Event Booking Process

We are excited that you plan to hold an event here on campus! While there are a variety of locations on campus that are appealing, not all of them are available to book for events.

All on campus events for student organizations must be registered through the Eagle Hub event registration form. The registration process begins with the creation of an event in your student organization group in Eagle Hub AND booking your space through the mymazevo system if the space you are looking for is in the Union Complex. If you are seeking a space in a non-union location (i.e., Campus Recreation, the Library, the Ogletree House, Academic space, etc.) LSI will work with you to book those spaces. In the location section on the form select other when asked if a space is secure and then in the box provided let us know where you would like to book your space. From there, the workflow process will connect students to the departments that correspond with the answers to the form’s questions. Filling out the form as fully as possible will result in a quicker approval status.

Note: smaller scale events require at least a 2-week lead time from the date of submission to the date of the event. Larger scale events require at least a 4-week lead time from the date of submission to the date of the event. This allows for an adequate amount of time to plan and approve the event.

All event form information must be complete and form approved at least one week (7 days) before an event date.

Who is involved in the workflow process of booking an event?
Great question! Below are possible departments you may connect with, depending on the needs of the event, throughout the booking process. Click each one to find out more about their role in the booking process.

  • Leadership and Student Involvement

    All student organizations seeking event registration must be fully registered for the academic year in which the event will be held. Registration will open each spring semester for the next academic year. Those groups that are fully registered will be active in Eagle Hub and able to fill out the event registration form.

    --- If an academic space, Bennet Auditorium, the Mannoni Performing Arts Center, the Ogletree House, or The District is requested, LSI will be a liaison in getting the space booked for you.

  • Fraternity and Sorority Life

    All fraternity and sorority life chapters begin their event approval process with the Eagle Hub event form. There is an added layer in this process: (1) Counsel approval layer for the date and then FSL staff can review and approve of the event itself. 

    *NOTE: You do still have to fill out the mymazevo booking request for Union Complex spaces. All other Non-Union requests can be entered on the form and a representative in FSL or LSI can assist you in booking the space.*

  • Southern Miss Events (Mazevo system)

    If a space is booked in their purview (the RC Cook Union, Thad Cochran Center, Danforth Chapel, Hub, Trent Lott National Center, Centennial Lawn, Weathersby Lawn, Spirit Park, Southern Station, Union Plaza, NPHC Plaza, tabling in the Union Lobby or TCC Atrium (outside of the Fresh Food Company)), you will connect with someone from this department to help with the booking process.

    --- You will still begin the registration process with the Eagle Hub event form. There will be a question that will prompt you to also navigate to the Mazevo system to actually book the space. You can do that by visiting the Union website and clicking on the gold “Reserve Space” button at the top of the page.

  • Housing and Residence Life

    If a space is needed within a housing unit (i.e., any residence halls, fraternity houses, or sorority houses, as well as tabling in the Luckyday breezeway or in the RHA Center) the department of Housing and Residence Life will be notified so a representative can connect with you on any next steps.

  • Campus Recreation

    If a space is booked in any of the spaces in and around the Payne Center (The Payne Center, Pride Field, Natatorium, and Intramural Fields) then a representative from Campus Recreation will work with you to book these spaces. You begin the process with the event form in Eagle Hub.

  • Arts Buildings

    If a space is requested in Bennett Auditorium or the Mannoni Performing Arts Center, Rob Corey will work with you to book these spaces. You begin the process with the event form in Eagle Hub.

  • Athletics

    If an athletic space is requested (i.e., Reed Green Coliseum, Sand Volleyball courts, Wellness Center, Tennis courts, or any other athletics specific spaces) a representative from Athletics will work with you to book the space. You can request that space on the event registration form and a representative from LSI can assist you in booking the space.

  • Eagle Dining

    If food is needed at an event it is expected that Eagle Dining will be used. If you need catering, someone from their area will be available to help you with your food order. You should reach out to them directly to book your food for an event.

    --- If outside food is brought to the event, a first right of refusal from Eagle Dining is needed. 

    --the snack policy is only acceptable for student organization meetings or events that are only for the membership of the group. The snack policy cannot be used to feed other student or community members at events. 

    --- If food is being made on campus by a student organization, there must be a food safety certified person at the event to verify quality control of the food.

  • Physical Plant (PP)

    If an outside space is reserved, the University Physical Plant will be notified so they can prepare the space for use. If additional information is needed from the organization, the PP will reach out to the student group.

  • University Police Department (UPD)

    UPD will be notified of all student organization events held on campus. If they are larger in nature and/or include outside people, minors, alcohol, or are larger scale events they may require an officer for your event. There is a cost associated with this step. If an officer is required, a representative from UPD will reach out to the student organization with next steps.

Below are the most commonly used spaces on campus:

  • Academic Spaces: academic buildings on campus (note, not all academic buildings are reservable by student orgs).
  • Campus Recreation: The Payne Center, Pride Field, Natatorium, and Intramural Fields.
  • Bennett Auditorium and Mannoni Performing Arts Center
    Athletic Spaces: The Rock, Reed Green Coliseum, the sand volleyball courts, the Wellness Center, Tennis Courts, or any other Athletics defined spaces.
  • Alumni Spaces: The Ogletree Alumni House and The District Lawn.
  • Housing: the Luckday Breezeway (tabling), the RHA Center, and housing facilities. Note: All events hosted at a Fraternity or Sorority Chapter houses are required to be registered through the Eagle Hub event registration process.
  • Union Complex spaces: the RC Cook Union, Thad Cochran Center, Danforth Chapel, Hub, Trent Lott National Center, Centennial Lawn, Weathersby Lawn, Spirit Park, Southern Station, Union Plaza, NPHC Plaza, tabling in the Union Lobby or TCC Atrium (outside of the Fresh Food Company).
  • Spaces not defined above: please reach out to LSI@usm.edu to seek further information about any spaces not defined above that a student group would like to use.