduled to play for a musical event may schedule practice time in advance.

Upright Piano: The upright piano may not be removed from the JG Theatre stage and may only be used in conjunction with a scheduled event unless otherwise given approval from the MRO. The person(s) scheduled to play for a musical event may schedule practice time in advance.

A/V Technical Unit

The audio-visual services for patrons of the MSU are provided by the MSU A/V Technical Unit. Student technicians are available to assist with the setup and technical execution of the events.

Contact Information:

• PO Box 6017, Morgantown, WV 26506-6437
• Phone: 304-293-4406
• Email: LairAVTech@mail.wvu.edu

All meeting rooms are equipped with built-in presentation systems, with the exception of the Mountaineer Room. A portable TV and laptop for use in the Mountaineer Room can be requested during the reservation-making process.

Meeting Spaces with built-in presentation systems and video cameras are listed below. This includes a PC with an installed video camera, in-room audio, projection/screen or TV, DVD/Blu-Ray player, HDMI, VGA, and power connection.

• Bluestone
• Potomac
• Blackwater
• Tygart
• Cacapon
• Kanawha
• Cathedral
• Mountain

Meeting Spaces with built-in projection systems are listed below. This includes a PC, in-room audio, projector/screen or TV, DVD/Blu-Ray player, HDMI, VGA, and power connections.

• Greenbrier
• Laurel
• Monongahela
• Shenandoah
• Rhododendron

Technician(s) may be required for any event, depending on the technical complexities of the event, which will be determined by the A/V Technical Unit. Technicians will arrive one hour prior to the start time of the event, unless otherwise arranged. Requests for a technician at an event must be made ten (10) business days prior to the event date.

Materials expected to be displayed by a technician during an event must be provided to the technicians in their completed form no less than five (5) business days before the scheduled event. Materials include PowerPoint slides, videos, slideshows, music playlists, etc. Providing these materials in advance allows testing of videos and materials on MSU systems and provides time for any issues to be worked out in advance. Materials can be sent to lairavtech@mail.wvu.edu.

Additional Equipment Available:

• Portable webcam for video conferencing
• Flat screen TV
• VCR/DVD/Blu-ray players
• Media Carts (Projection system with laptop and computer speakers)
• Portable audio systems with microphone
• Portable PA systems (Technician Required)
• Assorted wired and wireless microphones
• Stage lighting (Blue or full Ballroom and Gluck Theatre only)

Wireless Internet

Wireless internet is available via WVU.Encrypted (WVU single sign-on required) and WVU.Guest, and hard-wired ethernet connections can be requested from the MSU Reservations Office. Advanced notice is encouraged if hard-wired ethernet connection is anticipated.

Films

Movies scheduled through the MRO for public viewing must have proof of copyright permission before the movie can be shown. Proof of copyright permission must be provided to the MRO no less than five (5) business days before your requested event date.

It is encouraged that copies of DVDs provided by production companies be provided to the MRO for film testing no less than five (5) business days prior to your event.

For more information on obtaining a license and cost, please contact one of the film distributors listed below:

• Swank Motion Pictures Inc.
• Criterion 
• Netflix Educational Screening Permission (ESP)

Please contact reservations@mail.wvu.edu for assistance.

Fees

All meeting rooms and equipment are generally available to student organizations and academic/administrative departments free of charge. However, charges will be billed for special services and for events generating funds.

The MSU reserves the right to determine which events and/or use of equipment require the use of a technician. Events that take place outside the MSU or those of a more complicated nature may require two technicians. If applicable, events with a technician will incur a fee of $25.00 per hour per technician.

Schedule of Fees

Room Fees

*Facility Fees will be assessed at the State Agency rate for WVU Departments and recognized WVU Student Organizations hosting multi-day meetings, conferences, and events that charge vendor fees or generate funds.

Damages

Damage to MSU facilities will incur a charge equal to the total cost of repairs (labor + materials) plus (+) a fee of 10% of the total cost of repairs. 

