• All requests must be submitted via a Facility Request Form
• For best consideration, please submit requests at least 2 weeks in advance.
• Feel free to contact the Facility Coordinator prior to completing paperwork to check room availability
• Roster for access (or other access arrangements) needs to be submitted 1 week prior to event or reservation will be in jeopardy of getting cancelled.
• Campus Recreation staff will determine the viability of all requests. Every effort is made to ensure informal recreational space availability to membership.

• Non-University groups wishing to use an area of the facility may request to do so pending space availability. Appropriate external rental rates apply.
• Setup/Teardown fees may apply for any activity that requires a setup beyond standard room setup (see rate sheet).
• Any approved request for a full day or multiple day event will require an event preparation meeting with DCR Staff.
• If requesting use of all facilities of a particular nature (i.e. all three gym courts) for an entire day(s), provisions will need to be made to make one portion of the facility available for recreational use for a 2 hour time block during the day(s). This 2 hour block of time will be designated by DCR staff based on recreational use patterns.
• External Groups must also follow Oakland University's General Terms and Conditions for Agreements
  

• External Groups must have general liability insurance and/or excess umbrella insurance in an amount totaling no less than $1,000,000 per occurrence and $1,000,000 aggregate, and no more than $250,000 deductible per occurrence.  The Certificate of Insurance should name 'Oakland University and Board of Trustees' as additionally insured on the policy.
• External Groups must also have workers compensation insurance at the statutory amount and $1,000,000 of employer’s liability insurance.  The Certificate of Insurance should name 'Oakland University' as a certificate holder.
  

• GENERAL - Photo ID is required by all participants/spectators:
• SPECIFIC -Roster of Attendees must be provided to the Facility Coordinator 1 week in advance; access limited to those on roster.  Attendees must show picture ID to Welcome Center Staff to gain entry into the facility.  Note: Large events may require a check-in table to be staffed for the event entry.

• These are the general guidelines; specifics will be laid out in the confirmation or rental agreement.
• Estimated facility charges under $50 -Non-Refundable pre-payment of estimated facility charges due at receipt of confirmation to hold reservation.
• Estimated facility charges under $500:
• Non-Refundable Reservation Deposit of $50 due at receipt of confirmation to hold reservation.
• Deposit of 50% of Estimated Facility Charges due 1 month prior to reservation.
• Estimated facility charges $500+
• Non-Refundable Reservation Deposit of 10% of Estimated Facility Charges due at receipt of confirmation to hold reservation.
• Deposit of 50% of Estimated Facility Charges due 1 month prior to reservation

• Cancellations can occur up to 1 month prior to the reservation without any additional penalty beyond the non-refundable reservation deposit.
• Cancellations made between 15-30 days prior to the event will be eligible for a 50% refund of the 50% deposit paid.
• Cancellations made between 8 - 14 days prior to the reservation will not be eligible for a refund of deposits/pre-payments.
• Cancellations made between 2-7 days prior to the reservation will be charged full estimated facility charges that were indicated in the confirmation.
• Cancellations day of or no-shows will be charged all estimated charges (facility, staffing, setup, teardown, etc) that were indicated in the confirmation.

The grid below classifies normal setups into one of three categories. There are no setup charges for setups in the Standard or Basic column. Setup fees for the expanded column are listed on the Facility Rental Rates Sheet.

• Events using only one space during normal operational hours and having under 75 participants do not require any staff unless requested by the organization reserving the space.
• Events using only one space outside of normal operational hours and having under 150 participants will require 1 DCR Building Manager and 1 DCR Event Attendant.
• Events using more than one space during normal operational hours will require 1 DCR Event Attendant per 75 participants or fraction thereof.
• Events using more than one space outside of normal operational hours will require 1 DCR Event Attendant per 75 participants or fraction thereof and 1 DCR Building Manager. Minimum staffing level is 1 DCR Building Manager and 1 DCR Attendant. Note: DCR Building Manager does count as 1 staff member in the 1:75 staffing ratio.
• DCR Staffed check-in table is above and beyond the staffing requirements above.
• Aquatic Center usage requires a minimum of 2 lifeguards.