Events

• Advanced Room Reservations 
  • LEVEL 1
    • Events with a campus-wide impact or those requiring extensive planning may request space beyond the calendar year, up to the point the University has released the academic calendar.
      • Examples:  Admissions sponsored events (e.g., Open House, Admitted Student Days), New Student Orientation, non-college specific career/job wellness/involvement fairs, Pridefest, Homecoming, and other large-scale campus wide events requiring extensive planning and collaboration and open to all students 
  • LEVEL 2
    • Registered Student Organization (RSO) meetings and events may be requested up to one year in advance, starting in May for the following academic year.  RSOs must be in good standing with the Department of Campus Life.
    • Events that include a facility fee generating revenue to support the SMC's mission may be requested up to one calendar year in advance, including those managed by Conference Services and internal events that include a facility fee.
  • LEVEL 3
    • Non-student org meetings and events open to students may reserve space up to one semester in advance (Beginning July 1 for fall semester events and December 1 for spring semester events)  E.g., college-specific programming and related events
  • LEVEL 4
    • Events that do not include current students but support the mission of the University (employee-only meetings/events, labor union activities, committee gatherings, staff meetings, trainings, etc.) may be reserved up to one semester in advance (August 1 for fall semester events and January 1 for spring semester events)

 

• Academic Limitations
  • The following activities may not be held in the SMC:
    • Regular and recurring class meetings, extra class meetings, required project meetings, seminars, and/or individual course orientations
    • Other recurring academic activities such as certifice or other credit bearing programs

• Step 1 SPACE:  Review the SMC reservable spaces to determine which space(s) best supports your program.  
• Step 2 REQUEST RESERVATION:  Once you have identified a space, click the Faculty/Staff Reserve a Room link below to make your room reservation request in Ad Astra.
  • Logging into Astra does not mean you have Astra permissions. If you do not know if you have Astra permissions, click HERE to request user access and permissions.
• Step 3 APPROVAL:  Once you have made a room reservation request, and have received a room reservation approval email from Astra, your room has been successfully reserved.  
• Step 4 SETUP & IT SUPPORT:  If you need IT support (computers, projection, sound, podium, etc.) or a specific room setup for your program (additional tables, chairs, layout, etc.), you must complete the Event Setup & IT Request Form below.  
  • Note:  If this request form is not completed, your room reservation will include the standard room setup.
  • All requests should be made at least 2 weeks in advance.  Requests made within less than 5 business days before the scheduled event cannot be guaranteed and are subject to the availability of staff and facility resources. 
    
• Step 5 ARRIVAL:  Arrive to the room you reserved 10-15 minutes ahead of time to review and ensure your room is set up to your liking.  
• SUPPORT:  Questions about your room reservation, or need to cancel your room reservation?  Contact the Info Desk at 717-871-4636 or email smc@millersville.edu

Reserve a Room (Faculty/Staff)

 Event Setup & IT Request ForM

• Step 1 SPACE:  Review the SMC reservable spaces to determine which space(s) best supports your program.
• Step 2 REQUEST RESERVATION:  Once you have identified a space, click the Student Org Reserve a Room Link below to make your room reservation in Ad Astra. 
  • NOTE:  The president of each student organization has identified up to 2 members of the organization who are permitted to utilize Astra on behalf of the organization.  Only these members are permitted to request space in Astra.  Don't know who the Astra-approved members of your organization are?  Contact Campus Life.
• Step 3 GET INVOLVED:  Once you have requested your space in Ad Astra, login to Get Involved and register your event with Campus Life.  All student org on-campus activities MUST be reviewed and approved by Campus Life before the event can occur or be advertised.  If the event is not registered in Get Involved within 10 days of reserving a room through Ad Astra, your room reservation will be canceled.
• Step 4 SETUP & IT REQUESTS:  If you need IT support (computers, projection, sound, etc.) or a specific room setup for your program, you must complete the Event Setup & IT Request Form below.  
  • Note:  If this request form is not completed, your room reservation will include the standard room setup.
  • IT requests should be made at least 2 weeks in advance.  Requests made within less than 5 business days before the scheduled event cannot be guaranteed and are subject to the availability of staff and facility resources. 
• SUPPORT:  Questions regarding student org events? Contact the Department of Campus Life at 717-871-7056 or at campuslife@millersville.edu.

