Guidelines and Procedures

Group Classification and Priority Reservation Status

All requests for reservations must be made through the online submission request form (in Skedda). Most requests are auto approved, meaning if the space is available and you requested it, it will be held for your event. However, the Event Coordinators/Graduate Assistants will review all requests and follow-up regarding any necessary availability considerations or needs based on the setup, logistics, or technical needs of the event.

User groups have been classified into the following categories for the purposes of reservation availability and priority. Reservation priority will be determined by the following order of classification.

Building Hours

Hours may change depending on University events, programs, or approved special requests. Patrons will be charged an additional fee for early opening and late closings or operating on dates when the building is closed. GAH Administrative Team reserves to review special requests and determine staffing and availability.

• Sunday: 12 p.m. – 8 p.m.
• Monday: 1 p.m. – 10 p.m.
• Tuesday: 1 p.m. – 10 p.m.
• Wednesday: 1 p.m. – 10 p.m.
• Thursday: 1 p.m. – 10 p.m.
• Friday: 12 p.m. – 5 p.m.
• Saturday: Closed (Special Events by Request)
• UA Gamedays: Closed

Weather Protocol

GAH functions as a UA campus designated storm shelter. In the event of a tornado watch or tornado warning, the facility will be re-prioritized for emergency shelter use. The University reserves the right to cancel or relocate events with limited notice during severe weather threats or for any reason deemed essential.

Weather considerations will also be made for use of the patio area adjacent to GAH and some items may be limited depending on weather (rain, thunderstorm, lightening, etc).

Reservation Windows and Access

Window Access

Reservation window access begins one month before the fall or spring semester in which the event would take place. Check out the dates below to see the earliest you can book a reservation.

Reservation Requests

All space reservations must be made through Skedda, the official scheduling platform for GAH.

Reservation access in Skedda is limited to groups within the priority classifications detailed above; other requests may not be accepted.

Reservation Request Windows

GAH Operations Team reserves the right to schedule any and all events in advance of the Priority Reservation Status that are vital to the mission of the Division of Student Life and/or the Office of Fraternity & Sorority Life. All reservation requests will be ranked according to their assigned priority and the reception date of request submission. Reservation requests of equal priority will be considered in the order in which they are received.

Additional variations on stipulations apply when booking certain spaces. Please see the following details.

Requirements for Reservation Confirmation

GAH uses a system which allows users to book any available space at the time of booking. However, based on what is submitted, there are times where GAH Administration may recommend use of an alternate space or may require additional information to Confirm that the details of your event are approved. We consider this the “Event Detail Approval” stage of the reservation process. The following table will aid in helping organizations navigate which steps are required for their reservation confirmation.

Group Requirements for Event Detail Approval

Reservation Process Step	Students and Registered Student Organizations	University Groups and Departments	External Individuals, Groups, and Organizations
Online Request Form with Details	Yes	Yes	No
Approval in MySOURCE	Varies (depending on scope of event; Some may require mySOURCE Approval)	Varies (depending on scope of event)	No
Planning Meeting	Varies (depending on scope of event)	No (depending on scope of event)	Varies (depending on scope of the event)
Walk Through	Recommended; Required if requested by GAH Admin.	Optional; Required if requested by GAH Admin.	Recommended; Required if requested by GAH Admin.
Special Event Form (For After Hours and Closed Dates)	Yes	Yes	Yes

Contracts and Approval

External Groups, Individuals, Departments, and Organizations need to be aware that by booking a space within Greek Assembly Hall, they are entered into a contract for use of the space. Other administrators may be required to review and approve the details of events depending on the particulars of the reservation. The GAH Administrative Team or designee from Division of Student Life will attempt to notify the requesting group of any additional permitting or contractual issues.

Online Request Form

Students, Registered Student Organizations, and Departments use this tool to reserve spaces within GAH during regular business operating hours at least 2 weeks in advance for large spaces and 24 hours for small meeting rooms. Learn more about Skedda User Accounts.

Approval in MySOURCE

Student Organizations may be required to submit approval for the time, place, and manner of their event utilizing the mySOURCE student organization event registration process. Event Smart provides details on what types of events must be registered with mySOURCE, as well as the Event Toolkit.

Special Event Form

Students, Registered Student Organizations, and Departments use this tool to request spaces within GAH during operating hours that are not typical or for event that may require additional approval (i.e.- extended hours, weekends, special dates, alcohol, social events, filming, etc.) at least 3-4 weeks in advance for all spaces.

Grounds Use

University Groups and Departments and External Individuals, Groups, and Organizations may be required to submit a Grounds Use Permit in addition to the Reservation Request Form depending on the details of the reservation. Additional permits such as food permits, vendor permits, or inflatable permits may be necessary in addition to the Grounds Use Permit.

