ROOM RESERVATIONS 

Reservation

Reservation is the dedicated and committed space for an ÃÛÌÒ½´chartered or probationary status Student Organization in good standing with University or ÃÛÌÒ½´Academic/Business department to host an activity for ÃÛÌÒ½´community only. If reservation requests does not meet the criteria below, see Special Events.

  • Reservation Request MUST be received 3 business days (Monday-Friday) in advance of intended date of use.
  • The organization or department will be responsible for the condition and equipment associated with the reserved space including charges or fees as deemed by appropriate by Campus Recreation.
  • Only requests from officers or members listed to organization’s ÃÛÌÒ½´360 page or representatives of the academic/business department will be accepted.
  • All Reservations are subject to University Policies and Campus Recreation Rules, Protocols, and Procedures.
  • Some spaces have additional rules for use. See Rules and Protocols on the Dedman Center webpage for specific spaces.
  • All attendees and participants are ÃÛÌÒ½´students or ÃÛÌÒ½´faculty/staff.
  • Unless prior approval, external-to-ÃÛÌÒ½´and non-members of Dedman Center, including ÃÛÌÒ½´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 can beverages. Drinks with resealable containers (like a water bottle) may be distributed.
  • Activities involving instructor-led activities, classes, and workshops MUST be approved by ÃÛÌÒ½´Campus Recreation.
    • For external-to-ÃÛÌÒ½´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 ÃÛÌÒ½´Campus Recreation Fitness (exercise related) and ÃÛÌÒ½´Police (self-defense).

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

Drop-In Use:

As reservations for an individual are not accepted, individual ÃÛÌÒ½´Students and Dedman Center Members may utilize a limited number of secured spaces on a first come, first serve basis called “Drop-In Use”.

  • Drop-In Use is limited to Mat Room Studio, Studio 2, and Studio 3.  Classrooms and Studio 1 require a reservation.
  • Drop-In Use is first come, first serve and not permitted 15 minutes prior to an existing reservation.
  • Limited to 1 hour.
  • Does NOT include stereo, AV, or equipment stored in closets.  If equipment is out, it may be used.
  • Must provide ÃÛÌÒ½´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 to the space, damages and condition will be the responsibility of last user of the space.  Charges and fees may be applied.
  • ÃÛÌÒ½´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.

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, student conduct discipline case on the organization and/or requester, and possibly charges with ÃÛÌÒ½´Police.
  • Possession, consumption, or influence of alcohol is prohibited on-property and will result in immediate termination of the reservation or event, student conduct discipline case on the organization and/or requester, and possibly charges with ÃÛÌÒ½´Police.
  • The reservation requester and organization or department will be held responsible for damage, repairs, and/or or additional charges associated with a return to original condition as determined by ÃÛÌÒ½´Campus Recreation.
  • Failure to follow Event/Reservation Expectations or abide by the Rules and Guidelines will result in loss of future reservations, additional charges, and possible submission to Student Conduct and Community Standards.
  • ÃÛÌÒ½´Campus Recreation reserves the right to cancel Reservations and Events at any time.

NOTE: To submit a Reservation requires ÃÛÌÒ½´Log In Credentials.

A Request is only a request. The request does not approve or confirm a reservation.  Requesters will receive a reservation confirmation email upon approval providing additional guidance and outlining specific limitations.  Without this approval, the space is not reserved and use of the space will be denied upon arrival to Dedman Center.

INSTRUCTIONS

  • Log into ÃÛÌÒ½´STABLE
  • Select Indoor Reservation Request
    • Enter the Meeting/Event Title to include the ÃÛÌÒ½´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.
      • ÃÛÌÒ½´student organization or academic/business department hosting or sponsoring reservation;
      • Type of attendees (ÃÛÌÒ½´and/or Non-SMU) 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.