Resources by Affiliation – Students

Internal reserving parties shall consist of recognized student organizations and groups.

Request Space & Services

Contact Student Union Events at (208) 426-1677 or events@boisestate.edu, browse available spaces online, or submit a space and services request to begin your event planning process today. Online reservation requests are available only to internal reserving parties.

All students have the ability to review and request space and services through Mazevo using their Boise State credentials.

Get a Mazevo Account

New to Mazevo? No problem, you can request an account and check out all of our Mazevo resources for a quick user guide.

How to Get Started

We are committed to providing you the tools and resources to make planning events on the Boise State Campus and virtually a breeze. If you are not finding what you need please reach out to our team!

Availability

Depending on the space and services requested Boise State Student Organizations receive a discount on room rates, and audiovisual and event equipment. For student groups with recurring meetings requested in advance have a complimentary AV package, standard theatre set up in meeting rooms Monday-Thursday 5-9 PM and Sundays 10 AM – 10 PM.

During the Academic Year

Depending on the nature of the event students can request a series of recurring meetings in advance or request single event space and services.

Recurring Meetings

Recurring meetings are scheduled in advance through Student Involvement for the following academic year.

Clubs and Student Organizations are notified about the recurring meeting application in early April.
Clubs submit requests for space and services no later than the set deadline (day, time, number of attendees, frequency, etc.)
Student Involvement along with the Office of University Events will compile information and assign groups to spaces in the Student Union as well as other venues on campus.
Groups receive confirmations that reflect their year-long reservation of recurring meeting space and services.

Recurring Meeting Space Request Form

Event Space and Services

After the student group has submitted an event registration to Student Involvement and received approval the student or Student Involvement event coordinator enters the space and service request in Mazevo. Depending on the event type there are scheduling limitations in Mazevo.

Major Event – Earliest 30 Days, Latest 360 Days
Serviced Event – Earliest 14 Days, Latest 360 Days
Standard Event – Earliest 2 Days, Latest End of Semester
Outside Event – Earliest 3 Days

Limited Scheduling Dates

There are certain times of the year with scheduling limitations for student organizations for both space and services. To alleviate the impact on the University it is recommended that events not be scheduled during these times and signature events.

Academic Breaks

Fall Break
Winter Break
Spring Break
Summer Break

Academic Calendar

Signature Events

State of the University and President’s Picnic
Move In Day
Convocation and Welcome Week
Bronco Day
Homecoming
Parent and Family Weekend
Tree Lighting Ceremony
Winter Commencement
Bronco Giving Day
Spring Fling
Spring Football Games
Spring Commencement

Signature Events

Holidays and University Closures

Labor Day
Week of Thanksgiving
Week of Christmas
New Years
MLK Day
Presidents Day
Memorial Day
Independence Day
Juneteenth

Holiday Calendar

Student Event Timeline

It is extremely important to reserve the dates for your event and rehearsals as far in advance as possible. With ballroom reservation dates in high demand and many events booked a year in advance, it is never too soon to plan annual events. In addition, technically complex events often require full dress and technical rehearsals. For these reasons, please contact the Student Union Events Sales and Scheduling team at studentunionevents@boisestate.edu as soon as you can to select a date and reserve an appropriate rehearsal time. Once a date is selected, plan to work with Student Union Events well in advance to ensure that all event details are complete, confirmed, and that everything is finalized at least ten days before the event date. This will ensure that there is adequate time to schedule the appropriate equipment and staff to bring your show to life.

At booking please be ready to:

Request event date and venue
Review Event Guidelines
Confirm department billing reference for billing purposes
Submit University Sponsorship Request (if applicable)

At six months please finalize event dates if your group has previously held multiple dates and spaces. At this time release spaces that will not be used.

Select and order recognition items such as awards, favors, souvenirs, printed folders, and other give-away items (if applicable)

Plan promotion and marketing of event to internal and external audiences.

Organize and contact volunteers (if applicable)

If you are planning a major event, your Event Coordinator will work with you to plan a 30-days out production meeting with our audiovisual technicians and our operations team. This will allow our teams to listen to what your needs are, as well as work through pain points well ahead of your event. In our experience, this meeting is critical to ensuring your event is a success.

