This form MUST be completed at least 10 BUSINESS days prior to the event. Business days are Monday through Friday when the college is open for normal business.
UPDATED INFORMATION-PLEASE READ BEFORE SUBMITTING FORM:
RSOs may begin requesting room reservations for general meetings (within CASE, Building 7) 2 weeks before course registration begins for the next semester. For example: Fall 2024 Course Registration begins on Monday, March 4, 2024. RSOs may begin submitting room reservation requests on Monday, February 19, 2024. Room/space reservations for RSO events (not meetings) may be submitted at any time, but no more than a year in advance. All Logistics Requests are processed in the order that they are received.
Always include 1st, 2nd, and 3rd preferred room choices, meeting times, and days.
The Annual Registration Form and the Facility & Equipment Use Agreementmust be completed by the RSO before submitting room requests.
The general rule at LSC-CyFair is that student groups hosting an event or meeting in any campus room, except in CASE Building 7 (Student Life), must have an advisor present. Rooms available for RSOs to reserve within CASE, Building 7 are:
• Falcon Room (CASE 200.A) – hosts up to 35 people*
• Project Workroom (CASE 101) - hosts up to 14 people
• Conference Room (CASE 103.D) – hosts up to 8 people
*If an RSO meeting in the Falcon Room has less then 14 people, Student Life reserves the right to move that RSO’s meeting location to a more size-appropriate room (the Project Workroom or the Conference Room).
If a student group is planning a meeting or event when an advisor cannot be present, but there is no available space in CASE, Building 7, they may request to use CENT 101.
No group should assume that they have a room reserved (even after they submit a Logistics Request Form), until they are notified by the RSO Specialist that the room reservation has been confirmed.
Per LSC Policy, all TRAVEL requests MUST be submitted AT LEAST 30 days in advance. Any request received less than 30 days in advance will be denied, unless there is VERY good evidence that the request could not have been submitted by the deadline.
In accordance with First Amendment Rights and LSC Board Policy VI.D.10 states, “students enjoy First Amendment protections on all premises.” This means that students and student organizations have the right to assemble at will on campus providing:
• The speech is not disruptive to classes, business or event activities
• The activity is not College sponsored (e.g. theatrical productions through the theater department)
• Does not promote illegal drug use
For more information or clarity, please reference: LONE STAR COLLEGE SYSTEM DISTRICT BOARD POLICY MANUAL Fifth Edition
The use of this form is only required if you are requesting services from Student Life or Recreational Sports. However, even if you do not need services, you can submit this form for informational purposes. You do NOT need to include other campus events that your organization participated in but did not coordinate (e.g. Involvement Fair, Open House). If you have any questions, please contact centerforstudentlife@lonestar.edu
When this form is APPROVED, your event will automatically be posted to the Student Life calendar. Contingent upon approval, your event is not officially scheduled until you have received an email from Student Life stating that it has been approved.
Once the form is submitted, the Center for Student Life will check to make sure that the club/organization is registered in the current academic year and has completed required paperwork. Student Life will also check the club/organization budget for available funds. If the funds are available, the Center for Student Life will begin purchasing the requested items. If the funds are not available, the Center for Student Life will check the club/organization Fund 50 account for funds. If no funds are found, the request will be denied.
Lone Star College System requires that all departments and RSOs utilize contracted vendors for catering requests. The current list is available on the Forms & Resources website.
If the vendors listed cannot provide what you need, contact Student Life Specialist III, Emily Wade ASAP for more information.
Lone Star College System requires that all departments and RSOs utilize contracted vendors. The current list of approved vendors is available on the Forms & Resources website.
This request should only be used when your club is hosting a major event and you want artwork created through College Relations. If you are submitting a request for College Relations to create a design for you, please note that it will almost surely take more than 10 business days to complete the request. For club meetings and smaller events, creation of flyers is a club function and should be completed by students in the club. We recommend using a free Canva account to create flyers. If you wish to submit a flyer for feedback or to post on the Student Life website and social media, or if you need your club secondary logo to include on your flyer, please submit this request. You can also use this form to request the printing of a flyer that your group has created. Please note that Student Life will not print any documents for posting that are not compliant with LSC branding requirements, as it would be a violation of LSC procedures for us to do so.
All funds collected must be turned in to Student Life IMMEDIATELY after the end of the fundraiser. If the Student Life is closed, the funds should be brought into the office as soon as it opens on the very next business day. Funds will be counted in front of an officer or advisor and the Deposit Memo will be completed. The funds will then be taken to the Payment Center by Student Life Staff for deposit into the RSO's Fund 50 account. Copies of receipts will be available upon request.