Frequently Asked Questions

When can I submit a reservation request?

All reservation requests must be submitted at least 7 days in advance of the event date. This includes SU/SSB/SSA/SU Mall locations. We recommend getting your reservation request submitted as early in advance as possible. Reservations typically open for the semester about a month in advance. Exact open booking dates are posted here.

How long will it take for my reservation request to be processed?

• All reservation requests must be submitted at least 7 days in advance of the event date.
• The typical request processing timeline is 7-10 business days but may be shorter or longer depending on scale of event. However, due to the high volume of beginning of semester requests, request processing will take longer. You will receive a confirmation email once your event request has been processed. Please do not market your event until you receive email confirmation.
• Please note that modifications to already-confirmed events may include a second review for event approval from the Student Organization Center, Fraternity and Sorority Life, or Student Union.

What is the room and booth cancellation policy?

• You may cancel your reservation online through the Mazévo system up to 7 calendar days prior to the event date. You may cancel your reservation via email up to 24 hours prior to the event date.
• All reservations must be cancelled at least 24 hours prior to the date of the event or the booking will be considered a no-show.
• For registered student organizations, three no-shows will result in loss of reservation privileges.

Why can I not see the “Create Event” button on Mazévo?

• There are two common reason why this happens. Either you have just created an account and the Reservations Team is still processing your request, or your account has been processed but you need to clear your browser cache and re-open your browser.
• Alternatively for students, if you previously had the ability to create events but cannot now, it is possible you are no longer a designated room scheduler for your student organization. If this is the case, please inquire with your organization about the change.
• If neither of the above are applicable to you, or you are still having trouble after clearing your browser cache, please reach out to the Reservations Team at unionreservations@utdallas.edu for assistance.

Where is outside food permitted?

Student groups planning to have food at their events must comply with SOC’s Food Policy. If approved, outside food is permitted in the following areas:

• SU Galaxy Rooms
• SU Artemis Hall
• SSA Multipurpose Rooms (no red beverages)
• SSA Gaming Wall Lounge
• SU Mall (all outdoor areas)

Where is food prohibited?

Food is prohibited in these Student Union locations:

• SSA Auditorium.
• Red beverages are not allowed in the SSA Multipurpose Rooms.
• Student groups planning to have food at their events must comply with SOC’s Food Policy.

Are open flames allowed anywhere on campus?

No.

What events are not allowed on the SU Mall?

For the safety of our university community and upkeep of our facilities, the following events may not take place in SU-Spaces:

• Pieing Events
• Events with Water Balloons
• Petting Zoos
• Events involving Slime
• Tie Dye Events

What are the art activity rules?

For the safety of our university community and upkeep of our facilities, the following art rules are enforced in SU-Spaces:

• Allowed in SSA Meeting Rooms and Artemis Hall: Pen and Pencil that doesn’t run or smudge, Dry Papercrafts
• Allowed with full table and floor protection in Artemis Hall ONLY: Acrylics, Tempera, Watercolor, Graphite
• Not Allowed Anywhere: Oil, Charcoal, Glitter, Confetti
• Groups will be responsible for providing protective material and for completely covering the floor and tables in reserved spaces.

What is the Amplified Sound Policy?

Note: These guidelines apply to persons and registered student organizations requesting to use amplified sound.

• Groups must agree to adhere to the Amplified Sound Policy when submitting a reservation request on Mazevo.
• The requesting registered student organization must make every effort to ensure their event does not disrupt academic activities in surrounding buildings and that the following provision is met:.
• Sound is only permitted 8 a.m. – 11 p.m. Monday-Friday and 9 a.m. – 11 p.m. Saturday and Sunday.

How are Sound Level Violations Handled?

Note: It will be the responsibility of the Student Union Administration or other University Official to monitor sound levels throughout the event to ensure compliance.

• The group will be requested to lower the volume if an acceptable noise level has been exceeded.
• If a second warning is issued, the group will be requested to lower the volume to an acceptable level, which must be accomplished within one (1) minute.
• If a third warning is issued, the group will be requested to end the event. The group could be subject to additional restrictions and/or sanctions.

What type of equipment is not provided?

• The Student Union does not provide any set-up or A/V equipment to the Chess Plaza. If you are in need of sound or tabling equipment, please complete an Event Enhancer Request Form via the Student Organization Center.
• The Student Union does not provide tablecloths, apple adapters, cash boxes, or musical equipment.

Why was the Faculty Staff Dining Hall renamed to Artemis Hall?

Recently, we made the decision to rename the current space we are in to Artemis Hall. Each half of the hall will be Artemis I and Artemis II. Space exploration and UT Dallas go hand-in-hand. UT Dallas was integral in putting the first men on the moon, and without space exploration, UT Dallas may never have become an institution. Some 53 years later, The Artemis Program seeks to write a new chapter in space exploration, and will land the first woman and first person of color on the moon. The name of this space reflects the departmental, divisional, and university values of innovation and forward-thinking.

How do I express a concern?

• Our online Concern Form can be accessed here.