Cancellations, No Shows, & Rain Sites

If a cancellation is necessary, please notify the reserved venue as soon as possible.

Cancellations can be submitted on-line via our virtual reservation system or via online form:


Rooms Cancellation Rate & No Show Policy
Texas Union Ballroom
Texas Union Theater
WCP (formerly SAC) Ballroom
WCP (formerly SAC) Auditorium
Cancellation: $250 if less than 30 days
No Show: $300
Texas Union Santa Rita
WCP (formerly SAC) Black Box Theatre
Cancellation: $150 if less than 30 days
No Show: $200
Texas Union Quadrangle
WCP (formerly SAC) Legislative Assembly Room
Cancellation: $50 if less than 30 days
No Show: $75
All Other Rooms    Cancellation: $10 if less than 2 business days
No Show: $25

Cancellations for non-Specialty Rooms must be submitted at least two (2) business days* before the scheduled event to avoid a cancellation charge. Please see the tables above for the charge structures for our rooms as they vary. In addition to processing charges, costs for audio/visual equipment and set-up charges are levied for cancellations that are submitted late.

*A business day is one between 8 am and 5 pm, Monday through Friday. i.e. for an event on a Wednesday at 8 pm, a timely cancellation should take place anytime before Monday at 8 am (Monday and Tuesday being the 2 full business days). Additional questions can be refered to your Event Manager. 

Organizations that make a reservation in the University Unions and fail to honor it will be considered a "no show". Please note that a second "no show" violation can place an organization on probation. A third no show may result in withdrawal of reservation privileges.

Recently, a peer facility comparison was conducted by the University Unions; it determined that our rates and policies were far lower and more lenient than the selected benchmarks. Despite our efforts to prompt and remind clients about their reservations and of cancellation policies, cancellations and no shows have occurred regularly. This has been of special concern for high occupancy/high demand specialty rooms which experienced numerous late cancellation incidents, negatively impacting our utilization rates.

Based on the study and this pattern, it was concluded that previous rates and policies were not sufficiently prohibitive to prevent late cancellations and no shows.


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
William C. Powers, Jr. Student Activity Center (WCP): (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:

Rain Site Cancellation Request Rate
Union & WCP (formerly 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.