External Reservations

External Reservations

How to Reserve Space for an Event on Campus

  1. Click link complete the external request form.
  2. An email confirmation will be sent confirming your request.
  3. An Events representative will review your request and either confirm your event or inform you if there is a problem. Until an Events representative contacts you, your reservation is only tentative.
  4. Once you your event is confirmed you will be required to obtain adequate liability insurance to protect Harris-Stowe State University, its agencies, its clients and the general public against any loss, damage and/or expense which may occur in any buildings, sidewalks, pathways, etc., that are property of HSSU. Proof of insurance must be submitted 10 business days prior to event.

Reserve Space Early

These University services require the following advance notice.

  • All requests due 14 days prior to event date (includes requests for meeting rooms, theaters, auditoriums, outdoor space reservations, tents, banner hanging, electric power, outdoor furniture, disabling irrigation)
  • Public Safety - All requests due 10 business days prior to event date (includes requests for crowd control, building access, gallery security)
  • Room Set-ups - Final schematics due 5 business days prior to event date (changes will not be accepted after this deadline) 
  • Audiovisual Equipment All requests due 5 business days prior to event date

Building Guidelines

The following venues have specific guidelines. Please download the appropriate set of guidelines for your event, sign and return to your event specialist. (All guidelines are PDF format.) 

Co-Sponsored Events

  • University departments can co-sponsor events with external organizations.
  • Please read the Sponsorship Guidelines to see what qualifies, and what your event may cost.

Please note:

  • Do not assume receipt of the event request form equals confirmation. Your event is not confirmed until Events receives the completed form and notifies you of approval.
  • Do not send out invitations, make fliers or programs, place rental orders or confirm catering until you have received confirmation from Events that your event is approved.
  • Events reserves the right to cancel the reservation if it conflicts in any way with the general policy of the University regarding special events. Events also reserves the right to change reservations to other spaces with the understanding that, if possible, comparable facilities will be provided when the change is necessary.
  • Client agrees to be responsible for any damages to University facilities and/or property or injury to other persons caused by persons using University facilities.

Give us a call at 314-340-3506 or send us an e-mail at to begin planning your next event.

Image of the HSSU seal


Located at 3026 Laclede Ave., St. Louis, MO 63103 | (314) 340-3366

Thank you for visiting In order to ensure compliance with the Acceptable Use and Security Policies of Harris-Stowe State University and those of MORE Net, our Internet Service Provider, internet traffic on this site is monitored. Copyright (©) Harris-Stowe State University. Questions about this and other Web sites owned by Harris-Stowe State University may be directed to Click here to submit feedback or report errors.