How to Make a Reservation

1. If you are a returning user and have a confirmed account, go to My Account above to login to your existing
account.
If your department or Registered Student/Staff Organization has used the Texas Union in the past, it is highly likely
that we have you listed as a client in our database. Go to My Account above and login using your EID and
password. To see if your group is in the database, go to the Browse menu, select Locate Group and type in your
Department or Registered Student/Staff Organizations name. If you cant locate it, contact
hospitality@universityunions.utexas.edu so that we can add your group to our client database.
For Non-University Users, click here to submit a room reservation request.

2. Log in by holding your mouse over the navigation bars My Account and then clicking on Log In.
NOTE: For security reasons, if your page is inactive more than 2 minutes, you will have to log back in again. We
suggest that you have all of your basic event information before you begin the reservation. You can always go back
to your account to add more details later.
1

Once logged in, the page will look the same but youll have more drop-down choices.
3. Once you have logged in, hold your mouse over the navigation bar's Reservations and then click on Indoor
Ballroom/Theater Requests, Standard Room Requests, or Recurring Meeting Request depending on what type of
reservation you would like to make.
4. Enter your event details on the lower left including date and time.

You can filter rooms by available features such as built in suitable for dancing, appropriate for staging, or built2

in PA system by selecting the feature by which you wish to filter rooms. Also enter your estimated attendance and
desired setup type.
Setup types:
Career Fair
Classroom
Clear Floor (Dance)
Conference
Dining
Group Set (see FAQs for more information)
Hollow Square
Lecture/Concert
Reception
As-Is
U-Shape

5. Click
to display all the rooms which are available during your specified times, can accommodate your
attendance, are able to accommodate your setup types, and match your "availability" features.
Any reservations requested less than two business days in advance of the desired event date will be assessed a
$10 late fee. Please also note that reservations filed in such a manner may not have adequate time to be
processed and confirmed.

NOTE: The system will give you the following warning

if the reservation you are trying to
schedule is being submitted after the cutoff time of 8 AM the day before your desired event date.
6. Available rooms will appear under Availability. These will be clear. (Booked rooms will exhibit shading.)
7. To add a room to your request click
room.

. To remove a room which you accidentally selected, click

8. Now you'll need to enter reservation details and answer a few questions by selecting

next to the

9. Enter your event name and type. If no organizations appear in your pull down menu, you'll need to contact the
Texas Union Hospitality Office at 512-475-6677 and speak with a full-time staff person.
10. Enter your organization/departments name or a part of its name and then click on
organizations matching your search criteria.

to display a list of all

11. Select your organization/department by clicking to the left of its name. If you are an officer of multiple
organizations you can add these to your profile by conducting further searches.
12. Once you are finished adding your organizations click the x on the upper right.
13. Now when you return to the reservation details page you will be able to select your organization(s). Select your
name in the contact field by clicking on
to display the list of contacts associated with your group. If your name is
4

not listed AND you are an officer as listed with SALD, select temporary contact.
NOTE: If you are NOT listed with SALD, we cannot process your reservation request. If you are an authorized
representative, you must contact SALD to update the website database to reflect this as this database is not
managed by our office.

Complete the form

and then click

14. This screen will appear after your reservation has been submitted:

15. To add equipment or setup notes to your reservation select the

under services.

16. To add services click on the desired category of services.

17. Click on the next to the category of services you would like to request. Then check the
next to the service you
would like to request. A quantity of one will automatically be selected and a text box for special instructions will
appear. Enter any special instructions and change the quantity if desired.

18. Hit save. The following message will appear once you have successfully made the request:

19. To edit the reservation after you have saved it, go to the Reservations tab and select View My Requests.

20. Select the name of the reservation you wish to edit.

Click the

to edit or add services.

To edit reservation details, click Edit Reservation on the fair right of that field.
21. If you want to delete a booking, click

next to the name and OK when prompted.

22. You should receive an email that your reservation has been successfully submitted. Please note that this is NOT a
confirmation. You will receive an email at a later date confirming your reservation or informing you that the space is
not available. Please read your confirmation carefully, as the room/times may have been changed to accommodate
your request while maximizing use of the building.