Space Reservation Guidelines

The following areas of the Student Recreation Center may be reserved in accordance with established guidelines: Main Gym, Multipurpose Gym, Aerobics Room, Conference Room, Lounge, Track and Cardio Area, Weight Room and Multipurpose Recreation Field.
University offices/departments, chartered student organizations, and non-University groups may reserve space in accordance with established guidelines.
Requests for exceptions to the reservation guidelines must be in writing and requested far enough in advance to be presented at a regular meeting of the Recreation Center Advisory Committee.
Reservation requests must be made on the Student Recreation Center’s Space Request Form or through its on-line request form, and are due at least one week in advance of the requested reservation time.
Cancellation notice is required at least 48 hours in advance and confirmed with a written cancellation request.
Fees for labor, facility access or space rental may be charged for after-hours usage and/or reservation, special set-up requirements, or for space reserved by non-University groups.
Non-University groups must furnish a certificate of liability insurance that name Truman State University and its Board of Governors as “additional insured” in the amount of at least $2,000,000.
The maximum number of participants allowed at any one time in the facility or reserved activity area(s) will be the combined fire code rated capacities for the spaces in use, or 250 people, whichever is lower.
The activity areas of the Student Recreation Center are generally to be used for sport events, and fitness/wellness programs.  The Student Recreation Center may not be reserved for performance or entertainment events.
A limited number of dates each fall and spring semester will be made available for late night events.
Reservation time periods are generally for a maximum 1.5 hour time blocks on weekdays; and a
maximum 2 hour time blocks on weekends.  Large special events may be granted longer time blocks.

Food and beverages are only allowed in the main lounge and the Conference Room of the Student Recreation Center.  Sport squeeze bottles are permitted in the activity areas.
Loss of reservation privileges for a semester or more may result from non-adherence to these guidelines or other posted space usage policies.

Space requests will be determined by lottery within each group according to the priority order for scheduling.
Requests for space reservations for the fall semester (from the start of classes Truman Week in August through the semester interim and up to the first day of class in January) will be accepted in the Campus Recreation Office from April 1 – 20.  Space assignments will be made by May 1 whenever possible.
Requests for space reservations for the spring semester (from the start of classes in January through the semester interim and up to the first day of summer session classes in June) will be accepted in the Campus Recreation Office from November 1 – 20.  Space assignments will be made by December 1 whenever possible.
Requests for space reservations for the summer semester (from the start of classes in June through the semester break and up to the first day of Truman Week classes in August) will be accepted in the Campus Recreation Office from April 1-20.  Space assignments will be made by May 1 whenever possible.
Requests for space reservations received after the specified “acceptance” period will be assigned on a first-come basis after initial assignments are made.
Requests for space reservations for large special events will be accepted up to one year in advance of the event.
There will be periods during the year when parts or all of the Student Recreation Center and the Multipurpose Recreation Field may be closed and access may not be granted.

