Academic Facility Request

The Office of the University Registrar assist with the reviewing and scheduling of requested usage of academic rooms. Academic spaces may be requested for use by departments, students and student organizations, and approved external groups.

Before submitting a room request, please review the regulations for room usage below.

To formally request room usage, you must complete the facilities request form. All required information will be collected through the electronic form, and the request will be routed to the appropriate approvers for review. Final confirmation of the room reservation will be sent to the requestor via email once the requested has been approved and verified. For questions or assistance, please contact schedule@louisiana.edu.

Academic Facilities Use Forms

UL Lafayette Departments

Student Organizations

Regulations for Use of Academic Facilities

Force Majeure. The performance of the Agreement by either party shall be subject to “Force Majeure”, which shall be defined as any event beyond the control of a party, including, but not limited to: labor disputes, strike, riot, vandalism, sabotage, terrorist act, war (whether declared or undeclared), inclement weather, flood (whether naturally occurring or manmade), tidal surge or tsunami, landslide, earthquake, fire (whether naturally occurring or manmade), explosion, power shortage or outage, fuel shortage, embargo, congestion or service failure, epidemic, government regulation, proclamation, order, or action, or where any of those factors, circumstances, situations, or conditions or similar ones make it illegal, impossible, or inadvisable, to hold the Event or to fully perform the terms of the Agreement. In the event of a Force Majeure event, the Event may be rescheduled or relocated by agreement of the parties, without liability, damages, fees, or penalty, with relocation to be determined at University’s sole discretion and dependent upon availability. In the event of a cancellation due to Force Majeure event and at the University’s sole discretion, University may refund deposits and fees paid, less any amounts incurred by University in anticipation of the Event up to the point of cancellation.

Campus Events Framework. Event Representative is required to be familiar with and abide by the terms and conditions of the Campus Events Framework and the Public Health Guidance referenced therein, an up-to-date copy of which can be found at https://policies.louisiana.edu/about/campus-eventsframework (a current copy as of the time of Lease signing is attached hereto as Exhibit A for reference). As policies and guidelines related to specific health and safety guidance change based on state, local, and University mandates, the University may update the Campus Events Framework as deemed necessary. It is the responsibility of Event Representative to monitor and abide by the version of the Campus Events Framework that is posted on the website at the time of Event Representative’s use of University property.

Primary Mission. The University reserves the right to reschedule or, if no mutually agreeable date, time, and location is available, cancel any event if a need arises for the University’s use of the space to fulfill the University’s primary mission.

Regulations for Use of University Academic Facilities by Approved Student Organizations

Adopted and Approved by the University Council (December 2002)

In order to provide for security of University facilities which are used on weekends or holidays, and to ensure that these facilities are cleaned and in order for ensuing normal scheduled academic activities, the following policies and procedures are promulgated.

I. Events Sponsored or Co-Sponsored by University Administrative Units
A. The University employee who signs the Authorization Sheet and Request for Use of Academic Facilities Form as the person making the request will be held responsible for security and cleanup of the facilities to be used and will sign a statement to the effect.

In the event that University Police personnel (482-6448) and/or University Custodial (482-2001) assistance are desired, arrangements for these services can usually be made for the standard rates of compensation.

B. The University employee who signs the request form will be held responsible for opening facilities and securing facilities after the scheduled event has concluded.

1. If this employee, as a result of his/her regular University duties, possesses a key to the facility to be used, he/she may use this key to open and secure the facility.

2. If this employee does not have a key to the facility to be used, then the employee will assume the responsibility for timely request, 2 weeks prior, and contact the Physical Plant (482-2001) in order to have the facility opened prior to the event and locked after the event is completed.

C. The University employee will be responsible for insuring that all facilities used on weekends or holidays are in order, cleaned and ready for classes and/or other scheduled University activities on the next regular class day.

II. Events Sponsored by Individuals or Groups from National, State or Local Public Agencies

A. These events must have at least one University Police Officer (482-6448) assigned from at least thirty minutes prior to the start of the event until the event has concluded and the facilities are secured. This University Police Officer will open and secure the facilities and will be responsible for their security during the course of the event.

B. In general, the sponsoring agency will be responsible for contracting with the University Physical Plant Department (482-2001) to have the facilities cleaned after their use.