All request forms must be emailed to union@truman.edu in between 8:30 am Friday, March 25th through Tuesday, April 5th at 5 PM
ROOM RESERVATION PROCESS
WE USE A LOTTERY SYSTEM to assign rooms according to size of group to ensure that all have an equal
opportunity to receive an event space. Our priority system is as follows:
Priority 1: Campus-wide events (such as Homecoming, Career Fairs, University Planning Day, Visit Days, Board
of Governors Meetings, etc.)
Priority 2: Student organization large one-time events and weekly meetings
Priority 3: University departments and offices
Priority 4: External Client Events (Banquets, workshops, meetings, etc.)
ALL POLICIES, CHARTS, AND FORMS WILL BE AVAILABLE on our website for emailing beginning
Friday, March 25th at 8:30am: https://union.truman.edu/room-lottery-forms
REQUEST FORMS & INFORMATION
Based on the information you provide on our form, we will assign a room that maximizes efficiency for all groups.
Please fill out the Fall 2022 lottery request form(s).
If you are meeting every week or every other week— circle the dates you need. **If your group meets twice weekly
(i.e. Tuesday’s and Thursday’s) please submit a separate form for each day, as we separate these in two categories, Main
Meetings and Secondary Meetings. If you have a special event (such as a workshop or conference), which lasts more
than one day (i.e., Friday & Saturday), please circle those dates on one form. This will be considered a one-time special
event. Your event will have a better chance of being drawn as a single event, and not as two one-time events.
Submit your request(s) to the Union & Involvement Services Office from 8:30 am on Friday, March 25th until 5 PM on
Thursday, April 5th. Anything received after April 5th at 5 pm will be processed on a first come first serve basis.
PLEASE NOTE: We cannot take requests for residence hall spaces at this time; spaces may be reserved no sooner
than 2 week before an event. Additionally, we cannot take requests for publicity tables at this time.
Not all buildings on campus have the same hours. If you are concerned your reservation may interfere with building
hours or have questions, please contact our office for more information.
The Student Union reserves the right to put your event in the best space in order to accommodate all needs.
Study Space/tutoring requests guidelines are as follows: 1 day per week, in 1 room within 1 building for no more than a
2 hour period.
WHAT HAPPENS NEXT?
The Student Union staff will enter requests based on the usage policies and how events fit best in the building. Usage
policies for event spaces can be found at https://union.truman.edu/room-lottery-forms
Requests will be categorized by priority and size of group, then drawn at random and assigned to rooms with capacities
matching the size of group.
Any request received after the lottery will be handled on a first-come, first-served basis after lottery assignments have
been processed.
All confirmations will be sent via email prior to the beginning of the Fall 2022 semester.
PLEASE NOTE: You will not be able to submit Fall requests via Virtual EMS until all lottery requests have been
processed.
Please read and review your confirmations carefully. And visit https://union.truman.edu/policies/ for our building policies
ANY QUESTIONS? Contact the Union & Involvement Services Office at 660–785–4222, union@truman.edu, or stop by our
office, SUB 2000 inside the Hub.