Student Organization Event Request Form

At this time, student event reservations can only be made by members of a TXST student organization. If your TXST class or group would like to make an event reservation, please check with your department to submit an Internal Event Reservation Form.

First and Last
Event Location *
How much time will be required for set up prior to event
for parking permit assistance
Please list as many details regarding your event as possible
Room Preference:
Will alcohol be served? *
Please make sure to submit a Food Waiver Form as well.

* 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.

Audio/Visual & Equipment
Is your event open to the public?


With the exception of the conference rooms, each room is equipped with a data projector, PC with Video/DVD/CD player and internet access, screen(s), whiteboards and an Elmo or an overhead.  The classrooms and lecture room have 5 ft. and 6 ft. tables with chairs, the teaching theatre has theatre-style seating with tables in front of each row of seats, and each conference room has one conference table with chairs.


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 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.

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.


Every vehicle parked on the Round Rock Campus must display a valid Texas State parking permit for special events, including handicap parking. When a special parking pass is required, please make sure the information is noted in the comments on the Room Reservation Request Form.

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.