To ensure sufficient response time and coordination, please submit your request at least two weeks before the event date.
For event promotion and campus announcement, please fill out the RRC Event Publicity Form.
* If your event is catered, the catering service has to be obtained from the food service contractor or from other catering services, if approved and included on the annual list of the university approved caterers. See the current list of Texas State approved caterers.
Confirmation
Acceptance of this form does not constitute a confirmation of your request. A confirmation of the date, time, room number and charges (if any) will be sent to the contact person via email. It is the contact person’s responsibility to notify the RRC at amy.wong@txstate.edu of any corrections or additions that need to be made to the confirmation.
Assignment of Rooms
The Texas State University Round Rock Campus reserves the right to reassign rooms if necessary. As an institute of higher education, our students and classes are our first priority. If an academic need arises necessitating use of a reserved room, we will make every effort to relocate, reschedule or refund your event.
Charges
All charges will be included in the confirmation. However, should additional charges need to be made, they will be reflected on your invoice.
Payment
The complete fee is due no later than 48 hours prior to the date of the event as Cash or a Check. Checks should be made payable to Texas State University and can be mailed to Texas State University Round Rock Campus, Room 401F, 1555 University Blvd, Round Rock, TX 78665.
Cancellations
Notice of a cancellation must be received no later than 48 hours prior to the date of the event. Failure to cancel a room reservation may result in a $20.00 cancellation fee.
Responsibility of Department/Organization
It is expected that you will exercise proper care of the facility, furniture and media equipment. Make sure all trash is properly disposed of and not left on tables and chairs.
Parking
Every vehicle parked on the Round Rock Campus must display a valid Texas State parking permit for special events, including handicap parking. Starting Fall 2023, on-campus events directly supporting the RRC strategic goals may be exempt from event parking fees. Requests are submitted to the Office of Vice President, Round Rock Campus for reviews and approvals.
Alterations and Damages
The department/reserving party shall use reasonable diligence in care of the assigned room, its furnishings and in the facility’s common areas. The outside organization/reserving party may not make alterations to University property without the specific written consent of the RRC director or designee. The outside organization/reserving party agrees to pay for damage caused to University property as a result of negligence, carelessness, accident or abuse. Payment is due upon demand. If the identity of the person responsible for damages cannot be determined after investigation, the RRC director or designee may prorate the cost to repair the damages and administrative fees among all or any portion of the reserving party, as is deemed fair.
