External Groups Facility Reservations

External Groups

• Non-University groups (External) wishing to use Campus Recreation space may request to do so pending space availability. Appropriate external rental, staffing, janitorial, etc. rates will apply.
• External Groups will be held responsible for all cost directly related to their rental.
• External Groups must have general liability insurance and/ or excess umbrella insurance in amount totaling no less than $1,000,000 per occurrence and $3,000,000 aggregate, and no more than $250,000 deductible per occurrence.  The Certificate of Insurance name ‘Northern Illinois University and Board of Directors’ as additionally insured on policy.
• External Groups must also have workers compensation insurance at the statutory amount and $1,000,000 of employer’s liability insurance.
• Setup/takedown fees may apply for an activity that requires time beyond standard room setup or that may impact informal recreation times.
• Any approved request for a full day or multiple day events will require an event preparation meeting with an appropriate Campus Recreation Staff member.
• Reservations require a university account number to charge through internal billing or through Accounts Receivable (see Information on Accounts Receivable and setting up an account). 
• Proof of an active university account is required before the reservation is finalized.

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.
• Campus Recreation will attempt to accommodate room and equipment set up requests, if feasible.
• Groups may provide its own equipment with approval of a Campus Recreation 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
Campus Recreation 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 Campus Recreation
• Events using space outside of normal operational hours will require a minimum of one Campus Recreation Facility Supervisor and one building staff member. 
• Depending on estimated event participants/spectators, Campus Recreation 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.
• Campus Recreation reserves the right to cancel any event subject to, but not limited to: incomplete paperwork, misrepresentation of event, failure to abide by NIU Recreation policies, and other university policies.