How to Make a PSU Reservation?
The Plemmons Student Union is the heart of student activities on campus, where hundreds
of events and meetings are held each semester. The Reservation Mgr. of Student Programs is
in charge of scheduling rooms in:
 Plemmons Student Union (including Whitewater and Solarium),
 Legends Night Club,
 Outdoor Areas. Howard’s Knob Patio, Amphitheater, Sanford Mall, & Duck Pond
Field (Duckpond and Sanford Mall are booked through Conf & Inst. Dept. during
Summer Classes).
 For Greenbriar Theater Info., call Phil Arnold @ #262-3032.
Note: Reservations are only available to Registered Student Clubs/Organizations and
ASU Departments. Individual students or faculty/staff are not allowed to reserve space for
personal reasons such as Birthday Parties, Wedding Receptions, Baby Showers, etc.
Failure to utilize any space reserved may result in a loss of scheduling privileges and/or a
usage fee for unused room set-ups.
How to Reserve Space
 Everyone requesting a reservation is REQUIRED to submit the appropriate form to the
Student Programs Office. Filling out a form does not insure room availability. Each
contact will receive a hard copy confirmation once the reservation is completed.
 Forms are available either in the Student Programs Lobby (2nd floor Plemmons Student
Union), or under Reservations on our web page at www.studentunion.appstate.edu.
Just print off appropriate form, fill out and submit. Faculty/Staff should fax their
requests to #2937 or mail Inter campus. Student Clubs can leave forms with
receptionists.
 Note: If a Club request a reservation for either a Contact Table or a One-Time Special
Event, an APPOINTMENT with Reservation Mgr. is REQUIRED. Appointment hours
are 9-11am & 1:30-4pm. Please ask the Receptionist to help you set up an apt. @#2623032. Have the appropriate form filled out completely prior to appointment.
*Departments are not required to make an appointment for a contact table, but are
required to make either a phone or office appointment for a meeting or one-time
special event.
 Once the forms are received, the request is processed. The room is assigned by the
Reservation Mgr. based on the type of meeting, size of group, availability, etc. Preferences
are considered but not guaranteed. A confirmation will be sent to the contact. If there is a
conflict, the Reservation Manager will call the contact to discuss options.
 If you have questions, need to make changes like adding equipment or canceling an
event you can call 262-3032 and leave a message for the Reservations Manager with
specific details (your name, organization, phone #, date and time of your event, or
confirmation #). Any “same day” changes or cancellations need to be given to a
Supervisor @#262-3030.
Types of Reservation Forms

Regular Meetings: Reoccurring (weekly, monthly, etc.) use of space during normal
operating building hours (8am-10pm) that does not require the direct supervision of
Union staff and has limited AV needs. Any Regular Mtgs. other than weekly require the
contact to list the specific dates needed.

One-Time/Special Events: Includes One-Time Meetings (such a lectures), Socials
(Dances, Parties, Receptions, etc.), and Educational Functions (Health & Job Fairs, Video
Conferences, etc.). Note: Some of these events may include a staffing fee if they include
alcohol, hours of use past 10pm, tickets are sold, dance floor use, etc. These events require
you make an appointment with Reservation Mgr. to reserve.

Contact Tables: Tables near Union Information Desk reserved for up to 5 days at a
time. Tables must be occupied by a member of group reserving at all times.
Note: A Solicitation Form must be approved by an Advisor and CSIL Professional Staff
member PRIOR to meeting with the Reservation Mgr. *Departments are not required to
make an appointment nor provide an approved Solicitation Form.

Display Case: Several 3-dimensional Glass Cases on the 1st Floor on the Union
(International Hallway/ Bookstore entrance to Union) reserved for up to 2-week periods
per reservation. Materials must be out of case by closing time of the last day reserved.
Contacts report to the Info Desk to unlock/lock the reserved case.

