Room Reservations and Events

ROOM RESERVATIONS

ROOM RESERVATIONS AND EVENTS

A Request is ONLY a request and does not approve or confirm a reservation. Submitting a Request does not imply approval. The requester will receive a confirmation or denial email upon request evaluation.

What Rules, Procedures or Guidelines When Reserving Space?

All spaces must be returned to the original condition and trashed removed before the end of the reservation or event.
Smoking, vaping, and the possession or consumption of illicit drugs are prohibited on property and will result in immediate termination of reservation or event.
Possession, consumption, or influence of alcohol is prohibited on-property and will result in immediate termination of the reservation or event.
The reservation requester and organization or department will be held responsible for violations, damage, repairs, and/or or additional charges as determined by 51�� Campus Recreation.
51�� University Policy 6.4 and 51�� Campus Recreation/Dedman Center Rules and Procedures apply.
51�� Campus Recreation reserves the right to cancel Reservations and Events at any time.

To get started with your reservation or event, Submit the . A member of the 51�� Campus Recreation Special Events and Reservations team will reach out at the earliest opportunity.

Reservation

Reservation is the dedicated and committed space for 51�� student organizations and academic or business departments serving the 51�� community. If reservation requests do not meet the criteria below, see Special Events.

Reservation Request MUST be received 3 business days (Monday-Friday) in advance of the intended date of use.
MUST be on behalf of an 51�� chartered student organization or 51�� academic or business department described in the subject and/or description.
Only requests from officers or members listed to organization’s 51�� 360 page or representatives of the academic/business department will be accepted.
Some spaces have additional rules for use. See Rules and Protocols on the Dedman Center webpage for specific spaces.
All attendees and participants are members to the Dedman Center (51�� students and faculty/staff with a membership).
Unless prior approval, external-to-51�� and non-members of Dedman Center, including 51�� Faculty/Staff, will require Guest Passes and Guest Pass policies apply.
No charge or fee to attend or participate.
Studios do NOT include use of stereo or access to equipment closets.
Space use must be relevant to space design and intended use. Mat Room reservations should include the activity description and justification for use of padded floor.
Other than the equipment provided at the front desks or located in the space, no additional equipment will be provided including tables or chairs.
Attendance/participation numbers must be within capacity of the space requested.
Reoccurring Reservations are limited to a total of 6 hours/week.
No Food.
No Open Containers including canned beverages. Drinks with resealable containers (like a water bottle) may be distributed.
Activities involving instructor-led activities, classes, and workshops MUST be approved:

For external-to-51�� instructors or instruction, the organization must submit the a minimum of 14 days in advance of the reservation or event.
Campus Recreation must receive a copy of the approved Contract 3-days prior to the intended date of use.
Depending on the activity, instructors may be found contacting 51�� Campus Recreation Fitness (exercise related) and 51�� Police (self-defense).

Additional Rules, Limitations, and Procedures outlined below with specific instructions for submitting a Reservation Request.

Drop-In Use:

Individual use of selected Dedman Center spaces on a first-come, first-served basis.

Restricted to Mat Room Studio, Studio 2, and Studio 3.
Not permitted within 15 minutes of an upcoming reservation.
Limited to 1 hour.
NO stereo, AV, or access to equipment in storage closets.
Must provide 51�� or Dedman Member Card to the front desk.
Drop-In Use will be documented to the individual requesting to utilize the space.
If not informed upon arrival of damages and condition, the last individual using space will be held responsible. Charges and fees may be applied.
Return equipment to proper location, pick up trash, close and lock door, and report to the front desk to pick up ID.
51�� Campus Recreation reserves the right to suspend Dedman Center privileges, place holds on accounts, and report for Community Standards and Conduct cases until balance paid.

Special Event:

Reservations that meet the following criteria will be classified as a Special Event and require a Facility Use Agreement with 51�� Campus Recreation and University. Fees and charges will apply.

Requires an advance notice of 4 weeks prior to the anticipated event date.
Event or Reservation is hosted or sponsored by an external-to-51�� organization or business.
External-to-51�� attendance or participation.
Requires a fee, donation, or charge to participate or attend, including philanthropy events.
Involves adaptations or manipulation of space; floor protection, additional services; or special equipment such as tables, chairs, scoreboards, etc.
Food served, distributed, or consumed on property.
Reservations times or days are outside normal building operating hours.
Event is 6 hours or more in duration.
Attendance/Participation exceeds space capacity limits.
Requires additional staffing to properly manage.

If still unsure, please contact 51�� Campus Recreation Special Events and Reservations at 214-768-4823 or email dchamber@smu.edu.

INSTRUCTIONS

Log into 51�� STABLE
Select Indoor Reservation Request

Enter the Meeting/Event Title to include the 51�� student organization or Academic/Business department name (EX: Campus Recreation Yoga Class, Bass Fishing Club, etc.).
ENTER A BRIEF DESCRIPTON TO INCLUDE BUT NOT LIMITED TO:

If reoccurring reservation (same space, same time, same day each week), include the reoccurrence. EX: MWF, SatSunM, etc.
51�� student organization or academic/business department hosting or sponsoring reservation;
Type of attendees (51�� and/or Non-51��) and expected attendance/participation;
Activities to be conducted in space;
If instructor-led activities, provide the name of instructor; AND
Any additional considerations such as but not limited to: food or drink served or distributed, vendors, DJ, music, etc.,

Enter the Reservation Type (Activity)
Answer the additional questions.
Unless otherwise directed, no Org number is necessary.

Select Continue

Enter the Start Date and Time to include set up.
Enter the End Date and Time to include breakdown and clean up.
For Property, enter Dedman Center for Lifetime Sports, Intramural Field or Crum La Crosse and Multi-Sport Field.

Select Show More Search Options

Enter number of people expected to attend, not just participate.

Select Search

The associated space in the Dedman Center will appear at the bottom.
Select the desired space.

Select Continue

Select Change General Information to make edits to description, etc.
Select Change Time and Location to edit dates/times or space.
To create a reoccurring reservation (same times and space), select Repeat This Reservation.
If complete, select OK, Close Wizard.

If a Special Event, additional information and requirements will be communicated via email to the requester.

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ROOM RESERVATIONS

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