Deadlines at this time for all events:

Submit Retail Sales Exemption Request (if applicable)
Request catering and bar services
- Catering budget, menu, service type, estimated food count, or alcohol are all due at this time.
Submit External Catering Request (if applicable)

Depending on the nature of your event, your event coordinator may schedule a check-in to review the details and confirm outstanding services.

Deadline to:

Request the following services:
- Event parking services
- Custom parking signage
- Audiovisual equipment and services
- Personnel (audiovisual technician, labor or event management)

Must provide:

Draft of event diagram (if applicable)
Run of Show or Event timeline

Sample Run of Show or Template (Open the Google Sheet and Make a Copy.)

Deadline to:

Submit your final catering count – at 10:00 am
- Any changes requested and approved after this deadline will incur a fee equal to double the rate of each requested service.
Submit your final event diagram (if applicable)
- Any substantial changes requested and approved after this deadline will incur a labor fee of $50/hr with a minimum of 2 hours.
- Any equipment changes requested and approved after this deadline will incur a fee equal to double the rate of each requested item.

All Presentation or Video Content Due

We prefer presentations to use a cloud format such as Google Slide Show or Canva so that you can continue to edit presentations, while we have the time to review large content to ensure it is ready for showtime.

Please send presentations and other media to avproductionservices@boisestate.edu no later than three business days before your presentation. If presentations are late or large changes are made past the due date, the audiovisual team is not responsible for the showtime issues.

Embedded video must be saved within your presentation and to your flash drive to ensure your video will play properly, not as links to online videos.

Any substantial changes requested and approved after this deadline will incur a labor fee of $50/hr with a minimum of 2 hours. Any equipment changes requested and approved after this deadline will incur a fee equal to double the rate of each requested item.

Substantial changes include:

Addition, removal, or moving of:
Any amount of Staging
Two or more sections of Pipe and Drape
More than 5 power cords
Adjusting/resetting half or more than an original room set
Any delivery of additional equipment/ 2nd delivery (add-ons)
Setting up third party equipment/client’s equipment
Air Walls
5 or more rounds for seating
10 or more 6’ tables for seating
50 or more chairs

14-1 days prior to your Event

If cancellation occurs 14-1 days prior to the event, the reserving party is responsible for paying 100% of the room rental, equipment and product charges as set forth in the approved confirmation.
Cancellation of parking services will result in 75% charge of estimated parking services detailed in the approved confirmation.

1 day prior to your Event

Failure to cancel event reservations at least twenty-four hours before event for internal groups will result in a “No Show” offense and will receive a strike on their account in Mazevo.

In addition, Glitter, confetti, sequins, and other fine or particulate decorative materials are not permitted in event spaces due to the difficulty of cleanup. Additional cleaning costs will be charged if these are used and a strike will be added to the corresponding Mazevo account.

Day of Event

If cancellation occurs on the day of the event, the reserving party is responsible for paying 100% of the approved confirmation.

Strike Policy

There are two templates in Mazevo titled “STRIKE: No Show” and “STRIKE: Excessive Mess”.

Once an organization has reached three (3) strikes, the corresponding Mazevo account will no longer have the ability to request reservable spaces. Offending parties shall be eligible for reinstatement of reservation privileges four (4) calendar months after the third strike. Upon communicating that the organization will be reinstated, there will be a meeting with an Event Coordinator to review event guidelines, timelines, and procedures.

Venues

Student Union

Student Union Events

The Student Union was established in 1947 and sits at the heart of Boise State University campus. It serves as a central hub for students, staff, and faculty. There is always something happening within its walls with 3 grand ballrooms, large meeting rooms, small meeting rooms, a food court, games center and more! The three floor building offers a diverse rang of campus venues and event locations designed to meet your specific needs, ensuring a seamless and memorable experience for you and your guests.

