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KU Edwards Room Rental Cancellations and No Shows


To describe requirements and penalties for canceling an event.

Applies to: 

All faculty, staff, students, and campus visitors.

Policy Statement: 

External clients may cancel their meeting room reservation without charge or penalty up to the end of the business day one week prior to their event. For example, a 7 p.m. reservation on a Friday must be cancelled by contacting the Administration and Conference Events  Manager (913-897-8410) no later than 5 p.m. on the preceding Thursday one week prior to event. Please note business hours are 8 a.m.-5 p.m., Monday-Friday. Weekend cancellations must be communicated by 5 p.m. on the preceding Friday one week prior to event.

Event cancellations that include services such as catering, audio visual equipment and/or personnel charges require this one week prior to event notice to avoid charges. When a group or individual does not utilize a meeting room reservation and does not communicate to the Event Services Office in the timely manner described above, the group or individual has committed a “no show” and is subject to the following:

  • Off-Campus Organizations or Individuals. These entities are responsible for paying a 15% cancellation/no-show fee.
  • Student Organization or University Department Events. A warning is issued upon the first occurrence during a semester and documented on the reserving group's account. Upon a second no-show all remaining semester reservations for the group will be canceled and no additional reservations will be permitted during the remainder of the semester.

The Edwards Campus reserves the right to cancel a reservation if it conflicts with the general policies of the University regarding meetings on campus or in case of an emergency.


Laurie Brown
Administration and Conference Events Manager

Approved by: 
David Cook, Vice Chancellor of KU Edwards Campus
Approved on: 
Thursday, July 1, 2004
Effective on: 
Thursday, July 1, 2004
Review Cycle: 
Annual (As Needed)
Event, Cancellation, Cancel, Penalty
Change History: 

07-15-2015: This policy was originally created on 07-01-2004. The Edwards Campus Policy & Procedures Committee changed the title to make it uniform, updated the $50 cancellation/no show fee to the current fee of 15%, updated the contact information, and added related policies. During a comprehensive review of all Edwards Campus policies, the Edwards Campus Vice Chancellor reviewed and reapproved this policy.

05-24-2016: Corrected typo.

Operational Categories: 
Student Life Categories: 
Facilities Use & Scheduling

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