Events

The purpose of the tiered reservation system is to streamline and improve the process of reserving Student Union (SMC) space by implementing a fair, transparent, and structured framework.  This system prioritizes access based on organizational affiliation, event impact, and planning timelines. 

• LEVEL 1
  • Activities with campus-wide impact and those requiring extensive planning and resources may request space beyond the calendar year - up to the point the University releases the academic calendar.
    • Examples:  Admissions-sponsored events (e.g., Open House, Admitted Student Days, etc.), New Student Orientation, non-college-specific fairs(e.g., career, wellness, involvement, etc.), Pridefest, Homecoming, and other large-scale collaborative events open to all students. 
  • Summer/Winter and Spring/Fall Break events that include a facility fee generating revenue to support the SMC's mission may also request space beyond the calendar year, up to the point the University has released the academic calendar.  This includes events managed by Conference Services and internal events that involve a facility fee.

• LEVEL 2 
  • SGA Recognized Student Organizations (RSO) in good standing with the Department of Campus Life may request space up to one year in advance, beginning in May for the upcoming academic year.  The specific date in May will be determined and communicated by Campus Life.  
  • Fall and Spring events that include a facility fee generating revenue to support the SMC's mission may be requested up to one calendar year in advance, This includes both Conference Services-managed events and internal events involving a facility fee.  

• LEVEL 3
  
  • Departments physically housed within the SMC may reserve space 2 weeks prior (May 15) to the general reservation opening date for non-student organization events (Level 4). This early access recognizes their operational proximity, frequent use, and programmatic alignment with the SMC mission.

• LEVEL 4
  • University departments hosting events open to students may reserve space up to one academic year in advance beginning June 1st for the following academic year.  (e.g., reservations for fall 2025 and spring 2026 events may begin on June 1, 2025)

• LEVEL 5 
  • Activities that do not include currently enrolled students but still support the mission of the University (employee-only meetings/events, labor union activities, committee gatherings, staff meetings, trainings, etc.) may reserve space one semester in advance. 
    • August 1 for fall semester events
    • January 1 for spring semester events

 

• Academic Limitations
  • The following academic activities are not permitted in the Student Memorial Center:
    • Regular and recurring class meetings, extra class sessions, required project meetings, seminars, and/or individual orientations
    • Other recurring academic activities such as certified or other credit bearing programs

• Can I reserve space(s) as a "hold" while I finalize event details?
  • No.  The SMC does not allow reservations to be held as placeholders.  This policy ensures fair and efficient use of space, prioritizing confirmed events.

• What if I reserve rooms but don't use them during my event?
  • To promote responsible booking and maximize availability, the SMC reserves the right to charge for reserved rooms that go unused without prior cancellation. 

• Can I reserve a rain location for my event? 
  • Yes.  Groups may reserve a rain location in addition to their primary event space. However, you must confirm your use of the rain location no later than 48 hours prior to the event (24 hours for events in Tier 1). Failure to cancel or use the rain space without notice may result in a fee.  

• Can student orgs make recurring room reservations?
  • Yes, but with some important limitations to ensure fair access for all student orgs.  To support a wide range of programming and equitable use of SMC spaces, the following policy applies:   
    • Student orgs may request one recurring reservation per week. (e.g., Student Org A may not reserve rooms on both Mondays and Thursdays.  Only one recurring reservation per week is permitted.)
    • Recurring reservations may span a maximum of 8 consecutive weeks and not exceed 90 minutes per occurrence
    • After 8 weeks, continued use will be evaluated based on availability and overall demand. 
  • Popular Spaces - Additional Limitations
    • The following priority rooms are not available for recurring reservations due to high demand:
      • SMC 114 Reighard Multi-Purpose Room (MPR)
      • The Galley
      • SMC 10
        • These rooms are intended for flexible use, special events, large-scale events, and programs that serve broader campus needs.
  • Priority Events
    • Large-scale, inclusive , or one-time events that benefit the full campus community may take precedence over existing reservations.  In such cases, the SMC will work with affected organizations to find an alternative space whenever possible.

• How do I cancel/modify my reservation?
  • Email smc@millersville.edu at least 24 hours in advance to cancel or modify an event without penalty. 

• Why do I have to include my cost center in the Astra reservation request?
  • Department cost centers are required to process potential charges related to damages, excessive cleaning, or unused reserved rooms.  
  • Failure to cancel a reservation or repeated no-shows may result in a facility fee of up to 10% of the room rental cost.  Groups with frequent cancellations may face restrictions on future reservations.  
  • Student orgs do not have to provide cost centersbut will be unable to reserve space until fees/charges have been paid. 

• Can I request time for event setup/teardown?
  • Yes.  You may request up to 2 hours for setup and teardown before or after your event, based on space availability.  To request additional time,  email smc@millersville.edu. 
  • For events in the SMC 114 Multi-Purpose Room (MPR) a 30-minute setup and teardown period is automatically included in your reservation. 
  • Extended setup time (e.g., the night before an event) may incur a fee.

