Facility / Event Reservations

Kentucky State University's campus features several venues for hosting any number of different events and programs - from auditoriums appropriate for performing arts, to classrooms, as well as multi-purpose facilities, outdoor green spaces and more. 

Registered Student Organizations (RSOs, through their advisors), University Departments/Divisions/Units, as well as Alumni are welcome to request a reservation and may begin the reservation process through this website.

Community members are welcome to request space as well, but must do so by following the instructions listed below (for external entities). 

The procedure for reserving and/or renting a University space depends on the type of event planned.

  • EXTERNAL ENTITIES (entities that are outside of KSU) MUST contact the Public Engagement and Community Outreach office for information on the contractual process and rates. Do not proceed with submitting requests through this website. Rather, please contact the Public Engagement and Community Outreach office at (502) 597-6063 to make inquiry regarding space for your organization or group.  Requests from external entities who proceed and submit without first having approval from the Public Engagement and Community Outreach office will not be processed or acknowledged.
  • KSU DEPARTMENTS, DIVISIONS and UNITS as well as REGISTERED STUDENT ORGANIZATIONS (via ADVISORS) can continue with the online reservation request process by clicking on the Reservations Instructions (found to the left). 
    • Submitting requests does not automatically reserve the space, rather your submission will be reviewed by Auxiliary Services and applicable campus contacts.  
    • An Auxiliary Services representative will follow up with you by email to let you know if your event was Approved or Denied.  
    • Requests strictly initiated via email, rather than through this online request form, will not be considered; instead they will be discarded.  
    • If your event involves serving refreshments, our Kentucky State University dining partner needs to be contacted as they have first right of refusal.
      • If our dining partner is able to accommodate the event (that involves refreshments), they will need to receive the Purchase Order (PO) number affiliated with the event; otherwise they may opt to charge late fees and possibly deny/decline providing refreshments for your event. 
      • So please make sure you allow for two to four weeks for both your inquiry to our dining partner and for the needed/necessary internal processing of requisition and PO.

Your continuance with this FACILITY/EVENT RESERVATION REQUEST process means you have understood the information listed above and as well have agreed to the following terms available here.

To begin the FACILITY/EVENT request process, please complete/submit the form below.  All FACILITY/EVENT requests MUST be submitted NO LATER THAN TWO WEEKS PRIOR to the event to allow time for review and processing of your REQUEST.

An important update regarding the Hill Student Center and "Flex Area": 

  • The "Flex Area" does not include the "Food Court" space.
  • The "Food Court" space is reserved for KSU's dining partner and/or Auxiliary Services use in providing dining space during meal times and/or during other dining related events hosted by KSU's dining partner and/or Auxiliary Services.
  • The "Flex Area" in the Hill Student Center consists solely of the open-space (hallways) that immediately surrounds the "Food Court", but does not  include the "Food Court".
  • Therefore, if you are reserving the "Flex Area", you WILL need to request tables/chairs as the tables/chairs in the Food Court are NOT to be removed for use in the "Flex Area".

Questions? Please contact the Auxiliary Services Director listed on our website or send us an email at FacEvntReserv@kysu.edu with the subject line "Flex/Food Court".

An important update regarding the Hill Student Center: The "Flex Area" does not include the "Food Court" space. The "Food Court" space is reserved for KSU's dining partner and/or Auxiliary Services use to provide dining space during meal times and/or during other dining events hosted by KSU's dining partner and/or Auxiliary Services. The "Flex Area" in the Hill Student Center consists solely of the open-space (hallways) that immediately surrounds the "Food Court", but does not  include the "Food Court". Therefore, if you are reserving the "Flex Area", you WILL need to request tables/chairs as the tables/chairs in the Food Court are NOT to be removed for use in the "Flex Area". Questions? Please contact the Auxiliary Services Director listed on our website or send us an email at FacEvntReserv@kysu.edu with the subject line "Flex/Food Court".
If same as first, select again.
Please explain any abbreviations.
Is this a one-time event?*
If no, specify additional dates in next field. If yes, put "n/a" in the field below.
Example: Event repeated on January 1, 2020 and 1st of the month until 2025 from 1:00 p.m. - 4:00 p.m.
Is this a student organization event?*
If yes, please provide advisor information in next field.
If a student organization event, fill in advisor information. If not a student organization event, enter N/A.
Would this event need food/drinks/snacks to be provided?*
You can view our KSU dining partner's catering options by: (1) Viewing our Auxiliary Services home page; (2) Clicking on Campus Dining; (3) Then scrolling down to Campus Catering. Please read the very important information as to how you can help protect the University from a breach of contract with our KSU dining partner (as they have first right of refusal). The catering web link is available at: https://kysudining.sodexomyway.com/catering. (KSU entities-please remember: You must have a finished PO submitted to our KSU dining partner before your event, else our dining partner may charge you late fees or cancel the meal planned all together. So please plan accordingly. They *must* be assured of proper/timely paying of their costs and giving them the PO gives that assurance to them. External entities will need to talk with our KSU dining partner about methods of payment since external entities do not have access to KSU's Banner system.)
NOTE: ALL events that involve serving food/drinks MUST include the step of contacting the KSU's dining partner (as they have first right of refusal). If the KSU's dining partner is able to accommodate the event, there MUST be at least two to four weeks between the date of the event and when the requisition and PO are to be completed. If there is no PO provided to the KSU dining partner, they are under no obligation to provide food for the event, but may (instead) charge late fees or cancel the food/drink event all together.
This information will be used to check against the location you are requesting for viability. If your event is approved, you will still need to submit an official Work Order. To assist with the review of your request, please let us know what you need for this event -- e.g. tables, chairs, microphones, podiums, stage -- and if the event involves food, etc. [Some campus venues do NOT allow food or only allow food in certain areas.]
List the individual's Kentucky State University email address.
Please include the area code.
If there already is an event scheduled for your desired location, and if any conflicts could be resolved, please indicate which location you prefer here:*
I understand if I have requested the Hill Student Center/Flex Area, that this does not include the "Food Court" space. Therefore, I must request tables/chairs through a work order (if my request has been approved) as chairs/tables from the Food Court cannot be removed for use in the Flex Area.*
An important update regarding the Hill Student Center: The "Flex Area" does not include the "Food Court" space. The "Food Court" space is reserved for KSU's dining partner and/or Auxiliary Services use to provide dining space during meal times and/or during other dining events hosted by KSU's dining partner and/or Auxiliary Services. The "Flex Area" in the Hill Student Center consists solely of the open-space (hallways) that immediately surrounds the "Food Court", but does not  include the "Food Court". Therefore, if you are reserving the "Flex Area", you WILL need to request tables/chairs as the tables/chairs in the Food Court are NOT to be removed for use in the "Flex Area". Questions? Please contact the Auxiliary Services Director listed on our website or send us an email at FacEvntReserv@kysu.edu with the subject line "Flex/Food Court".