Policies & Procedures - Facilities
Facility reservation requests must be submitted at least two weeks in advance of requested date(s). It is highly recommended that facility reservation requests for larger scale events be submitted at least 4-5 weeks in advance of the requested date(s). Advance requests normally will not be considered until 4 weeks prior to the start of each semester.
In addition to the Facility Reservation Request, a completed UEC form (DOC) must be completed and submitted to the University Events Committee on the fourth floor of the Kansas Union at least 14 days in advance of the requested reservation date(s). Please see University Events Committee Form and University Policies.
A facility reservation request submitted does not guarantee approval of the request.
The appropriate KU Recreation Services staff member will contact the person listed as the contact person for the requesting group. Availability, cost and policies will be discussed. The KU Recreation Services staff may also assist with the organization of tournament brackets and rules.
If approved, a confirmation email will be sent to the contact person. If an email address is not available, the contact person will be contacted via telephone.
Area policies and event policies will be communicated to the contact person of requesting group/organization. It is the responsibility of the contact person to communicate with group or organization.
After the event, an invoice will be sent within 3-4 days via email to the contact person. If an email address is not available, an invoice will be mailed or the contact person will be directed to pick up an invoice from the ASRFC Administrative Office 103.
All organizations and groups not affiliated with the University of Kansas renting activity space must provide a Certificate of Insurance to KU Recreation Services.