Step 1: Submit a fully completed Campus Recreation Reservation Request Form to the Office of Campus Recreation. Requests for reservations for philanthropy events and large events need to be submitted at least 60 days in advance and any other events at least 30 days in advance. If supplies (tables, chair, trash totes, and stage pieces) are needed those will need to be ordered at least 14 days in advance.
Step 2: The reservation request will be reviewed by the Office of Campus Recreation and approved or denied based on the facility availability, type of event requested, and capacity of the facility requested. Once approved or denied, a notification will be sent via email.
Step 3: Upon approval of space, a meeting with the reservations staff may need to be set up to discuss the details of your event. Completed forms such as the Special Event Intake Form, a Certificate of Insurance ($1 million minimum) from your insurance carrier, and any other forms that pertain to your event specifically will need to be brought to the meeting. Fees will also be discussed at the meeting if needed.
Step 4: Following the meeting with the reservations staff, attending the Special Event Committee (PDF) and presenting your event is required. At this meeting, the event representative will have a chance to communicate with all individuals to better discuss the event and communicate regarding risk management, university liability, and other factors. Meeting attendees include representatives from the following areas: Campus Recreation, Reservations, Associate Vice President, Risk Management, Sodexo, Campus Life, HMSU, Library, Public Safety, Facilities Management, Grounds, Environmental Safety, and others.
Step 5: Once all of the steps are completed and payment is received the reservation request is confirmed. If the organization wishes to cancel they need to communicate with the reservation staff at least 7 business days in advance.