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.
If the event is approved from KU Recreations Services, a confirmation email will be sent to the contact person. This confirmation email will be needed to successfully complete the SOE Form (see below). If an email address is not available, the contact person will be contacted via telephone.
In addition to the Facility Reservation Request, a Student Organization Events (SOE Form) must be completed electronically to the Student Involvement Leadership Center (SILC) office for student events. This also must be completed at least 14 days in advance of the requested reservation date(s).
For any questions regarding the SOE Form, please contact SILC at firstname.lastname@example.org.
A facility reservation request submitted does not guarantee approval of the request.
A 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.
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 30 days via email from the University of Kansas to the contact person.
All organizations and groups not affiliated with the University of Kansas renting activity space must provide a Certificate of Insurance to KU Recreation Services.
If for some reason, the event does not take place and KU Recreation Services is not notified beforehand, the individual/group is still required to pay the appropriate rental and staffing fees.