Guidelines and Procedures

Group Classification and Priority Reservation Status

Requests for reservations must be made through the appropriate online submission form. Once submitted, 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 reservation requests at Greek Assembly Hall are based on a tier system. You will find more detail below regarding tiers and registration forms. Learn more information about Group Classification and Priority Reservation Status.  

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

Requirements for Reservation Confirmation

GAH uses a system that allows users to book any available space. However, there are times when GAH administration may recommend the use of an alternate space or require additional information to confirm that the details of an 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 administration	Optional — required if requested by GAH administration	Recommended — required if requested by GAH administration
Special Event Form (For After Hours and Closed Dates)	Yes	Yes	Yes
Event Request PUA	No	No	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 the Division of Student Life will attempt to notify the requesting group of any additional permitting or contractual issues. 

Online Request Form

Priority 2 and 3 student organizations and departments use this tool to reserve spaces within GAH during regular business operating hours at least two weeks in advance for large spaces and 48 hours for small meeting rooms. Learn more about  Skedda user accounts. 

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.

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

Skedda User Account 

Individuals must have a Skedda User Account and will be assigned a unique user type based on their org or affiliation. Students Org members of NPHC/UGC will be invited to access by the Assistant Director of Fraternity and Sorority Life who advises NPHC and UGC with a unique user type link. All other access types will be managed by the GAH Team and inquiries regarding that should be directed to the email greekassemblyhall@ua.edu. 

Approval in MySOURCE

Priority 2 Student Organizations hosting, sponsoring, or co-sponsoring events in GAH 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

Priority 2 & 3 registered student organizations and departments use this tool to request spaces within GAH during operating hours that are not typical or for events 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. 

Event Request PUA for Priority 4 (Sponsored Organizations) 

Sponsored organizations that meet the Priority 4 criterion may use this Event Request Permissive Use Agreement (PUA) to request spaces within GAH during regular operating hours or extended/late hours that are not typical.  This form would need to be routed for any event in which an indoor or outdoor space adjacent to GAH would be utilized. Special timing should be factored into any event request that may require additional approval (i.e.- extended hours, weekends, special dates, security, alcohol, social events, filming, etc.).  All sponsored org (Priority 4) requests should be submitted at least 3-4 weeks in advance, with a preference to four weeks at a minimum where possible. 

Grounds Use

University groups and departments and external individuals, groups, and organizations regardless of tier type 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.

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.