 Reserve a Room (student Orgs)

Register Event on Get Involved

SMC SETUP & IT REQUEST FORM

Reservable Rooms

Effective July 1^st, 2023, the Student Memorial Center (SMC) charges a fee to host events in the SMC when at least 75% of event attendees are not from the MU Community.* Fees are seaprated by event groups below.

*MU community members are defined as current MU faculty, staff, actively enrolled students, or prospective students participating in a University-wide recruitment event sponsored by Admissions.

GROUP A:  NO CHARGE

Group A includes events that include at least 75% of attendees from the MU community. Group A includes, but is not limited to, most student organization sponsored events approved by the Department of Campus Life. 

Group A example events:

• Student Org events, meetings, and fundraisers
• University Open Houses, Admitted Student Expos, Preview Days, Orientation, etc.
• Job, Wellness, Involvement, and College Fairs
• Staff/Faculty Orientation, Training, Professional Development, etc.
• Any event that anticipates 75% current MU faculty, staff, actively enrolled students, or prospective students in attendance

GROUP B:  25%/50% of SMC Facility Fee

Group B includes events not specifically created for the MU community, but are planned, implemented, and/or paid for by a MU organization/department.  These events have less than 75% of attendees from the MU Community.

Group B has two SMC Facility Fee rates; a winter/summer rate and fall/spring rate:

                Summer/Winter Rate:  25% of SMC Facility Fee

                Fall/Spring Rate:  50% of SMC Facility Fee

Group B Example Events:

• Professional organization conferences/meetings organized by a MU department or group
• Camps, conferences, concerts, and other gatherings facilitated by departments and internal groups that have less than 75% of attendees from the MU community.
• Any event that does not anticipate 75% of current MU faculty, staff, actively enrolled students, or prospective students participating in a university-sponsored recruitment event in attendance
• Events charging admission and/or registration fees

Group C:  100% SMC Facility Fee

Group C includes events planned, implemented, and/or paid for by a non-affiliated MU group or organization.  These events are not directly intended for the MU community, and are typically managed by University Conference Services.   

Group C Example Events:

• Non-profit organization conferences, retreats, etc.
• Corporate retreats and gatherings
• Special Interest Groups
• Other non-MU sponsored festivals, events, gatherings, etc.
• Youth sports leagues, conferences, camps

 

Frequently Asked Questions: 

Q:  How is the SMC funded? 

A:  Actively enrolled students at Millersville University fully support the operations of the Student Memorial Center, including the SMC Rec Center, by paying a General Fee.  The General Fee is a mandatory fee used to support a variety of ongoing student services and activities on campus like student government, health services and wellness programs, and SMC debt, expansion, maintenance, capital replacement, and operations.  This fee is charged to all students (full-time, part-time, residential, community, off-campus) during all University sessions (fall, winter, spring, summer) and at all course locations (including University Center in Harrisburg and other off-campus sites).

Currently, the SMC receives approximately 37% of the collective General Fee.  The General Fee for the 2022-2023 academic year was $2,214 per full-time undergraduate PA resident, which resulted in the SMC collecting $819.18 per student.  The SMC has not increased this rate in several years in support of the institution’s focus on affordability, accessibility, and student success.    

Q:  Why don’t student organizations have to pay to use space within the SMC?

A:  Students who are members of student organizations have already paid to utilize the SMC through the General Fee.  Charging a second fee for facility use would result in students paying double for a resource they have already paid for once.  However, if the student org is planning an event that has less than 75% of the MU community attendance, a fee will be assessed.     

