Reservations Timeline
Annual Reservation Cycle
The Student Union operates on an annual reservation cycle.
Each April, Student Union event spaces open for reservations through the end of the following academic year. This structure allows departments, colleges, and registered student organizations to secure space well in advance and supports smoother execution of major campus events.
In April 2026, Student Union event space opens for reservations through August 18, 2027.
The annual cycle supports:
- Long-range and strategic event planning
- Improved campus-wide coordination
- Effective execution of major campus programs and initiatives
Reservation Opening Timeline
Reservations open each April according to the Student Union’s established tiered priority system.
- Tier I – First Monday in April
- Tier II – Second Monday in April
- Tier III – Third Monday in April
- Tier IV – Fourth Monday in April
- Tier V – First Monday in May
Requests are accepted first-come, first-served on the designated tier opening date.
Tier Structure
The tier structure reflects the Student Union's scheduling priorities and ensures appropriate access to space based on campus impact, affiliation, and scale.
The Student Union is a student fee-funded facility; therefore, scheduling priority is guided by the degree to which events support, serve and center the student experience.
Tier I: UT San Antonio sanctioned major campus events including, but not limited to:
- Roadrunner Days
- Homecoming
- New Student Orientation
- Roadrunner Preview
- Hooding and Commencement-related ceremonies
- Roadrunner Remembrance
- Wellbeing Day
- Día en la Sombrilla
- Fraternity and sorority recruitment
- Career or graduate school fairs
Tier II: Sponsored Student Organizations and Student Affairs departments
Tier III: Registered Student Organizations
Tier IV: University departments and colleges , Joint Sponsored events
Tier V: Special-use events unaffiliated with the university, including weddings
Tier I Designations
Tier I designations are determined in consultation with divisional leadership to ensure alignment with university priorities and campus-wide impact.
Scheduling exceptions and special considerations are reviewed on a case-by-case basis by Student Union Event Services.
For assistance with planning timelines or questions about Tier I eligibility, please contact Student Union Event Services at SUevents@utsa.edu.