Reservation Billing Information

Bookings for Greek Assembly Hall for NPHC and UGC Undergraduate Chapters will be free of charge during regular business hours. Approved after hours events/programs may sometimes be approved on a case-by-case basis and would require an Administration Fee anywhere between a $25 and $50 an hour rate depending on the type, scope, and needs of the event. External group fee structures differ and they will encur a fee for reservations per space and for special needs.

For purposes of reserving and invoicing, the definition of one (1) hour is as follows: 1 Hour = 1 to 60 minutes. Hours will be counted in whole increments (i.e. 1 hour and 25 minutes = 2 hours of reservation time). When reserving space, it is important to include event preparation and event breakdown in your request time. Any changes to your reservation must be communicated to the Event Coordinator within 2 business days of your event. Any changes within the 2-business day timeframe are non-refundable, if alternate or special arrangements have been agreed upon. For 2025, event check-in and out will be utilized for incentives and to encourage groups to book spaces only for the times needed for their event. The following chart below designates standard reservation times for each space.

Meeting Space Hour Limits for Standard Reservation

GAH Meeting Room 1001A/B or 1002 A/B	GAH Auditorium and Patio	GAH Lobby	GAH Outdoor Space (Plaza, Lot)
1 hour	2 hours	1 hour	1 hour

Organizations found booking spaces for longer than needed will be subject to discipline or loss of privileges. Our goal is to maximize use of the space for all groups.

Payment

Payment (if applicable depending on the event) must be paid by the date(s) indicated on the invoice or the reservation is subject to cancellation. If the date of the event has passed, the organization could face loss of privileges for future events or requests until the invoice is paid. Events are not considered confirmed and scheduled until approved by the GAH Student Life Admins or GAH Graduate Assistants via email and payment has been received.

Cancellations

Cancellations must be made at least 2 business days prior to the event by 5 p.m. Any cancellations after this time period may be subject to a loss of privileges in the space.

Group	Cancellation Deadline	Administration Fee Range	Payment Process
NPHC/UGC	Must be at least 2 days prior to date of event or event cancelled.	$25 to $50 per hour	Paid no later than 24 hours prior to Event
Departments	Must be at least 2 days prior to date of event or event cancelled.	$50 to $75 per hour	Billed on invoice with FOAPL
External	Must be at least 1 week prior	Fees based off pricing per room and need amenities (Discuss with GAH Admin)	TBD

Parking at the Greek Assembly Hall

The University of Alabama Parking Services has guidelines for students, faculty, staff, and visitors regarding parking permits, fees, and regulations. Permits are required for parking on campus during weekdays, with free parking on weekends and holidays, except during special events. Visitors can purchase permits or pay for parking in designated visitor areas.

Cars parked at the lot when regular programming is going on that have a UA permit will not be ticketed. Visitors can purchase permits or pay for parking in designated visitor areas. Organizations or groups who may need special parking or accommodations for non-UA guests or vendors should work with our event organizer team for options.

Use the table below to determine where parking is permitted.

Area	UA Student with Permit	Non-UA Guest	Event Organizer, Vendor, or Guest Speaker
Grass and/or UREC Lawn	Not permitted at any time	Not permitted at any time	Not permitted at any time
Circle Road Behind GAH	Not permitted at any time	Not permitted at any time	Limited loading/unloading if cleared with GAH Administration
Parking Lot	With valid UA parking permit	With valid temporary guest parking via Park Mobile	Work with GAH Admin. For parking needs prior to event and at time of registration

Lost and Found

A lost and found service is located at the Information Desks. Any items lost in the Greek Assembly Hall are turned in to the Main Lobby Information Desk’s Lost and Found Box. Customers must show a valid ID when claiming any lost items. Items of significant value are turned over to UAPD.

External Organization Booking Guidelines

External groups formally affiliated with a national organization represented within the NPHC or UGC councils at The University of Alabama may request use of the space for events or gatherings that align with the organization’s mission, values, or intended purpose. This may include, but is not limited to, celebrations of founding or charter dates, philanthropic initiatives, or programs that promote the principles of brotherhood, sisterhood, unity, and service. All such requests must be approved by both a designated chapter representative and a Student Life representative to ensure alignment with university guidelines and the purpose of the space. Organizations without active undergraduate representation at The University of Alabama are not eligible to reserve or utilize the Greek Assembly Hall spaces. Additional details regarding the reservation and approval process will be shared soon.

Maintenance, Tech, or Emergency Issues

Patrons should notify the front desk staff of any maintenance, tech, or emergency issues as soon as they are discovered. If there are solutions that can be employed in that moment, a staff member will assist. If it is something more serious, a staff member will provide an update or instructions and will consult with the GAH Administrative Team.