Damage to MSU equipment will incur a charge equal to the total cost of repair or replacement of the damaged equipment plus (+) a fee of 10% of the total cost of repair or replacement of the damaged equipment. 

Missing or stolen MSU equipment or furnishings will incur a charge equal to the total cost of replacement, plus (+) a fee of 10% of the total cost of replacement of the missing or stolen equipment or furnishings. 

Excessive clean-up will incur a fee of $100.00/hr.

Invoices

Invoices will be generated within 30 days following the event. Additional information regarding payment will be included on the invoice. Invoices not paid within thirty days may result in loss of scheduling privileges until payment arrangements have been made.

Reservation Software

Accruent EMS

The MSU utilizes Accruent EMS© for managing and coordinating all events at the facility. This software is integral for organizing and managing space in the MSU in real-time. For most use cases, the software enables approved internal groups to have consistent access to make, manage, and coordinate reservations in the MSU.

The following outlines the procedures for using the EMS Web App.

Know the Lingo

Reservation: Represents the overall event. The "Who" and What." Example: New Student Orientation.

Booking: Specifies the time and location of a specific event. A reservation can contain one or many bookings. The "Where" and "When." Example: Commuter Student Breakout Session in the Gluck Theatre.

Services: The services tab is used to prepare the room in your booking. Use this tab to add AV technology and other furnishings.

Status: Indicates the state of a given reservation or booking. 

Statuses

• Confirmed: Event is confirmed but may be pending minor details.
• In Progress: Event is approved but pending major details.
• *Wait-list: Requested space is unavailable, but the request is not denied.
• Canceled: The event was canceled and no longer holds space.
• Denied: The request was denied. Reasons are listed in the denial.
• Pending SEL: The request is pending approval from the department of Student Engagement and Leadership

* Events are wait-listed if a scheduling error occurs and no other immediate accommodations can be arranged. If this occurs, the MRO will contact the group to update their bookings.

Logging into the Web App

WVU Faculty, Staff, and Students can access the web app through single sign-on. Those with WVU log-ins should not create an account on the web app, as this may lock your access through single sign-on. 

Reservation System Log In

Process Templates

Process templates are used to divide reservable space into different groups with distinct booking rules. 

After group type, templates are separated by space type.

• Meeting Rooms Space Request: The majority of meeting rooms fall under this category.
• Tabling Space Request: This includes Lobby Spaces and Outdoor Front Spaces.
• Gluck Theatre Request: Requests for this space require five (5) business days of notice.
• Ballroom Request: Requests for this space require ten (10) business days of notice.
• Rear Plaza Request: This includes all areas on the Rear Plaza.

Searching for Space

When searching for space while using the template, there are three ways to find compatible space.

1. If you do not have a specific space in mind, or if you are just looking for availability, enter the desired date and time and click the first search button.
2. If you have a specific setup in mind, enter the date and time, then open the drop-down “Let Me Search For A Room” below the search button. Add any setup types, preferred features, and/or the number of attendees to filter your results. Then click search.
3. If you have a specific room in mind, enter the date and time, then open the drop-down “I Know What Room I Want” and type in the name of the room.

If you do not want to book a space but want to view availability, use the “Browse Locations” in the left sidebar to see the booked spaces on any given day.

Adding Services

When creating a reservation, select the step “2 Services” to add optional services such as A/V equipment, additional furnishings, and more. It is recommended to review the service options each time you make a request, as services and resources may be unavailable on a specific day due to inventory. If a resource or service is not available in the web app, complete the request without the resource, and contact the MRO for assistance.

Managing Bookings and Reservations

When utilizing the web app, users can view events they have requested, the event's statuses, and other relevant information under the “My Events” page in the left sidebar. This can be used to make changes to the reservation details, make changes to booking details, add services, and cancel reservations and bookings.

Note: Using the web app to cancel the reservation will also cancel all bookings under that reservation.