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 and No Show Rates
  • Texas Union Ballroom
  • Texas Union Theater
  • WCP (formerly SAC) Ballroom
  • WCP (formerly SAC) Auditorium
Cancellation: $250 if within 30 days

No Show: $300
  • Texas Union Santa Rita
  • Texas Union Quadrangle
  • WCP (formerly SAC) Black Box Theatre
Cancellation: $150 if within 30 days

No Show: $200
  • WCP (formerly SAC) Legislative Assembly Room

Cancellation: $50 if within 30 days

No Show: $75

  • All Other Rooms   
Cancellation: $10 if within 2 business days

No Show: $25


Additional Information:

  • In addition to processing charges, costs for audio/visual equipment and set-up charges are levied for cancellations that are submitted late.
  • Please note that two or more "no show" violations may result in lost reservation privileges. 

 

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

Option one:

  • Once a room has been reserved as a rain site, that space can no longer be booked for other events. For that reason, if a rain site is no longer needed, the following charges will be levied for cancellations: 

Rooms

Rain Site Cancellation Rates

  • Texas Union Ballroom
  • Texas Union Theater
  • WCP (formerly SAC) Ballroom
  • WCP (formerly SAC) Auditorium

$100 if within 30 days

$250 if within 14 days

  • Texas Union Santa Rita
  • WCP (formerly SAC) Black Box Theatre

$100 if within 30 days

$250 if within 14 days

  • Texas Union Quadrangle
  • WCP (formerly SAC) Legislative Assembly Room

$100 if within 30 days

$250 if within 14 days

  • All Other Rooms   

$25 if within 2 business days

 

Option two:

For groups not wishing to incur any rain site charges, option two is available and would be based on room 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.