Policies & Guidelines

Cancellation Policy

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Portland State University’s Campus Event Planning 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 Campus Event Planning team has implemented the following cancellation policy.

Cancellations

All cancellation fees will be based on: 1) The amount of advanced notice of cancellation and 2) Hourly room assessments. The hourly room rental assessment used to calculate internal fees incorporates the size of the room, the labor required to set up the room and any additional specified event needs. All cancellations must be submitted in writing to the assigned event planner in the Campus Event Planning Office, Room 116, Smith Memorial Student Union.

This policy will govern all entities that utilize conference and event space in the SMSU. The cancellation rate will vary based on the specific room rate and the user group.

Internal User Groups / Student Groups:

Meeting Rooms

	8 or more days prior to event:	No Fee
	7 days or less:	One Hour Fee
	Day of/No-Show	No Refund

Ballroom

	More than 30 days:	No Fee
	15-30 days	One Hour Fee
	2-14 days	Two-Hour Fee
	Day of/No-Show	No Refund

For External Groups or Co-sponsored events:

Meeting Rooms

	8 or more days prior to event:	Two-Hour Fee
	7 days or less:	Three-Hour Fee
	Day of/No-Show	No Refund

Ballroom

	More than 30 days:	No Fee
	15-30 days	Two-Hour Fee
	2-14 days	Three-Hour Fee
	Day of/No-Show	100% of room charge

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