Reservations

Explanation of Room Rates

The Swain Student Activities Center has many meeting and event spaces intended for use by the campus community. In order to maintain these spaces and provide a high level of service, groups may be charged for using SAC rooms and equipment.

For most meetings and events, setup of the room with tables and chairs is provided at no additional cost. Setup of equipment beyond tables and chairs may incur fees as indicated. Also, events that occur outside the typical open hours of the building may be assessed an hourly fee to extend SAC hours. Please also review our charges for audio-visual equipment. Each space includes two microphones, projector, screen, and laptop. Equipment needed beyond those items will incur fees.

Rates for Affiliated Events

For events that are organized by an RSO or a University Department, but are primarily intended for attendance by non-UofL persons, SAC staff will bill the organizing group at an Affiliated Rate instead of the usual RSO or department rates. Affiliated events are charged lower fees than events hosted solely by a non-UofL group. RSOs and University Departments are not permitted to “front” for outside organizations to obtain this lower rate on behalf of a non-UofL organization. To be eligible for the Affiliated Rate, the organizing RSO or University Department must be responsible for making the space reservation and working with SAC staff to communicate event needs and execute the event.

Rate Schedules

• Student Groups - applies to events intended primarily for attendance by the campus community and that are hosted by Recognized Student Organizations. RSO must currently be in Good Standing.
• University Departments - applies to events intended primarily for attendance by the campus community and that are hosted by a UofL department
• Affiliated - applies to events intended primarily for attendance by non-UofL persons, but are hosted by a Recognized Student Organization or UofL department
• Non-UofL - applies to events hosted by a non-UofL organization

SAC facilities staff reserve the right to make any final determinations regarding what rates and fees are appropriate for events using SAC facilities or equipment.

Room Rates

*Effective January 1, 2024.

Early/Late Open - $25 per hour Requires 2 week notice.

Cancellations and No Shows

Cancellation must be given to the SAC reservationist within 7 working days of events in the Multipurpose Rooms, Ballroom, Red Barn, and outdoor spaces. Cancellation must be given within 72 hours for events in meeting rooms and the Floyd Theatre.

If no cancellation is received, SAC staff will proceed with setting the reservation as requested. In the event that the reserving organization does not show up at their event or meeting, the event will be designated a No Show and will be billed as if the event did take place will all requested services.

Student Groups that accrue No Show events in the current academic year will have the following penalties levied:

• First occurrence = Written notice
• Second occurrence = $25 fee
• Third occurrence = $25 fee and loss of reservation privileges for remainder of current academic year

Invoicing

Typically within 7 days after the event date, SAC staff will provide the reservation holder with an invoice listing all charges and credits for the reservation. Non-UofL groups must pay all identifiable costs in advance of the event, unless other arrangements have been made in advance with SAC staff. Additional services requested after these costs are invoiced and paid will be billed at a later date.

Organizations who fail to pay for costs associated with their reservations in a timely manner may risk losing their privileges for making future campus reservations.

All programs happening within the Student Activities Center are open to eligible faculty, staff, and students regardless of race, color, national origin, sex, disability, or age.

Student Orgs. – Projector, Laptop, 2 mics are included. Additional equipment is billable.

The Student Activities Center reserves the right to adjust pricing accordingly as needed based on event.

Here we've listed some example setups that can help you when requesting a reservation of SAC spaces. These are just broad examples, so let us know if you have any special requests for your events or meetings. Due to space and equipment limitations, not all setups are permitted in all spaces.

Theater

The Theater setup consists of rows of chairs facing a presentation or stage.

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Banquet

The Banquet setup consists of round tables, typically set with 8 chairs per table. All round tables in the SAC and Red Barn are 60" in diameter.

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Hollow Square

The Hollow Square setup consists of rectangular tables in a rectangular formation with chairs around the outside.

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Open U-Shape

The Open U-Shape setup consists of rectangular tables in a U shape with chairs around the outside. Open end is usually facing a presentation or audience.

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Classroom

The Classroom setup consists of rectangular tables with seating facing a presentation.

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Boardroom

The Boardroom setup consists of of single large table or multiple tables pushed together with chairs around the outside.

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Panel

The Panel setup consists of rows of chairs facing a panel of presenters seated at a table.

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Interview

The Interview setup consists of a panel seated at a table facing a single seat also at a table.

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Standing Reception

The Standing Reception setup consists of a cleared space with standing height cocktail tables. May also be combined with some round tables for limited seating. There are a limited number of cocktail tables available on hand, so be sure to let our staff know if you would like to have them for your event.

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The Swain Student Activities Center offers a variety of audio-visual and technological accommodations to enhance events. Some of these accommodations include:

• Built-in digital projectors and displays
• Built-in audio services
• Portable audio-visual equipment
• Free high speed wireless internet

In addition to technology resources, the SAC is also equipped with some essential special event equipment such as modular staging, pipe and drape, sign stands, and a variety of other items. Clients can work with SAC staff to build an event setup that meets the needs and expectations of almost any event.

Equipment and Technology Fees

SAC tables, chairs, and some other types of equipment are available for most space reservations at no additional charge.

Delivery charges may apply for SAC equipment that is delivered to campus spaces beyond the SAC, Red Barn, West Plaza, and South Plaza. Groups may be able to avoid delivery charges by arranging pickup of the equipment.

Most SAC meeting and event spaces are also equipped with a variety of state of the art digital displays, projectors, and audio equipment. Though some of this AV equipment may be built in to the space, groups must request to use it for their event or meeting. Use of AV equipment may incur fees that will be charged to the reservation. Please see equipment fees below to find pricing information. Descriptions of the rate schedules can be found on the Room Rates page at: www.louisville.edu/sac/space/room-rates

Reserved spaces in the Student Activities Center include a projector, screen, and two microphones (if the space allows). Groups requiring additional audio visual equipment will incur cost. Please note that fees may still be assessed for other chargeable services including extended building hours, delivery of equipment beyond the SAC, additional staffing or custodial services, etc.

KY state sales tax of 6% is included in all listed equipment rates.
Addition AV fees for special AV requests may be applied.