Student clubs and organizations wishing to reserve meeting space must do so in advance by submitting their requests through the Office of Student Life located in the Warde Academic Center (L-103). All campus spaces including outdoor locations, must be reserved through this process. The request is not considered confirmed until the Office of Auxiliary Services verifies availability and confirms the online reservation request. The status of the reservation request is normally available within 24 hours. At that time, a copy of the fully executed request may be obtained from the Office of Student Life. This copy will act as proof of a confirmed room reservation and will be needed to place any support service orders such as food service, media service, housekeeping etc. If the event is canceled, the Office of Student Life and the Office of Auxiliary Services must be notified immediately. Failure to notify Student Life of event cancellation in a timely manner will be documented in the student organization's file and may result in disciplinary procedures.
Because of issues of security, parking, insurance liability and the limited availability of resources, it is imperative that every event be listed on the Master University Calendar. Room setup requests must be received no later than seven days before an event. Chartwells is the sole provider of food service at Saint Xavier University. Outside catering/food is not permitted. Organizations are responsible for ensuring that campus facilities are utilized appropriately and left in a clean and orderly manner after the event. Room cleanup is the responsibility of the sponsoring student organization. Charges will be incurred for organizations who damage or dirty any facility.