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.

Failure to Cancel (No-Show)

A student organization’s failure to cancel a reservation will result in a written warning letter. Two warnings will be given during the school year. A third failure to cancel a reservation will result in the loss of scheduling privileges for the remainder of the semester and cancellation of all events currently scheduled. This procedure applies to both meeting rooms and lobby spaces. Failure to cancel may also result in surcharges.

For University departments, failure to cancel a reservation will result in a charge of $100 for all meeting rooms and spaces and $250 for the ballrooms.

Commercial Sales and Solicitation

All Commercial Sales, Solicitations, Advertising, and Other Commercial Activity including, Credit Card Activities, on property under the jurisdiction of the University is prohibited except by organizations and groups directly connected with the University and upon written approval of the President or pursuant to a written contract or agreement with the University under BOG Finance and Administration Rule 5.5 – Use of University Facilities.

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.

Games Area Special Event Policy

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.