Rental Guidelines

Hosting an Event
F.A.Q. »

These policies are non-negotiable for any reservations at MizzouRec Services & Facilities. All reserving groups on required to update their agreement to these policies on a yearly basis.

Academic Class

Requests to hold classes within MizzouRec should be directed to the Registrar’s Office after speaking directly with the MizzouRec Coordinator of Event Management. Exceptions to this policy will be made based on the needs of the university and availability of the space in MizzouRec.

MizzouRec reserves the right to deny use of any of our facilities for a class that requires special equipment, uses chemicals, fire, water, refrigeration, or animal, plant, or food usage without previous approval from Event Management staff.

Suspending material from the ceiling, walls, or light fixtures is prohibited, as are decorations, displays, or exhibits that require flame or water without previous approval from Event Management staff. The use of tape, glue, thumbtacks, or adhesive on the walls, ceilings, frames, columns, or staging for attaching any materials is strictly prohibited with MizzouRec Facilities. Talk with Event Management staff for supplementary options that MizzouRec can offer to you. Pictures are not to be removed from the walls. Non-moveable furniture (couches and chairs included) are not to be relocated. If these have been moved, a charge will be assessed.

MizzouRec reserves the right to charge for cleaning the area in order to return it to normal operating condition.

MizzouRec does not assume responsibility for damage or loss of any materials or equipment left in our facilities.

Accessibility

MizzouRec adheres to ADA standards and is accessible to people with disabilities. This includes the Southeast and West Entrances of the main facility. Wheelchair accessible water fountains and restrooms are located in all of our facilities.

Disabled accessible parking spaces are available on the ground floor of the Virginia Avenue Parking Structure, as well as the parking lot adjacent to the Math Building. To see if space is available, or to get a temporary hang tag (users must have a State Disabled Parking placard or license plates), contact Parking & Transportation services at (573)882-4568.

Accident Reports

Any guests or staff members involved in an accident will be required to fill out an Accident Form. After assessing the need for emergency care, a staff member of MizzouRec will fill out the accident report from the proper location and will fill it out completely with the assistance of the victim. A copy of the form can be delivered to EMS or MUPD as deemed necessary.

Alcohol

MizzouRec reserves the right to deny any person or group the ability to host an event with alcohol provided. Request for alcohol at an event must be put in with MizzouRec Event Management no later than SIX weeks before the scheduled event for approval by the Director of MizzouRec Services & Facilities. Pending approval, the group can attempt to obtain an alcohol permit from the University of Missouri’s Business Services Office. Alcohol permits must be obtained by the customer through the MU Business Services office (573-882-7254) no less than four weeks in advance of the event. A copy of the alcohol permit must be submitted to MizzouRec Event Management two weeks prior to the event for the event to be approved and confirmed. Alcohol Permits can be obtained online via the University’s Business Services website.

Amplification

MizzouRec reserves the right to control or limit the use of amplification devices, such as playback devices, microphones, musical instruments, bullhorns, loud speakers, or other noise making devices that interfere with other activities within our facilities. Inside meeting rooms, amplified sounds need to be kept to acceptable levels. MizzouRec also reserves the right to ask any group to bring their activity within acceptable sound levels. University policy permits exception to this policy between 12:00 noon and 1:00pm Monday through Friday in outside areas with prior approval from Administrative Services. This University policy also applies to other common areas around campus.

Animals

Animals are not permitted on any of the MizzouRec indoor or outdoor facilities.

Any animals found within MizzouRec facilities will be removed; with the assistance of MUPD if deemed necessary. Guide or service dogs as deemed necessary by ADA and security dogs with handlers are exempt from this policy.

Requests to allow animals into MizzouRec for educational purposes must obtain prior approval from the MizzouRec Coordinator of Event Management.

Bicycles

Bicycles shall remain outside MizzouRec and should be secured to the bicycle racks only. Any bike not secured to a bicycle rack will be tagged and removed by MUPD as deemed necessary by MizzouRec Staff.

Biking, skateboarding, rollerblading, and/or roller skating are prohibited inside the building, surrounding sidewalks and railings, on Stankowski Fields and Track, as well as Hinkson and Epple Fields.

