Rental Policies | Recreational Sports and Services | SIU

General Reservation Information

The individual(s) that is listed as the contact person will serve as the representative in charge of the group and their actions. It is the responsibility of the person listed to make sure that a designee must be named and that person must be communicated to the Reservations Department within 24 hours of the event.

Reservation requests will be reviewed in the order they are received. RSS Programs, SIU student groups/organizations receive first priority.

A completed reservation form must be on file with RSS before any event will be approved.

Reservation requests must be completed at least 14 calendar days prior to the day of the event or by special request approval by the Assistant Director of Facilities or the Associate Director of Facilities.

Student groups must provide a final participant count and schedule a group contact meeting no later than 7 calendar days prior to the event. Failure to schedule a meeting 7 calendar days prior to the event will result in the cancellation of the event/program.

Advertising

Any group wishing to advertise for their event or during their event must get approval from Campus Recreation. Failure to do so will result in any signage being taken down.

Alcohol Policy

Approval for alcohol must be obtained in compliance with University guidelines. Approval from the RSS Director is also required. Any distribution of alcohol must gain approval from Vice Chancellor of Administration and Finance.

https://policies.siu.edu/other-policies/chapter6/alcohol.php   Any distribution or consumption of alcohol at RSS facilities without prior approval is strictly prohibited. In the event distribution or consumption of alcohol is suspected by RSS Staff, SIUC Police will be contacted.

Alcohol request form

Animals

RSS welcomes Guide or Assistance animals utilized by guests with disabilities in accordance with ADA regulations.   All other animals are prohibited at all RSS facilities.
SIUC Animal Policy:  https://policies.siu.edu/other-policies/chapter6/animal.php

Beverage Policy

Outside beverages must be non-alcoholic and a Pepsi product if having soda.
No alcohol may be brought into RSS venues from outside sources unless approved prior to the event through the correct procedures.

Cancellation Policy

Failure to notify the RSS of event cancellations may result in a loss of building privileges and/or the assessment of appropriate fees. Cancellations must be made by calling 618-453-1245 or by emailing  rss.scheduling@siu.edu.  The email must be sent from the individual listed as the contact. Business hours are from 8:00 am until 4:30 pm Monday through Friday. To receive a full refund, an event must be canceled 14 calendar days prior to the event. To receive a 50% refund, an event must be canceled 7 calendar days prior to the event. Groups that do not show for a confirmed event will incur 100% of the rental costs.

Confirmation Policy

Confirmed Reservations if scheduled by an off-campus customer are considered confirmed only after the Rental Agreement has been signed and payment of anticipated expenses are paid. Campus departments must verify the budget purpose number they would like their event to be billed to along with the fiscal officer for the account. Contracts must be signed by the fiscal officer or designee with both names showing and returned to the  Student Recreation Center  Reservation Office MC 6717 at least two days prior to the event.

Damages

Organizations reserving RSS facilities are responsible for any damages that occur during their reserved time. Damages will be assessed and documented after the event by RSS Staff. Fees will be assessed by the organization based on the cost of facility repairs. Organizations may face further consequences for severe or intentional damage. Groups are held responsible for any damage that may occur as a result of misuse or misbehavior during their event.  In addition to rental fees, labor charges will be assessed when reserved areas are left in an unclean or damaged condition.

Decoration Policy

Decorations for birthday parties or events may not hinder public safety or cause property damage. All decorations must be free-standing. The RSS will not permit the affixing of anything to the walls, floors, or ceiling. Please consult the RSS Staff for assistance and approval for the display of all materials

Event Equipment and Setup

Each room must be left in the condition in which it was found. Tables, chairs, etc. need to be returned to their original position. All Rec Sports and Services property is to be accounted for and left in the condition it was received. Moving equipment from one space to another is not allowed. Cost for misuse of Rec Sports and Services property will be charged to the reserving group. For events with large setups, the space must be reserved for any setup and takedown time Any external vendor providing equipment or services to an event must be approved and provide a Certificate of Liability Insurance. For more information regarding insurance requirements, please contact SIUC Risk Management Department at   http://siusystem.edu/risk-management/

Fitness Classes

Outside fitness instructors are not allowed. All instructors must be Rec Sports and Services certified fitness employees. To secure a fitness instructor for your event, please contact the Fitness Coordinator at 618-453-1275.

Food Policy

All food must be from the University's Approved Caterer list or fall within the Small Food Policy (see below for more info). More information on catering can be found at http://studentcenter.siu.edu/catering/.  Food is allowed in the Alumni Lounge.  Availability for food in the lower area of the Recreation Center rests solely with the Assistant Director of Facilities or his/her Designee.