Q:  I’m a member of an alumni group.  Do we have to pay? 

A:  Yes.  Because the Student Memorial Center is fiscally supported by actively enrolled students, those who are not paying the General Fee are required to pay for use of the SMC. Alumni should contact Conference Services to reserve space on campus. 

Q:  My event/program falls into Group B, but I am a MU department.  Why do I have to pay to reserve space within the SMC?

A:  MU departments only pay a facility usage fee if they reserve space for events that anticipate less than 75% of attendees are from the MU community.  Simply put, our students should not be required to pay for a service/resource they will not benefit from. 

Q:  Where does the SMC Facility Fee go?

A:  All funds collected from the SMC Facility Fee return to the SMC Operating Funds and are used to further campus engagement, enhance and maintain SMC facilities, and invest in providing a safe and inclusive social environment for our students.   

Q:  If a room is not being used, can I just have the room?

A:  Reserving a room in the SMC to host non-MU community members not only makes space more difficult to find for those programs directly planned for the MU community, but they also come with additional services paid for by our students.  For example, all event setup (tables, chairs, audio, visual, etc.) is supported by SMC student employment wages, which is funded through the General Fee.  Essentially, actively enrolled students would be paying for the setup and support of events they are not permitted to attend. 

Q:  Where else on campus am I able to reserve space?

A:  Fortunately, Millersville University is home to the Bolger Conference Center (BCC) and other venues available to rent.  BCC is located in Gordinier hall and offers both small and large meeting rooms able to be configured into a variety of layouts.  Additional BCC features include 7 reservable rooms, elevator access, guest drop off location, and across the street parking.  

Additionally, most of our academic buildings on campus are reservable (without a fee) through Ad Astra.  https://www.aaiscloud.com/MillersvilleUPA/Default.aspx 

Q:  Whom should I contact for more information? 

A:  Group A and B should contact the Student Memorial Center at SMC@millersville.edu.  Group C should contact Conference Services at (717) 871-4200.

 

2024-2025 SMC Facility Fee Chart

• How do I cancel/modify my reservation?
  • Email smc@millersville.edu at least 24 hours in advance to cancel or modify an event request
• Why do I have to include my cost center in the Astra reservation request?
  • Event organizers will be automatically charged for damage, excessive cleaning fees, etc. 
  • Failure to cancel a reservation within 24 hours and/or no-call no-shows will result in a facility fee up to 10 percent of the room rental cost.  If groups that frequently cancel reservations for space held may be limited in reserving future space.  All spaces reserved should be utilized.
• Can I reserve space(s) as a placeholder until I've confirmed my event dates?
  • No. To maximize limited space in the SMC and encourage student engagement programming, please only reserve space for confirmed events.  Hold requests will not be approved.  
• Can I reserve a rain location for my outdoor event? 
  • Event organizers may reserve a rain location up to three (3) weeks in advance if space is available.  For large-scale events that require significant collaboration and financial investment, a rain location may be secured at the time of the original reservation.  Approval of rain locations is subject to the discretion of SMC Operations. 
• Are there decoration limitations? 
  • Blue painters tape is the only permissable adhesive
  • Hanging items on windows/glass is prohibited
  • No glitter, confetti, open flames, candles
• What do I do after my event ends? 
  • Remove all decorations 
  • Ensure the room is in the same condition as you found it (brooms and vacuum are available at the SMC Info Desk upon request.
  • Breakdown any boxes and leave next to a trash can
• Can I have food at my events? 
  • MU Dining is the exclusive caterer for the SMC.  Click HERE for Catering information.
  • Food brought from off-campus entities require an approved DINING WAIVER.  Email catering@millersville.edu to request a waiver.  
• Are you able to store items for an event? 
  • The SMC cannot provide storage for events due to limited space within the building. 
  • The SMC is not responsible for any damages, theft, or loss of items.