Facility Reservation Guidelines for Departments and Community Groups

Any NIU department may request use of Recreation space for a discounted rental fee. Departments are also responsible for costs directly related to the rental. These may include:

  • Additional insurance
  • Set-up/take-down fees
  • Staffing and supplies
  • Janitorial and Physical Plant work
  • Damage to equipment and/or facilities

Detailed costs are estimated in a rental agreement. Departments must provide an active university account number for billing before their reservation is finalized.

If you have any questions, contact the assistant director for facility operations at 815-753-9353.

Room/Equipment Setup

Departments can request custom room/equipment setup during an event preparation meeting. We’ll attempt to accommodate requests, if feasible.

Groups can provide their own equipment with approval from Recreation.


We’ll determine staffing based on an assessment of programming and facility needs:

  • Events during normal operational hours may not require additional staff unless we deem it necessary or requested by the department.
  • Events outside normal operational hours require at least one facility supervisor and one building staff member.
  • Aquatic facility rentals require at least two lifeguards.

Depending on the number of participants/spectators, we may schedule additional staff.


Departments can cancel without penalty up to 48 hours in advance. If cancelling within 48 hours of the event, the department may be charged 25% of the estimated cost.

We reserve the right to cancel an event due to reasons such as incomplete paperwork, misrepresentation of an event or failure to abide by Recreation/NIU policies.

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