Fundraising Policy

Fundraising at events at RSS facilities is permitted; however under strict guidelines. All University policies regarding fundraising must be followed. SIUC Fundraising policy:     https://policies.siu.edu/other-policies/chapter6/fundraising.php 

Guest Conduct

RSS is committed to providing a fun, entertaining, exciting, and safe environment for all of our guests. Guests interfering with an event or offending other guests may be asked to leave the facility and may be subject to prosecution. Users are expected to be responsible, courteous, and safety-conscious. Users and/or organizations that disregard policies and guidelines may be asked to leave the facility and could experience a loss in recreational services.

Insurance Policy

Outside groups, RSO's and SIU groups that include non-SIU students scheduling an event that may include risk with the Student Recreation Center must provide a certificate of insurance naming the Board of Trustees as an additional insured. Commercial General Liability needs to be at least $1,000,000 per occurrence and a $3,000,000 General Aggregate Insurance. Umbrella Liability insurance may be used to meet the general liability coverage limit requirements. Inflatable insurance needs to be at least $2,000,000 per occurrence and $4,000,000 General Aggregate Insurance.

Sexual Molestation Liability with Limits of at least $1,000,000 per occurrence and a $3,000,000 General Aggregate.

Please visit this site for further details: https://siusystem.edu/risk-management/tulip.shtml.

Certificate of insurance must be turned into the Assistant Director of Facilities no later than 7 days prior to the event.

Lost and Found

In the case of a lost item, please contact the Student Recreation Center Reception desk at 618-536-5531 with a detailed description of the item in question. Unclaimed items will be stored at the RSS for 30 days. If an item is not claimed within the 30 day time period, valuable items (cell phones, laptops, jewelry, etc.) will be turned over to the SIUC Police Department, and non-valuable items (clothing, basketballs, shoes, etc.) will be donated to charity. The RSS is not held responsible for the damage or loss of any article left at RSS facilities prior to or following your reservation.

Movie Policy

Any movie to be shown in any RSS Facilities must have prior approval from the Assistant Director of Facilities. All movies must be rented through Student Programming Council and approved through Student Services.

Parking

Parking around the Student Recreation Center is managed by the SIU Department of Public Safety. We encourage the groups' event coordinator to communicate with the parking division (www.dps.siu.edu/parking) regarding events that occur Monday - Friday.

Payment

Full payment  must be paid in advance for all off-campus contracts at least 7 days prior to the event. This payment will include all building fees (opening and extension charges, room and equipment rental).

Small Food Policy

Groups may bring prepackaged food into the Student Recreation Center for consumption in private meeting spaces only for events/meetings. Prepackaged food includes food in manufacturer sealed, airtight containers or wrappers. This may include potato chips, cookies, candy, or beverages as well as fruit and veggie trays. Per SIU’s agreement with Pepsi Mid America, all beverages must be Pepsi products, including bottled water (Aquafina or Crisp ’n Clear). NO HOMEMADE ITEMS ARE ALLOWED.

Food items that require refrigeration or heating to ensure food quality must be through one of the University’s approved caterers.

When a Registered Student Organization, University Department, or outside group reserves space with Recreation Sports and Services, they must indicate on the reservation form if they plan to provide food. If individuals or groups decide to bring in food after they initially reserve space, they must notify the Assistant Director of Facilities at least 2 business days in advance.

Sound Policy

Any sound amplification must be kept at a courteous level. Any amplified sound must be directed towards the center of campus when possible and be in accordance with all University sound policies. Any requests made by RSS Staff to reduce the volume of amplified sound must be followed.

Staffing

Recreational Sports and Services will staff each private event with an appropriate number of participants. Special staffing, specifically game officials, must be arranged when making the reservation. Extra fees for staff may vary depending on the amount of staff members that are needed for your specific group (number of participants).

Student Group Approval

Students groups must have approval from Student Development and must be submitted to the Student Recreation Center Reservation Department 14 calendar days prior to the event.

GENERAL SAFETY:

• All participants should follow Recreational Sport and Services policies.
• Open flame is not allowed at any indoor or outdoor reserved event. This inlcudes bonfires and firepits.
• All members must have a risk and release waiver on file before taking part in any activities.
• It is advised to have a physical examination by a doctor before engaging in any type of physical activity.
• Participants are encouraged to drink water or other hydrating fluids before, during, and after the activity.
• Groups cannot use personal climbing equipment and must use the gear provided by RSS Base Camp.
• Participants must wear appropriate clothing and closed-toe shoes to ensure safety.
• Hazardous jewelry, watches, and hanging clothing items must be removed.
• Any safety hazards should be reported immediately to the staff.
• Participants must abide by the decisions of RSS staff.