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Student Organization Events

Registered Student Organization Event Management

All RSOs are required to submit event requests to the OSI via RooGroups. Due to the time required to successfully host a program that meets all programming deadlines, your organization must submit events within these minimum time frames:

  • All Events - 10 days before proposed event date
  • Events occurring in Swinney Center - 14 days before proposed event date
  • Events that include UMKC Catering - 4 weeks before proposed event date
  • Events that include a contracted speaker or an invited government official - 6 weeks before proposed event date
  • Events that include a contracted, small-scale musician, comedian, or similar artist - 6 weeks before proposed event date
  • Conferences - 6 weeks before proposed event date
  • Cultural Night or other large RSO led performance - 8 weeks before proposed event date
  • Events that include large-scale contracted musicians/concert, dances, or social gatherings - 8 week before proposed event date

Once the event is successfully submitted via RooGroups, it will automatically enter the approval Que. Events are reviewed by the OSI, as well as other UMKC offices and departments as necessary. OSI and other administrators will provide feedback and ultimate approval/denial of the event all via RooGroups. Students must reply directly via RooGroups to any additional questions asked by staff members.

RSOs should refer to the Registered Student Organization Standards of Practice under the section titled "Event Management," for more information related to student organization events and activities. 

Click here to see the Registered Student Organization Standards of Practice

How to Submit a Student Organization Event Request

  1. Login to RooGroups
  2. Navigate to your student organization's management page by clicking on your organization under "My Groups"
  3. Click on "Create" in the upper right corner of the page
  4. Select "Event" from the pop-up menu.
  5. Fill out the required form indicating the title of your event, the requested date and time as well as the requested (or already reserved) location. 
    • Some locations (Student Union, Atterbury Student Success Center, Outdoor Reservable Spaces and Centrally Scheduled Classrooms, and the Administrative Center) will be available to schedule within RooGroups under "On-Campus Room Reservation" if you enter additional details under that menu. This does not guarantee availability but will give you an idea of if a space may be available. Some spaces that appear may not always be available due to the set-up needs of your event or other events before or after your event.
    • Some locations (Swinney Center, Residential Life spaces, MSA spaces, Bloch School, Health Sciences District Locations) are still able to be requested via RooGroups and are requested by typing in your intended location (or already reserved location) under "Other Location" but you will not be able to check the availability for those spaces via RooGroups.
  6. Fill out the remainder of the optional portions of the form on that page based on your event needs. This page will include items such as event photos and flyers used for promotional purposes.
  7. Click "Create Event" at the bottom of the page.
  8. You will then be directed to an additional form that is required to be completed to assist in our review.
    • This form is not used for public promotion but instead is shared with applicable staff at the university to assist in reviewing and setting up for your event.
    • If you reserved a space via the "On-Campus Room Reservation" tool in the previous step, you will still need to select the relevant building/location in this step so it is routed to the appropriate staff for further review of your event request.
    • If you have already reserved your space through an alternate process (such as directly through an Academic Department), you can upload proof to this step after selecting "I don't need a reservation or I've already made a reservation"
  9. Additional information regarding your event will be collected through the form depending on what location you select and what you are doing as a part of your event.
    • Please note, not all locations on campus offer assistance with setting up your event.
  10. Click on submit at the bottom of the last page to initiate the student organization event review process.

Student Organization Event Submission Video Tutorial

Event Review Process

  • Event approval is NOT automatic.  You will receive further instructions and/or questions from appropriate UMKC staff as they review your event.  You must respond to inquiries using the chat feature in RooGroups. If responses are not received, your event may be denied.

  • If you are requesting a room reservation on campus, this submission is not a guarantee of space availability.  Please be patient as we work through your request and confirm details.

  • Your submission will not be fully approved until all arrangements are made and you may not hold your event unless it is fully approved through the event approval process.

  • Some events will require a meeting to be arranged before the start of the event to discuss event setup needs.

  • It is the responsibility of the organization using a facility to ensure that the space reserved will be returned to its original condition and set up as it was prior to your event. Organizations that fail to do this will be assessed a fee for any cleaning and repairs.

  • Due to the time required to host a program meeting all programming deadlines successfully, your organization must submit events with at least ten (10) days of notice, sometimes more depending on the needs of the event. Please reference the table at the top of the form submission for more information. 

All event requests will follow UM System Collected Rules and Regulations Chapter 110: Use of Facilities and Equipment

Student Organization Space Use and Reservable Spaces

Recognized Student Organizations are afforded free space reservations as a privilege of being in good standing. RSO event requests that include space reservations agree that at least 50% of their attendees will be UMKC students. RSOs that do not adhere to this guideline may be subject to loss of space reservation privileges for at least the remainder of the semester the event takes place in.

Many spaces can be reserved as part of the Student Organization Event Request in RooGroups, although some must be reserved by contacting a space administrator for a specific building or academic unit. 

Spaces that can be reserved via RooGroups:

  • Centrally Scheduled Classrooms
    • Cockefair Hall (CH) 2D and 104
    • Cherry Street Hall (CSH) 115 
    • Education Building (EDUC) 33, 34, 115, 117-119, 240, 243, 244, 260, 261, 336, and 357
    • Fine Arts Building (FA) 106 and 208
    • Flarsheim Hall (FH) 260, 310, and 557
    • Haag Hall (HH) 109, 201, 212, 301, 302, 306, 307, 309, 310, 312, 313, and 315
    • Katz Hall (KH) 8-11, 107, 206, 207, and 209
    • Miller Nichols Learning Center (MNLC) 151, 351, 352, 451, 452, and 1st Floor Lobby
    • Royall Hall (RH) 102, 104, 111, 202-206, 211-215, 305, 310, 312, 314, 402-404 and 1st Floor Lobby
    • Spencer Hall (SCB) 201 and 209
    • Scofield Hall (SCFLD) 207
    • Swinney Recreation Center (SRC) 233 and 234
  • Student Union and Atterbury Student Success Center
    • Student Union Theater
    • Student Union Information Tables
      • Blue, Gold, Roo, and White
    • Student Union North Porch
    • Student Union Coffee Stage
    • Student Union Room 301 - SGA Chamber
    • Student Union Room 302
      • Can be divided into 2 smaller conference rooms
    • Student Union Room 401 - Multipurpose Room
      • Can be divided into 2 or 4 smaller conference rooms
    • Student Union Room 402
      • Can be divided into 2 smaller conference rooms
    • Student Union Conference Rooms
      • SU 412, 419, and 420
  • Bloch Executive and Heritage Halls
  • School of Law
  • Campus Recreation
    • Swinney Center, Recreation Fields, and Durwood Stadium
  • Residential Life Facilities
  • Outdoor Spaces
    • Quad, University Walkway, and University Playhouse

Locations not listed above may require reservation by contacting a space administrator for a specific building or academic unit. 

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