• What do I do after my event ends? 
  • Remove all decorations 
  • Restore the room and its furniture to its original condition in which you found it (brooms, vacuums, spray, and rags are available at the Info Desk)
  • Break down boxes and leave them next to trash bins

• Can I have food at my events? 
  • Yes.  MU Dining is the exclusive caterer for the SMC.  Click HERE for Catering info.
  • If you plan to use an off-campus food vendor, you must request and receive an approved Dining Waiver by emailing catering@millersville.edu prior to your event. 
  • Food Trucks must be approved by MU Dining by completing a Dining Waiver and follow the SMC Vehicle Guidelines. 
  • Alcohol is not permitted in the SMC. 

• Can the SMC store items for my event?
  
  • No.  Due to limited space, the SMC cannot provide event storage.  The SMC is not responsible for any lost, stolen, or damaged items.  

• Can I host events outside of regular SMC hours?  
  • Events organizers must adhere to the operational hours of the SMC.  
  • Events requested outside of these hours may be possible on a case-by-case basis but are subject to approval and may incur additional staffing or facility fees.  
  • Please email smc@millersville.edu to discuss availability and associated costs.  

• Does the SMC provide setup and teardown for events?
  • Yes, for large-scale events, the SMC offers setup and teardown support to ensure your event runs smoothly.  Room diagrams and setup requests should be submitted at least 2-weeks in advance by clicking here.
  • However, for smaller events, especially those requesting a full room reset for a limited number of attendees, organizers may be responsible for their own setup and teardown.  This helps ensure efficient use of staffing and resources. 
  • If you're unsure whether your event qualifies for setup assistance, please email smc@millersville.edu to discuss your event needs. 

• Is there parking for non-MU event guests? 
  • Visitor parking passes for event attendees can be requested online through Millersville University Parking Services.

• What if there's inclement weather on the day of my event? 
  • If the University closes or issues a delay due to inclement weather, all scheduled activities in the SMC during the closing period will be cancelled.  Events will resume once the University officially reopens.  No cancellation fees will be charged in these instances.

• How can I promote my event? 
  • Bulletin Boards: Bring your flyer to the Info Desk for approval to be hung on one of three designated bulletin boards.  
  • Digital Signage (The Spot): Advertise on our digital screens through the building, residence halls, and Gordinier by clicking here to submit your information.  

• How can University Facilities & Housekeeping support my event? 
  • Trash Cans:  If your event will generate more debris than usual, or if you are serving food and expect over 100 attendees, please request additional trash cans through Facilities Request Form.
  • Tents & Temporary Structures:  Submit request at least two (2) weeks in advance Temporary Structure Request Form. 
  • Housekeeping: For assistance with housekeeping needs during or after your event (spills, extra paper towers, or restroom supplies), please visit the SMC Information Desk.  We'll coordinate support to keep your event running smoothly.

• Are there restrictions on decorations? 
  • Yes.  Please adhere to the following guidelines: 
    • Only blue painter's tape is allowed as adhesive
    • No items may be hung on windows or glass surfaces
    • No glitter, confetti, open flames, candles, non-service animals, smoke machines, etc.
    • Decorations causing damage or excess mess may result in cleaning or repair fee

• Are there other prohibited items?
  • To ensure a safe, welcoming, and inclusive environment for all guests, the following items are strictly prohibited in and around SMC spaces: 
    • Weapons of any kind (including replicas, props, etc.)
    • Narcotics or illegal substances
    • Alcohol 
    • Items that fully cover the face (e.g., costume masks, ski masks, full-face coverings not worn for religious or health purposes)
    • Smoke/fog machines, aerosols, or any device that produces smoke, mist, or vapors
    • Charcoal grills (both indoor and outdoor use)
    • Incense, candles, or unapproved open flames 
      • Sternos:  Small controlled flames used for catering food services (such as sternos) are permitted but must follow these safety guidelines: 
        • Sterno cans must be placed on a flat surface in proper holders designed to prevent tipping. 
        • Always save the sterno can lid to safely extinguish the flame when the event concludes - simply place the lid back on the can to put out the flame. 
        • Used sterno cans should not be thrown away in a regular trash can while still warm/hot.  Place cooled cans next to trash receptacles. 

SMC 2025-2026 FACILITY FEES

The Student Memorial Center (SMC) charges a fee to host events in the SMC when less than 75% of attendees are from the MU Community. Fees are separated by event groups below.

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

GROUP A: No Charge

Group A includes events where at least 75% of attendees are members of the MU community. These events are primarily campus-focused and often student-driven.

Group A examples include:

• Student Org events, meetings, and fundraisers (approved by Campus Life)
• University recruitment events (e.g., Open Houses, Preview Days, etc.)
• Campus fairs (e.g., job, wellness, involvement, college fairs)
• Faculty/staff development, training, and onboarding sessions

GROUP B: Partial Facility Fee (25% or 50%)

Group B includes events planned, implemented, or paid for by a MU department or organization where less than 75% of attendees are from the MU community.  

Fee Structure: 

                Summer/Winter Terms: 25% of SMC Facility Fee

                Fall/Spring Terms: 50% of SMC Facility Fee

Group B Example Events:

• Professional conferences and activities hosted by MU departments
• Camps, clinics, or concerts with significant external attendance
• Events charging admission or registration
• Internal events intended primarily for non-MU attendees.  