Facility rental fees may be charged for the following:
For exclusive reserved use of areas within the Student Recreation Center or the multipurpose recreation field during normal operating hours by groups other than University departments for Truman students or chartered student organizations.
For exclusive use of areas within the Student Recreation Center or the multipurpose recreation field by University departments or chartered student organizations involving otherwise ineligible users.
For exclusive use of areas within the Student Recreation Center outside the normal operating hours by either University or non-University groups.
The following rental fees will apply:
Exclusive use of the multipurpose recreation field: $100 for 0-4 hours; part of every hour thereafter for the same event is an additional $15 per hour.
Exclusive use of the entire Student Recreation Center: $400 plus labor charge for the first 0-4 hours; part of every hour thereafter for the same event is an additional $75 per hour plus labor charge.
Exclusive access to specific areas within the Student Recreation Center:
Main gym: $160 plus labor charge for 0-4 hours; $30 per hour thereafter plus labor charge.
Multipurpose gym: $60 plus labor charge for 0-4 hours; $10 per hour thereafter plus labor charge.
Weight room: $60 plus labor charge for 0-4 hours; $10 per hour thereafter plus labor charge.
Track and cardio area: $25 plus labor charge for 0-4 hours; $5 per hour thereafter plus labor charge.
Aerobics room: $25 plus labor charge for 0-4 hours; $5 per hour thereafter plus labor charge.
Conference room: $20 plus labor charge for 0-4 hours; $5 per hour thereafter plus labor charge.
Main Lounge: $60 plus labor charge for 0-4 hours; $10 per hour thereafter plus labor charge.
Rental fees will not be charged if an activity sponsored by a University department or chartered student organization is non-profit or non-commercial in nature, and the activity occurs during normal operating hours.  For example, an event held to raise money for a recognized charity simply requires the sponsoring group to furnish a letter from the charity recognizing they will be the beneficiary of the funds raised at the event.
Facility access fees may be charged to groups made up of non-Truman students, faculty or staff in lieu of rental fees if the access is during normal operating hours and exclusive use of space is not reserved.  Facility access fees are not charged if rental fees are charged.
$1 per person per visit if under age 14
$2 per person per visit if age 14 or above
$5 per person for a seven (7) day pass (any age)
Labor charges are assessed if extra staff or after-hours staff is needed.
Labor charges are calculated at the going rate per person per hour for student staff.  Labor charges are calculated at the individual rate for regular full-time staff (if required).
A minimum of two (2) staff is required to open the Student Recreation Center, or a minimum of three (3) staff is required to open the facility if the weight room is accessible.  Additional staff may be necessary depending on the number or ages of the guests using the facility.
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Groups for priority order of scheduling:  Student Recreation Center sponsored programs (including intramurals, fitness/wellness, and special events), Truman departments and chartered student organizations for special events, and non-University groups.
On any weekday during the fall and spring semesters when classes are in session, one court in the Main Gym will be available for reservation from the start of posted hours until closing.  After 6:00 p.m. a second court may be reserved.
On any weekend day, summer school day, or other day when classes are not in session, two courts in the Main Gym will be available for reservation.
During posted open hours of the Student Recreation Center at least one court in the Main Gym will be available for drop-in basketball play (unless the court in the Multipurpose Gym is available).
If no courts are reserved in the Main Gym during a weekday evening, then a volleyball court may be set up for drop-in play after 6:00 p.m. unless the Multipurpose Gym has reserved times for open volleyball.
If no courts are reserved in the Main Gym during any weekend day, summer school day, or other day when classes are not in session, two badminton/pickleball nets and two table tennis tables may be set up on the east court for drop-in play from the start of posted hours to closing time.

During posted open hours of the Student Recreation Center the Multipurpose Gym is available for reservation from 6:30-8:00 a.m. weekdays, and after 5:00 p.m. weekdays when classes are in session fall and spring semester; and during half of the open hours on all other days.  Organizations requesting standing reservations may reserve no more than six (6) hours total during the week plus two (2) hours on the weekend.  Reservations for scheduled contests with other clubs are not included in the scheduling restrictions.
Groups for priority order of scheduling:  Student Recreation Center sponsored programs (including intramurals, fitness/wellness, and special events); Truman sport clubs that are chartered student organizations, compete in indoor facilities, and compete externally; Truman sport clubs that are chartered student organizations and compete externally; Truman departments and other chartered student organizations for special events; and non-University groups.
The Multipurpose Gym is available for drop-in play during posted open hours if it is not reserved.

During posted open hours of the Student Recreation Center the Aerobics Room is available for reservation.
Groups for priority order of scheduling:  Student Recreation Center sponsored programs (including intramurals, fitness/wellness, and special events), Truman departments and chartered student organizations that are dance or martial arts based, other chartered student organizations, and non-University groups.  Student organizations that are dance or martial arts based have first priority after 9:00pm weekdays when the facility is open.
The Aerobics Room is available for drop-in use during posted open hours if it is not reserved.

During posted open hours of the Student Recreation Center the Conference Room is available for reservation; however, due to in-house demand and daily usage it is recommended that it not be reserved for regularly scheduled meetings that are not related to the Student Recreation Center sponsored programs.
Groups for priority order of scheduling:  Student Recreation Center sponsored programs (including intramurals, fitness/wellness, and special events), Truman departments and chartered student organizations, and non-University groups.
Food or beverage service for the Conference Room may be arranged with the Truman Food Service Office.

These areas are only available for reservation outside the posted open hours of the Student Recreation Center.

On any weekday during the fall and spring semesters when classes are in session, the Multipurpose Recreation Field is available for drop-in play from sunrise to 3:00 p.m.  From 3:00 p.m. to sunset, the Multipurpose Recreation Field is available for reservation.
On any weekend day, summer school day, or other day when classes are not in session, the Multipurpose Recreation Field is available for reservation.
2.     Groups for priority order of scheduling: Student Recreation Center sponsored programs (including intramurals, fitness/wellness, and special events), Truman sport clubs that are chartered student organizations and compete externally; Truman departments and other chartered student organizations for special events, and non-University groups.

3.     Non-freestanding tents or canopies are prohibited due to potential damage to the underground irrigation system from tent stakes.

4.     Vehicles are not to be driven or parked on the Multipurpose Recreation Field or its grassy perimeter areas.

Line of authority

Policy Administrator:

Contact:

Effective date

Effective Date:

Approved Date:

Policy Type: Operations