Outdoor Areas: includes Sanford Mall, Duck Pond Field, Howard’s Knob Patio, and
Amphitheater. Note that Student Programs only approves location and an appointment
with the Reservation Mgr. is required. *Departments are not required to make an
appointment. Amplified Sound of any kind has to be approved by Phil Arnold in
Student Programs @#262-3032. Lights, Power Sources, and Staging must be arranged
and paid for by the group making the reservation (contact Physical Plant @#262-3190).
Catered Food Events
*There are specific ASU Policies concerning events with FOOD. Please note.
 Food may not be sold during any event, unless ASU Food Services prepared and
provides the catering.
 Organizations may offer food (prepared by group or by outside caterer) if:
1. Tickets have been pre-sold in advance of the event. Tickets may not be sold at the
event site prior to or during the event.
2. Completely Voluntary donations may be taken at the entrance of the event.
3. Food is offered to the public for free.
 If the sponsoring organization has an outside caterer provide and serve the food with
Student Programs space, the organization must obtain an approved Catering Permit
form from Business Affairs @#262-2030 and provide a copy of it to the Reservation
Mgr. prior to the event.
Plemmons Student Union
Presenter Checklist
Speaker/Presenter
The main consideration is sound amplification.
 Does the speaker move around while he or she speaks? If so, a lavaliere
microphone is recommended.
 If the speak is stationary, the typical request would be an amplified podium.
This means the speaker’s voice will be projected through speakers in the room’s
ceiling, which offers a balanced sound effect. This option is available in GMB,
BRB and Linville Falls.
Laptop – PowerPoint Presentations
For laptop presentations, the presenter is required to provide his or her own computer.
Laptop computers may be checked-out from Media Services by the event sponsor. The
PSU technical staff is available to set-up equipment and insure proper operation.
Note: If a presenter brings a Mac laptop, then the presenter will need to bring the
appropriate adapter. Laptop connections for projection usage in the PSU are VGA. Mac
laptop users must provide their own VGA adapter for projection in the PSU.
Performance
The Plemmons Student Union is primarily a presentation venue, rather than a
performance venue. While small performances may be accommodated, the PSU does
not have trained “performance” staff on hand for events.
Campus clubs, organizations and offices may schedule designated spaces in the
Plemmons Student Union for musical performances that are open to the public and/or
during private events. Below are guidelines under which musical performances may
occur in the PSU.
 Musical instruments are allowed amplification only through an external
microphone. Instruments may not be 'electric,' and/or connected directly to
amplifiers or speakers. Drum kits are not allowed.
 No outside sound amplification system is allowed during a musical
performance. If available, the PSU's sound system may be reserved, providing
(5) five external microphones and speakers. Use of this system requires an AV
staff at $10/per hour.
Sound
For performances with multiple microphone needs it is advisable to request the Sound
Pacific or the Audio-Dynamic. Use of these systems requires an AV staff at $10/per
hour.


The Sound Pacific offers: (4 corded mics, 1 cordless handheld mic, mini EQ, CD
& tape player)
The Audio-Dynamic offers: (4 corded mics, 1cordless handheld mic, 2 monitors,
mini EQ, tape player)
If a performer sings as well as plays an instrument – it is recommended that you request
a vocal microphone and a boom microphone (for the instrument).
Many musical performers are accustomed to having an individual ‘run sound’ – which
means an individual raises or lowers the mic output on particular instruments and
vocals according to particular songs. In most cases, though, once the mini EQ is set on
both the SP and AD, the sound levels are sufficient for most performances. For
complicated sound needs it is advisable to contract a sound technician (and their
equipment), as in the case of most APPS band performances.
A lavaliere microphone would not be recommended for a singing performance. This
microphone runs through the ceiling speakers – whose outputs are designed specifically
for speaker/presenters (mid-range levels).
 The PSU does not offer a sound technician to run a sound board.
Lighting
Many performances require specialized lighting. The GMB and BRB have ceiling
mounted theatrical spotlights and a variety of light settings that can be preprogrammed. The setting of light pre-sets requires a significant amount of time and
should be planned for accordingly. Blue Ridge, Linville Falls and Whitewater also offer
basic ceiling mounted spots which are easily positioned – often eliminating the need to
theatrical spotlights.
 The PSU does not offer an AV Technician to operate light cues during
performances.
Staging
The PSU offers staging in 6’ x 8’ sections, which can be arranged in a variety of
configurations. Be sure to ask the performer’s preference if staging has been requested.
Dressing Rooms
Additional rooms should be reserved as needed to provide dressing rooms for visiting
artists.
Special Effects
Flashpots, smoke machines and other stage devices are not permitted in the Plemmons
Student Union.
Please consult with Philip Arnold if you have questions regarding specialized uses of
the Plemmons Student Union.