Individuals engaged in such acts will be requested to discontinue the activity; failure to do so may result in MUPD action.

Cancellation/No-Show

Due to high demand for space reservation, groups who fail to cancel their reserved space(s) or do not show up will be charged a cancellation fee in addition to the Event Service Fee. All groups have a minimum of 48 hours prior to a scheduled event reservation to cancel; otherwise fees will be assessed based on the estimate received in the reservation confirmation. All cancellation fees for spaces may be up to 50% of original rented space cost. Users are not allowed to use the reserved space for functions other than originally reserved and confirmed. Failure to pay cancellation fees will result in denial of all future events until paid. MizzouRec reserves the right to change and/or cancel a reservation or alter the use of other assigned space with the understanding that, at all times, every effort is made to provide comparable facilities.

Court Tarps

All groups hosting an event on any of the basketball courts where food will be served are required to rent MizzouRec’s court tarps in order to protect the floor from potential damage. Groups are responsible for the fees associated with court tarps. Extra setup/tear down time of one hour per 3 courts is required for court tarping. When planning an event, please allow for the additional time and budget accordingly for the setup rates listed below:

Staffing

$23/hour per staff, minimum of 3 staff for setup/tear down

Tarping

$100/day per court, minimum of 1 court

Tarping and all staffing needed are at the discretion of the MizzouRec Coordinator of Event Management.

Deposits

MizzouRec requires deposits for all reservations estimated over $250. All deposits are 50% of estimated rental cost determined at the planning meeting. Deposits are due 7 days after receipt of confirmation. If a MO Code is provided on the reservation request form, this will serve as a deposit for that reservation.

Event Planning

MizzouRec supports many different types of events hosted on campus by recognized student organizations, while ensuring the safety of the guests of this event, other occupants within the facilities and the building premises. MizzouRec also allows departments and groups outside of the University to host events and rent spaces within our facilities. The following regulations apply to any event scheduled for a space within MizzouRec.

Fees

It is the responsibility of the host department or outside group to bear any of the related costs for the event, including but not limited to:

  • Facility rental (recognized student organizations excluded)
  • Grounds services, such as field grooming, additional trash receptacles and clean-up, repairs, etc.
  • Additional custodial fees
  • Damages
  • Additional materials or equipment
  • Staffing/Security
  • Service Fee

Any event hosted within MizzouRec facilities may require University Police Department (MUPD) coverage. Security coverage will be arranged by the Event Manager and may be required after regular facility hours. Based upon the type of event and past experience with similar events, MUPD will assign the appropriate number of officers to provide security to the event. It is the responsibility of the sponsoring organization or group to cover the cost of the MUPD officer on duty. MizzouRec encourages the host group to promote and encourage a safe and secure environment for all participants.

Decorations within Facility

Suspending material from the ceiling, walls, or light fixtures is prohibited, as are decorations, displays, or exhibits that require flame or water without previous approval from Event Management staff. The use of tape, glue, thumbtacks, or adhesive on the walls, ceilings, frames, columns, or staging for attaching any materials is strictly prohibited with MizzouRec Facilities. Talk with Event Management staff for supplementary options that MizzouRec can offer to you. Pictures are not to be removed from the walls. Non-moveable furniture (couches and chairs included) are not to be relocated. If these have been moved, a charge will be assessed.

Fronting

University student organizations, individuals or departments may not serve as “fronts” for off-campus groups in order to gain free use of any spaces belonging to MizzouRec for the off-campus user. Meetings and events reserved by University student organizations or departments must fall under the following guidelines:

The event/meeting must be conceptualized, planned, and managed by the University student organization or department and must truly be an organization or department initiative.
A majority (over 50%) of those attending events/meetings scheduled by University student organizations or departments must be University of Missouri students, faculty, or staff.
Any costs associated with the event/meeting must be paid by the student organization either by providing a University account number or from checking account belonging to the student organization.
MizzouRec reserves the right to determine the designation of groups as on-campus vs. off-campus sponsorship by considering the nature of the event, past experience with respect to similar events, type, and the nature of attendees.

