Rain Site Policies and Fee Structuring

The University Unions understands that planning outdoor events necessitates the need for locating and reserving a viable rain site in the event of inclement weather. As an organization, we strive to work with organizations to provide such space and recognize that, often, rain sites require ballroom space.  We have found through the years that often the reserved rain site ends up unnecessary and a highly sought-after large capacity rooms goes unutilized.

We have arrived at the following policies and fee structures to satisfy our need for maximum utilization of our ballrooms for the benefit of all while minimizing the associated costs to groups who require short notice for weather-dependent room cancellations. 

Before an organization requests a room, one should contact the University Unions and ask to speak to a full time staff person:

Texas Union:  (512) 475-6677
Student Activity Center (SAC): (512) 475-6628

Should a group request a large capacity room to act as a rain site, a pre-event meeting with University Unions full time staff would  establish an understanding of the associated event planning and the stepped-down rain site rate with variable options:

Option one would be as follows:

Rain Site Cancellation Request Rate
Union & SAC Ballrooms Sent  less than 14 days
Sent  less than 30 days




Option two:

For groups not wishing to incur any rain site charges, option two is available and would be based on Ballroom availability less than fourteen days in advance of the rain site event date. If this were confirmed, cancellation fees could be waived. The University Unions would require, however, at least one day's notice if the room were not to be utilized, without which a $100 charge would be due, associated with the labor costs incurred in room set up efforts.