Call: (208) 426-1677

studentunionevents@boisestate.edu

Explore Our Space

The Student Union was established in 1947 and sits at the heart of Boise State University campus. It serves as a central hub for students, staff, and faculty. There is always something happening within its walls with 3 grand ballrooms, large meeting rooms, small meeting rooms, a food court, games center and more! The three floor building offers a diverse rang of campus venues and event locations designed to meet your specific needs, ensuring a seamless and memorable experience for you and your guests.
Outdoor Venues

Student Union Events

Boise State University provides various amounts of outdoor spaces on campus, including the Quad, Interactive Learning Center Promo Spaces, and several reservable grass areas, namely “B” Plaza Grass Area East, “B” Plaza Grass Area West, Student Union Grass Area East, and Student Union Grass Area West. These are great spaces to have a memorable experience that will last a lifetime!

Call: (208) 426-1677

studentunionevents@boisestate.edu

Explore Our Space

Boise State University provides various amounts of outdoor spaces on campus, including the Quad, Interactive Learning Center Promo Spaces, and several reservable grass areas, namely “B” Plaza Grass Area East, “B” Plaza Grass Area West, Student Union Grass Area East, and Student Union Grass Area West. These are great spaces to have a memorable experience that will last a lifetime!
Classrooms and Computer Labs

Planning a meeting or seminar? Boise State has a wide array of classrooms and computer lab classrooms for you to host your events! Only Boise State employees or members of officially recognized student organizations may reserve general assignment and computer lab classrooms. Make sure to book your room in advance to ensure you will have the space for your event.

Office Of The Registrar

Call: (208) 426-4249

classroomrequest-fallorspring@boisestate.edu

Explore Our Space

Planning a meeting or seminar? Boise State has a wide array of classrooms and computer lab classrooms for you to host your events! Only Boise State employees or members of officially recognized student organizations may reserve general assignment and computer lab classrooms. Make sure to book your room in advance to ensure you will have the space for your event.
Albertsons Library

Albertsons Library is located at the center of campus and serves as the vibrant, nurturing hub of Boise State where people and diverse ideas flourish. It offers numerous spaces for students to reserve and fulfill all their study needs. There are group study areas, private study rooms, a Video Production Suite, audio room, and a recorded music room. Also, it provides a large event space that is great for gatherings, talks, and exhibitions with wall space to hang art! The Albertsons Library provides high quality resources and services to all Boise State students, faculty, staff, and community members.

Call: (208) 546-9982

circulation@boisestate.edu

Explore Our Space

Albertsons Library is located at the center of campus and serves as the vibrant, nurturing hub of Boise State where people and diverse ideas flourish. It offers numerous spaces for students to reserve and fulfill all their study needs. There are group study areas, private study rooms, a Video Production Suite, audio room, and a recorded music room. Also, it provides a large event space that is great for gatherings, talks, and exhibitions with wall space to hang art! The Albertsons Library provides high quality resources and services to all Boise State students, faculty, staff, and community members.

Services

Many policies, procedures, and services differ in the ways they work when it comes to student organizations. Below are some of the areas that have different processes associated with them.

Resources

Reserving parties acknowledge that they have reviewed and understand Event Guidelines pertaining to their confirmed space reservation and requested services.

Guidelines

Student Union Guidelines

Alumni and Friends Center Guidelines

Special Event Center Guidelines

Policy

Use of University Space (Policy 1100)

Forms

Contact Us

Heather Lile

Director Office of University Events

Student Union Building

Call: (208) 426-1642

events@boisestate.edu

Resources by Affiliation – Students

Request Space & Services

How to Get Started

Event Planning Guide

How to Request Space and Services

Availability

During the Academic Year

Recurring Meetings

Event Space and Services

Limited Scheduling Dates

Academic Breaks

Signature Events

Holidays and University Closures

Student Event Timeline

Venues

Student Union

Student Union Events

Outdoor Venues

Student Union Events

Classrooms and Computer Labs

Albertsons Library

Services

Catering

Parking

Facilities and Operations

Audio Visual and Technology

Security

Equipment Delivery

Resources

Guidelines

Policy

Forms

Contact Us

Heather Lile

Director Office of University Events

Office of Communications and Marketing