Property Damage

All groups using MizzouRec facilities are responsible for any and all damages in their reserved area(s). MizzouRec reserves the right to bill any organization, department, or outside group for damages or losses resulting from the use or misuse of the facilities or equipment.

No property of MizzouRec may be removed from the facilities. MizzouRec also does not assume responsibility for damage to or loss of any materials or equipment left in the building or in storage.

Space Cleanliness

It is the responsibility of the host group to clean loose trash from the area of the event. Event Management staff will provide the group with trash bags or receptacles as needed. MizzouRec reserves the right to assess fees for actual damage to the premises and/or additional custodial charges if the area is not properly cleaned and returned to the condition in which it was received.

Staging

All users of MizzouRec staging will be charged a fee per stage section. Only members of MizzouRec staff on duty are allowed to setup/breakdown the stages. Stages may not be moved once the room has been setup. As with any setup, last minute changes or additions made less than 48 hours prior to the event are not guaranteed. Each section of the stage are 4’ x 8’.

The use of staging is restricted to certain spaces; speak with Event Management for further details. MizzouRec also reserves the right to deny the use of staging based upon the availability of equipment.

Storage

MizzouRec will charge a fee of $15 per room/closet used as storage per day of use. Advance permission must be requested. MizzouRec will not be held be responsible for any damage, theft, or loss of any items left or stored in MizzouRec Facilities.

Other Relevant Event Policies & Guidelines

The total number of individuals participating in a function must not exceed the designated capacity of the space. Any and all facility-specific regulations must be followed. All individuals and groups not affiliated with the University must provide a certificate of event insurance before final approval can be authorized.

Please also refer to the following policies and guidelines that are within this manual:

  • Alcohol
  • Animals
  • Amplification
  • Cancellations
  • Court Tarps
  • Golf Carts & Parking
  • Posting
  • Reservations
  • Weather Issues

Exceptions to Policy

Depending on facility needs, nature of the event and/or past experiences with the type of event or sponsoring group, additional stipulations to this policy may be required. The host group will be advised in a reasonable amount of time so that they may respond.

Facility Hours

The hours of MizzouRec are set to provide maximum participation to meet the needs students and our members. The building hours are based on the following criteria:

University Calendar
Member Participation

The hours of operation are posted at the two entrances into MizzouRec. MizzouRec is closed or has exceptions to regular hours of operations for events and member use on University recognized holidays. These dates include: New Year’s Day Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday following, and Christmas Day. All exceptions to regular hours of operations are listed in the MizzouRec NATION magazine and can also be found here.

Requests Outside of Facility Hours

Any student organization, department or off campus user wishing to hold an event outside of regular facility hours may be charged fees associated with the need for extra staffing. Services to any group may be limited during the time facilities are scheduled to be closed.

Reservations for all groups requesting space outside of facility hours will be booked as tentative until approval has been granted by MizzouRec Event Management.

Firearms

The possession of and/or discharge of firearms and/or explosives on any University property including MizzouRec indoor and outdoor facilities is prohibited except by designated University agents or designated employees in the line of duty. Appropriate civil actions will be initiated for violators of this policy.

Food

All food that is brought into MizzouRec facilities, especially prepared by individuals, requires a food permit. Additionally, grilling food onsite requires an open flame permit.

All permits must be obtained by the event’s host no fewer than TWO WEEKS in advance of the event. A food or open flame permit must be obtained through the MU Health and Safety Sanitarian at 573/882-7018 or online.

A copy of the permit(s) must be submitted to MizzouRec’s Coordinator of Event Management, and should also be on display in the location of the event – the event’s host is responsible for both.

The excess cleaning fee will be charged to groups that do not clean up food, trash, containers, plates, etc. by placing these items in the designated trash receptacles or removed from the spaces. MizzouRec reserves the right to charge any group for damage inflicted during their event. The sponsor of the event will be held responsible. MizzouRec does not assume responsibility for damage or loss of property or materials brought into our facilities.

Golf Carts & Parking

Golf Carts

Golf carts are not allowed on the sidewalks surrounding the MizzouRec Facilities Complex. Golf carts should be parked in a parking space on campus.

