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Event Policies & Forms

The following procedures and forms provide a comprehensive look at the event scheduling process with Conferences & Events:

If you need to schedule space for an event in SMSU, head over to the Event Request Form.

Cancellation Policy

Portland State University’s Conferences & Events team must constantly meet the challenges to efficiently balance the increase in demand for meeting and event space in conjunction with the growth of PSU and the greater community’s needs. As the University’s central meeting and event facility, Smith Memorial Student Union has a fixed number of available rooms, making it essential to handle space accommodations with efficiency.

Meeting and event space that is reserved and not canceled in a timely manner reduces the opportunity for others to utilize this resource. In response to this continued rise in demand, coupled with the responsibility of efficiently balancing community needs, the Conferences & Events team has implemented the following cancellation policy.

Cancellations

All cancellations of meeting rooms must be received by in writing, i.e. via e-mail, at least ten business days prior to the event, or within 72 hours of receiving confirmation for event. Marquee spaces must be cancelled at least 30 days prior to the event. Events cancelled after these deadlines up until the day before the event will be charged 50% rental of the space. Events that neither occur nor cancel prior to one day before event will be considered “no-shows.” 

Audio-Visual Services Cancellation Policy

Late Fee: A Late fee of $50 for ITS equipment and/or services will be assessed when A/V equipment or services are requested with less than 3 business days notice, prior to the event. This fee may be lowered or waived at the discretion of the Director of OIT and/or the Event Resource Coordinator.

Cancellation Fee: A Cancellation fee of $30 for ITS equipment and/or services will be assessed when A/V equipment or services which have been reserved are canceled less than 3 business days prior to the event. This fee may be lowered or waived at the discretion of the Director of OIT and/or the Event Resource Coordinator.