Frequently Asked Questions
Reservations
I’m unable to submit a web request using Virtual EMS?
Web requests can only be submitted 2 weeks prior to your event date. Student organizations requesting space less than weeks from your event date you will need to complete a scheduling request form and submit to Event Services, in person or email. SIUE Departments can contact Pat Apponey.
Reservation requests for the Meridian Ballroom or Conference Center must be scheduled no less than 2 weeks prior to the event date. Requests made after 2 weeks are subject to availability and require MUC approval.
Can I rent the SSC meeting rooms to study?
The SSC is only available for reservation for registered student organizations, SIUE departments or external clients. SIUE students can use their cougar card for access to these rooms on a first come first serve basis, unless the rooms are reserved for an event.
How soon do I have to cancel my event?
Please contact Event Services as soon as you know your event will no longer take place. Cancellations within (2) two business days prior to the event, as well as no-shows occuring the day of the will be subject to a fee per the current rate schedule, plus the cost of any reserved event equipment (linen, tech equipment, etc.) and catering.
Cancellations which occur within one (1) business day prior to an event with setup and audio-visual equipment requested, will be charged a fee for the room and technical services per the current rate scheduled.
Can I reserve space if I’m not with a student organization or SIUE department?
Yes! If you are not sponsored by an organization or department, you are considered an external or off-campus group, and all appropriate policies and charges would apply to your event.
I submitted a request but didn’t get a confirmation. What should I do?
You can always contact our office to check up on your request. We book reservations in the order that we receive the requests, so sometimes there are a number of requests in front of yours that are still being processed.
If you have not received a confirmation from us, your event has not been booked. If you have not signed and returned your confirmation, your event is not confirmed. If the date for your event is approaching and you have not received a confirmation, reach out to us.
I submitted a request but my confirmation looks wrong. What should I do?
There are a number of reasons your confirmation may not match your original request. We accommodate requests in the order they’re received with the equipment, staff, and spaces that we have available. We may have to alter your event based on what’s available and what we can accommodate.
If your confirmation is incorrect, do not sign it. If you sign and return a confirmation you are signing a contract confirming that the details are correct. Contact us and request any changes you might have.
My event setup is wrong/I changed my mind about the setup. How do I change it?
If your setup is wrong, please call us or come into the office so we can fix it. If your setup is as requested but you want to make changes day-of, we will do our best to accommodate those changes, and you will be charged a late request fee.
Do not alter the setup of your event yourself. If any changes need to be made, our staff will make them.
Who is my adviser or fiscal officer?
Your adviser is the full-time SIUE staff or faculty member who oversees your student organization. You can ask us or the Kimmel Student Involvement Center if you aren’t sure who it is. We will never ask for contact information from your national adviser, if you have one.
If you are a student organization, your adviser is your fiscal officer. If you are an SIUE department, your fiscal officer is the person responsible for all transactions involving your account.
What is an 8-account number?
An 8-account number is the number associated with the University’s version of a bank account for student organizations. If your organization does not know it, you can reach out to the Kimmel Student Involvement Center.
What is a billing purpose/billing reference number?
A billing purpose/billing reference number (commonly abbreviated as BP#) is the number associated with the account of an SIUE department.
Catering
Can I provide my own food for events?
All food and beverages must be provided by MUC Catering Services. Catering orders must be requested no less than 2 weeks prior to your event. Catering orders placed after 2 weeks will incur a 15% late fee.
Are tablecloths included?
Tablecloths are included with events that consist of buffets or plated meals. Tables are not included for reception style events, boxed lunches or snacks. Catering Services offers tablecloth rentals starting at $6.50 each and must be ordered 14 days prior to the event.
Can I take food to go?
We do not provide to-go containers, platters, baskets, or bags on buffets or receptions. Catering staff will remove all perishable foods from your event at the conclusion of the service time. Any nonperishable items (pre-packaged snacks or bottled beverages) can be taken if desired.
Audio and Visual
Can I use my own tech equipment?
Yes, you can! Just let us know what you’re bringing. However, if you need technical support for equipment you will be billed for staff support per the current rate schedule.
Can I bring in a DJ?
Yes! Please let us know if you’re bringing a DJ. We require DJs to be self-contained, meaning we don’t provide A/V equipment or support for them. You can request access to power and a table for them to set up at.
Can someone run our presentation for us?
We no longer run presentations for clients in the Meridian Ballroom or any of our event spaces. We have wireless presentation controllers that you can request to make presenting easier.
Can our event be virtual/hybrid?
Yes, you can request Zoom Basic or Zoom Premium for your virtual or hybrid event. We can accommodate a two-camera setup.
My laptop won’t connect/the A/V in our room isn’t working. What should I do?
Please let us know if this is the case by coming to our office or giving us a call. If your event is outside of business hours, go to the Welcome Desk for assistance. In the unlikely event that there is no one around to assist you, please send us a detailed email explaining the issue you had and someone will reach out to you when the office opens.