Parking

Parking on campus is available at no charge Monday-Friday 6 PM – 7 AM, and all day Saturday & Sunday. During the week (Monday-Friday 7AM – 6 PM), a parking pass is needed. Guest passes are available from University Parking & Transportation services and are the responsibility of the host group. For more information, see Parking Services.

Guest Concerns

Any and all complaints expressed will be given full attention and will be responded to. Front line employees receiving complaints in person or by phone will direct the person to the appropriate area manager. If the manager is unavailable, the patron may either speak with the Facility Coordinator on duty, or the employee will request the patron’s name and phone number so that the area manager, or other appropriate contact, can get in touch with them. The employee will also give the patron that area manager’s contact information.

MizzouRec Complex Spaces Available for Reservation

For a complete listing and description of spaces available to reserve, please see the Space Rental page or the Event Reservation Request Form. Form submission does not guarantee an approved space request.

Narcotics

The manufacture, sale distribution, or possession, or use of narcotic, hallucinogenic, hypnotic, depressant, and/or stimulating drugs by any users of MizzouRec facilities without proper prescription or required license is prohibited. Appropriate civil action will be initiated for violators of this policy.

Non-Affiliates

Use of MizzouRec facilities is limited to students, members, and event guests within reserved spaces. Visitors must have official business in the building or be accompanied by a MizzouRec staff member via official tour. Persons not affiliated with the University of Missouri as defined previously will be asked to leave by MizzouRec staff or, if necessary, by MUPD.

Non-University Affiliate Events – Liability Insurance

In accordance with the University of Missouri guidelines for Venue/Special Event Insurance Coverage, all non-university affliate groups must:

  • Follow the campus protocol for reserving/space use – Obtain written permission from the MizzouRec Event Coordinator for the space they wish to use (i.e., confirmation of reservation)
  • Provide the evidence of insurance (Certificate of Insurance) for the event, minimum General Liability of $1,000,000, other coverages may be required such as liquor liability (see notes below) to the venue manager along with the event name, date and facility to be used.

Prior to the event you must deliver a Certificate of Insurance to the Event Coordinator of MizzouRec. The Certificate should be accompanied by a note listing the name of the event, the date [range] of the event, and the location of the reservation.
If you already have insurance coverage, please have your insurance company send the Event Coordinator a Certificate of Insurance with the following specifications:

  • You or your company (the facility renter) must be listed as the Insured
  • The Curators of the University of Missouri must be listed as an Additional Insured
  • The Insurer/Producer name and contact information must be on the Certificate
  • The policy start and end date must encompass the entire length of your reservation
  • The policy must include General Liability coverage of at least $1,000,000; higher limits may be required depending upon the activity.
  • The Certificate of Insurance must provide 30 days’ advance written notice for any modification, change, or cancellation of any component of the insurance coverage.
  • If a participant from an event wants to file a claim they should contact the Renter/event organizer to file a claim with their carrier. The Campus should complete the University incident form and file as normal. The Campus incident form should be submitted with a copy of the insurance certificate through normal channels.

If you DO NOT have insurance coverage of your own, you may obtain coverage by contacting your agent/broker or via HUB International to obtain an application and coverage quote.
Organizations/groups needing coverage for an off-campus event may also contact HUB International for an insurance quote for the event.

To obtain a quote from HUB International:
Visit http://www.umsystem.edu/ums/fa/management/risk/insurancecoverages-misc for further information.

HUB Coverage Overview
Insurance Company: Best’s Rating: A, XII
Primary Limits:
$1,000,000 Each Occurrence
$1,000,000 Personal & Advertising Injury
$2,000,000 General Aggregate
$2,000,000 Products/Completed Operations Aggregate
$500,000 Damage to Premises Rented to You
$5,000 Medical Payments
$1, 000,000 Liquor Liability Each Occurrence – when full Liquor Liability is purchased
Optional Excess Limits Available: Up to $5,000,000 Each Occurrence & Aggregate

Special Conditions:

  • Limits apply separately for each event.
  • When required by written contract, coverage is primary and any insurance carried by the Additional Insures is excess and not contributing.
  • Bodily injury claims to participants are not excluded
  • Coverage applies only to insured event.
  • Certain events are excluded from coverage –see special event exclusions below
  • Provides 30-day notice of cancellation.
  • Vendors, Exhibitors and Concessionaires at an event can be added as Insureds for an additional premium charge.
  • Excluded: Terrorism; on behalf of the Risk Purchasing group and each member, the trustee has declined coverage for the Terrorism Risk Insurance Act (TRIA)
  • Excluded: Sexual Abuse & Molestation

Specific Event Exclusions:

  • Aircraft or Aviation
  • All Terrain Boarding
  • Balloon Rides
  • Base Jumping
  • Bouldering
  • Boxing, Wrestling, Hockey, Contact Karate, or Martial Arts
  • Bungee Jumping
  • Carnival Rides
  • Circuses
  • Concerts over 6 hours
  • Concert or Dance with Mosh Pit
  • Diving
  • Football (except passing camps with no contact drills)
  • Hang Gliding
  • Jousting
  • Kayaking, Rafting or Canoeing in greater than Class 3 rapids
  • Lacrosse and Rugby
  • Mechanical Amusement Rides or Services
  • Motorized Sporting Equipment
  • Mosh Pits
  • Mountain Biking
  • Power Boat Racing
  • Professional Sporting Activities (Games, Racing or Contests of a professional nature)
  • Pyrotechnics and Explosives
  • Rap or Heavy Metal Concerts
  • Raves
  • Rock Climbing
  • Rodeo and/or Roping Events (including practice)
  • Scuba Diving
  • Trampoline
Peddlers/Panhandlers

MizzouRec facilities may not be used by solicitors, sales person, peddlers, or canvassers seeking student contact unless approved by MizzouRec administration and a contract must be signed. Individuals engaged in such activities will be asked to leave the premises. Failure to do so may result in the University Police being contacted.

Posting & Tabling

Groups or individuals wishing to post signs or set up a promotional table within MizzouRec Facilities must be previously approved by the Associate Director for Membership & Marketing. MizzouRec reserves the right to deny any posting of signs or promotions within its facilities.

Once signs are approved, they will be placed by a member of MizzouRec Staff. Posting length will be determined at time of approval.

Any posting or tabling in MizzouRec Facilities without approval will be promptly removed and discarded.

Rain-site Reservations

MizzouRec gladly hosts reservations for rain-sites.  If your outdoor event reservation is with MizzouRec, with prior accommodations and planning, we may be able to also host your event inside. In this circumstance, no additional fees will be incurred. If MizzouRec is only utilized for backup indoor space and the space is not needed on the day of your event, your group will incur a rain-site reservation fee. This fee is 25% of the original estimated cost to host your indoor event.

Reservations

Reservations can be made by filling out the Reservation Request Form.

MizzouRec encourages reserving rooms for meetings, events, or activities as early as possible, up to one year in advance. All reservations must be submitted no less than 7 business days in advance of the desired date of event. Requests made less than 7 business days in advance are subject to availability and MizzouRec reserves the right to deny any event submitted after that deadline.

MizzouRec reserves the right to deny any reservation request if it poses concerns about damages or safety to any of the guests or facilities.

Changes or cancellations can be made by phone or email to the Event Manager within 48 hours for most activities or by 5pm the day before for weather related cancellations.

Audio-Visual equipment requests should be made when making the original reservation.  Last minute additions of A/V equipment will incur an extra charge. Equipment provided in rooms is to stay in the room where they are reserved.  Groups will be charged if reserved equipment that is damaged, or if equipment becomes lost or stolen.

The group representative must sign the Facility Use Agreement, agreeing to all policies before a reservation is fully confirmed.

Student Organizations

Registered student organizations in good standing with ORG do not pay facility rental fees. However, there may be costs associated with facility usage under the following conditions:

  • If spaces are reserved, not used, and not cancelled within 48 prior to a scheduled event.
  • If the setup requires reconfiguring a preset room.
  • If overnight storage in requested.
  • If any rental equipment is requested.
  • If any rental is outside scheduled facility hours.
  • If the space is left in a condition that requires extra cleaning, repairs, or ground services.

A deposit of 50% will be expected within 7 days of confirmation of the event.