Group C: Full Facility Fee (100%)

Group C includes events organized and paid for by non-MU affiliated organizations, with the primary audience being external to Millersville University. These events are managed by University Conference Services.   

Group C Example Events:

• Conferences or retreats hosted by non-profits or corporations
• Special interest group meetings or community events
• Other non-MU sponsored festivals, events, gatherings, etc.
• Youth sports leagues, conferences, camps

Q:  How is the SMC funded? 

• The operations of the Student Memorial Center (SMC), including the SMC Rec Center, are fully supported by actively enrolled students at Millersville University through the General Fee. This mandatory fee helps fund a range of student services and activities such as student government, health services, wellness programs, and the SMC’s debt service, maintenance, capital replacement, and daily operations.The General Fee is charged to all students—full-time, part-time, residential, commuter, and off-campus—during all University sessions (fall, winter, spring, and summer) and across all locations (including the University Center in Harrisburg).
• 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?

• Students involved in student organizations have already paid for use of the SMC through the General Fee. Charging an additional fee would result in students paying twice for the same resource. However, if a student organization hosts an event where less than 75% of attendees are from the Millersville University community, a facility usage fee will apply.

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

• Yes. Because the SMC is funded by currently enrolled students, groups not paying the General Fee (including alumni groups) must pay to use SMC facilities. Alumni should coordinate event space reservations through Conference Services.

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?

• Millersville University departments are only charged a facility fee when hosting events where less than 75% of attendees are current MU community members. This ensures that resources funded by students are primarily used for their benefit.

Q:  Where does the SMC Facility Fee go?

• All funds collected from facility fees are reinvested directly into the Student Memorial Center. These funds support campus engagement initiatives, enhance and maintain SMC facilities, and help provide a safe, welcoming, and inclusive social environment for students.

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

• Even if a room appears open, spaces must be reserved in advance. Hosting events with non-MU guests uses resources paid for by students—including setup, equipment, and staffing—whether or not students attend the event. We are committed to ensuring SMC resources are available first and foremost to actively enrolled students.

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

• In addition to the SMC, Millersville offers a variety of reservable spaces, including the Bolger Conference Center (BCC) located in Gordinier Hall. The BCC features seven reservable rooms, an elevator, a guest drop-off location, and convenient parking across the street.
  Many academic buildings on campus are also reservable at no cost through Ad Astra, the University’s space reservation system.

        Additionally, most of our academic buildings on campus are reservable at no cost through                  Ad Astra.  

Q:  Whom should I contact for more information? 

• Group A and B inquiries (student orgs, MU departments, internal groups) should contact the Student Memorial Center at SMC@millersville.edu. 
• Group C inquiries (external organizations, alumni groups) should contact Conference Services at (717) 871-4200.

 

2024-2025 SMC Facility Fee Chart

Thank you for considering the Student Memorial Center as the host site for your upcoming event, camp, or conference.  Our Conference Services team partners with external organizations to coordinate facility rentals and campus services that bring your event to life.  

To check availability and get started, please complete the Event Request Form below.  Once submitted, Michael Kurland, Assistant Director of Conference Services, will follow up with you directly.  

Michael Kurland, Assistant Director of Conference Services
(P) 717-871-5938
(@) michael.Kurland@millersville.edu 

Event Request Form

Reservable Rooms

The Galley (open seating area) is able to be reservedin Ad Astra, but with the limitations below: 

• Galley reservations occurring during Chick-fil-A operating hours must not: 
  • Block access to ordering kiosks
  • Obstruct or limit access to entrance/exit of Chick-fil-A
  • Obstruct or limit access to the elevator, stairwells, or any egresses
  • Use tables/chairs that are immediately inside the Chick-fil-A order and pickup zones
• Space Utilization:
  • The Galley is a shared space; full exclusivity is rare.  Expect partial reservations for general seating still available for public use. 
  • Large events requiring more than half the Galley during Chick-fil-A operational hours will be encouraged to use SMC 114 (MPR) or other reservable event spaces. 
• Setup and Cleanup: 
  • During Chick-fil-A operational hours, groups may begin setting up no more than 30 minutes prior to the reservation start time and cleanup must be completed within 30 minutes after the end time.  
  • Tables and chairs may not be moved during the event.
• Food: 
  • All food brought into the Galley must be provided by MU Catering or requires an approved Dining Waver.  To request a waiver, email catering@millersville.edu prior to your event. 

All room reservations for campus meetings, events, and programs must be submitted through Ad Astra, Millersville University’s official reservation system. This platform allows you to check space availability and submit detailed requests for Student Union spaces and beyond.

Need space fast?  Reservation requests made within 24 hours of the event start time must be emailed directly ot smc@millersville.edu for consideration. 

 

Ad Astra User Guide

MAKE A RESERVATION (AD ASTRA)

• 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 Ad Astra to determine which spaces are available for your event.
• 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 21 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.

Register Event on Get Involved

SMC SETUP & IT REQUEST FORM