Facilities

NIU Student Organization Reservation Policies

NIU Student Organizations

  • Any recognized NIU Student Organization in good standing with Student Assoication may request use of Campus Recreation space.
  • NIU Student Organizations are charged for facility supervision, janitorial, etc, however a rental fee may not incurred.
  • NIU Student Organizations may be required to provide additional insurance if the event or activity is deemed to be "high risk."
  • NIU Student Organizations will be held responsible for all cost directly related to their rental.
  • NIU Student Organizations may invite non-NIU participants for their respective rentals.
  • NIU Student Organizations may be required to submit a roster of active members that will be using the space each semester (dance groups).
  • Setup/takedown fees may apply for an activity that requires time beyond standard room setup or that may impact informal recreation times.
  • Reservations require a university account number to charge through internal billing or through Accounts Receivable.  For Student Groups not receiving funding from the Student Association see Information on Accounts Receivable and setting up an account Proof of an active university account is required before the reservation is finalized.

Dance Request

  • Only NIU Student Association recognized student organizations are allowed to host informal dances at Campus Recreation facilities.
  • Dance request should be submitted at least 4 weeks in advance.
  • Please note: Public Safety approval requires 3 weeks advance notice.
  • To initiate a dance reservation please follow the On Campus Social Event Policy form link

On Campus Social Event Form

Cost Agreements

  • All costs are estimated before the event occurs.
  • Department/Group is responsible for all direct costs associated with the event including, but not limited to:
    • Rental
    • Staffing
    • Janitorial
    • Physical Plant work
    • Damage (equipment and/or facilities)
    • Additional supplies
  • Detailed costs will be included in the final rental agreement.
  • Departments/Group will be notified of the final cost before billing is submitted.
  • Renter Review – Please contact the Associate Director for questions regarding cost agreements.

Room/Equipment Setup

  • All room/equipment set up requests should be listed on the Facility Request Form or may be requested during an event preparation meeting.
  • CR will attempt to accommodate room and equipment set up requests, if feasible.
  • Groups may provide its own equipment with approval of CR designated representative.
  • Additional costs may be incurred due to damages (equipment, facility, etc) during contracted time.
  • Additional costs may be incurred due to involvement of NIU physical plant tradesmen.

  

Staffing
CR staff will determine staffing needs which are based on an assessment of programming and facility needs.  General guidelines to assist in planning are as follows:

  • Events using space during normal operational hours may not require additional staff unless requested by the organization reserving the space or if deemed necessary by CR.
  • Events using space outside of normal operational hours will require a minimum of one CR Facility Supervisor and one building staff member. 
  • Depending on estimated event participants/spectators, CR may schedule additional staff.
  • Aquatic facility usage requires a minimum of two lifeguards.

Cancellations

  • A cancellation can occur up to 48 hours prior to the reservation without additional penalty.
  • A cancellation made after 48 hours to the event may be charged 25% of the estimated contract.
  • CR reserves the right to cancel any event subject to, but not limited to: incomplete paperwork, misrepresentation of event, failure to abide by NIU CR policies, and other university policies.