Student organizations with overdue fees (greater than 30 days) will have their reservation privileges revoked. Future reservations will be cancelled and the student organization will be put on hold through the ORG.

University Affiliates

University affiliates or departments will be charged facility space fees. Fees are listed on the Reservation Application form as the MU Group Rate. Excess costs may also be associated with facility usage under the following conditions:

  • If spaces are reserved, not used, and not cancelled within 48 prior to a scheduled event.
  • If the setup requires reconfiguring a preset room.
  • If overnight storage in requested.
  • If any rental equipment is requested.
  • If the space is left in a condition that requires extra cleaning, repairs, or ground services.
  • If any rental is outside scheduled facility hours.

A MO Code is required at the time of reservation to charge associated costs and serves as a deposit.

Non-University Affiliates

Non-University affiliates will be charged facility space fees. Fees are listed on the Reservation Application form as the Public Group Rate. Excess costs may also be associated with facility usage under the following conditions:

  • If spaces are reserved, not used, and not cancelled within 48 prior to a scheduled event.
  • If the setup requires reconfiguring a preset room.
  • If overnight storage in requested.
  • If any rental equipment is requested.
  • If the space is left in a condition that requires extra cleaning, repairs, or ground services.
  • If any rental is outside scheduled facility hours.

A deposit of 50% will be expected within 7 days of confirmation of the event.

Safety

It is the responsibility of the sponsoring organization/department of an event hosted within MizzouRec facilities to abide by the following:

  • Providing for the safety of persons attending through controlling the behavior of participants and traffic flow within their event.
    • MizzouRec has staff available for assistance with traffic control. The sponsoring group will be responsible for the cost of this staffing. The number of staff will be determined in advance and the number of staff is at the discretion the MizzouRec Coordinator of Event Management.
  • Limiting attendance to be within fire and safety codes.
    • Attendance at all events is limited to the number of fixed seats in the rooms or established capacities of spaces as dictated by fire and safety codes posted in each space.
  • Exits must open readily and be accessible at all times, in the spaces and in adjacent hallways. During the period of use, no required exit door may be fastened so that the door cannot be opened readily from the inside by use of ordinary doorknob or by pressure on the crash bar. Exit ways serving the room must be adequately lighted during all times that the room is occupied.
  • All materials used for decorations must be fire retardant or flame proof in accordance with University regulations. The use of candles may be permitted with prior approval. It is not permissible to carry lighted candles.
  • Returning the spaces back to their original condition.

MizzouRec and the University of Missouri shall not be held responsible nor will assume responsibility for injury to individual person(s) or items lost, stolen or damaged in MizzouRec facilities. MizzouRec will assist in First Aid and provide the appropriate care to the person(s) involved, including contact of Emergency Medical Services (EMS).

Undesirable Conduct

Any person who engages in misconduct in any MizzouRec facility may be requested to leave the premises. In the event any person(s) engaged in misconduct refuses to leave the premises, MUPD assistance will be requested.

Misconduct shall be defined as behavior which in any way defaces or damages the premises, obstructs or interferes with the intended use of premises, and has attire that does not cover specific body areas (i.e. no shirt or shoes in required spaces) or violates University policy. Federal and state law, city ordinances, and University policies apply.

Vendors

Organizations wishing to sell any products (including, but not limited to: food, beverage, clothing, other merchandise, etc.) during their reservation in MizzouRec Facilities will be required to sign a vendor contract for 20% of gross sales or $200, whichever is higher, before any request may be confirmed by Event Management. Student Organizations are exempt from this policy.

Weather Issues

MizzouRec will not be held accountable for weather conditions in areas and spaces that are exposed to the elements. If weather does not accommodate spaces reserved for a scheduled event, a minimum of 4 hours’ notice prior to the scheduled start of the event must be given, but typically 12 hours is required.

It is in the best interest, and the responsibility of the event group, to make a rain-site reservation. Rain-sites should be prepared in advance, either with MizzouRec or elsewhere on campus. When planning events, MizzouRec will attempt to also be able to provide alternative indoor accommodations. However, MizzouRec does not guarantee alternative indoor accommodations.