Residential Life Reservable Space Policy - updated 10-29-19

The mission of the Residential Life department at the University of Missouri is to promote student learning and success by providing the conditions that motivate and inspire students to devote more time and energy to educationally purposeful activities. This will be achieved through the promotion and development of cohesive living and learning communities which emphasize active student involvement, inclusion, service and appreciation of the diversity of MU. These experiences will occur in a safe and secure environment and through effective delivery of services.

Residential Life recognizes the importance of providing available common space to residents, Residential Life staff and residence hall student organizations (for example, RHA, NRHH and house governments). These individuals/groups have priority in using such space within the residence halls. Such activities should be related to Residential Life’s mission and goals. The following policies are applicable to the academic year; requests for reserving space during the summer must be approved by Residential Life’s Assistant Director for Conferences & Guest Services.

The use of University facilities should not imply an endorsement of any individual, group or organization.  The names of the University and Residential Life shall not be identified in any way with the aims, policies, programs, products or opinions of any individual, group or organizations, which may meet in University buildings or on University grounds in accordance with these regulations.

All individuals/organizations using a Residential Life space must adhere to the following policies.  Exceptions to these policies must be approved by Residential Life’s Associate Director for Residential Life.

If we’re not able to grant a request, you may be able to request a space elsewhere on campus.  See below for links to other reservable spaces on campus:

• Library room usage
• Unions room usage

General Policies for all Reservations

• Residents, Residential Life staff and residence hall student organizations may reserve many Residential Life-controlled spaces in the residence halls.  Non-Residential Life University departments and other student organizations may reserve space in accordance with the policies outlined below.
• Only Residential Life staff and residence hall student organizations may reserve a space for a recurring event, such as weekly meetings.
• Reservations will only be accepted for times the hall/desk is open (typically from 9 a.m. to 11 p.m. Sunday through Saturday); reservations will not be made for times the hall/desk is closed, including during school breaks.
• Residents may begin submitting requests two weeks after the first day of classes for the current academic semester. 
• Reservations should be submitted at least 14 days in advance.  Non Residential Life department or student organizations must submit requests no more than 14 days in advance but no less that 5 prior to the start of the event.
• Reservations will only be considered for events that do not interfere with the normal operation of the residence hall and that will enhance residents’ academic success.
• Recurring reservations may be requested if the event does not interfere with the “home” environment of the residence hall and if the program is of greater benefit to the residents.
• Some reservable spaces require a key for access.  For such spaces, a form of collateral (for example, a photo ID) must be left with the appropriate front desk, at which time the key will be provided.  Collateral will be returned when the key to the space is returned to the front desk. 
• Individuals/organizations must clean up the space (including removing all trash/items/belongings and returning furnishings to their original locations), turn out the lights, lock the doors and return the key to the appropriate front desk.
• Reservations, changes or cancellations must be requested of the Conference Coordinator, Residential Life.
• Advertising for events held in a Residential Life-owned or –operated facility must be in accordance with Residential Life’s Solicitation Policy, as outlined in the Residence Hall Rules and Regulations.
• Attendance of an event held in a Residential Life-owned or –operated space must not exceed the designated capacity of the space.
• Individuals/organizations reserving a space are responsible for making their own arrangements for any deliveries, pick-ups or storage associated with using the space.
• Residential Life does not provide additional equipment or supplies not already found in the space.
• There are usually no fees associated with using a space. However, individuals/organizations may be billed if the space is damaged or in need of extra cleaning.
• Food is allowed in reservable spaces, provided individuals/organizations follow sanitarian guidelines.
• Residential Life is not responsible for any damage to individuals/organizations or items they may bring into the space.
• All facilities-related issues (including to heating/air conditioning units) should be reported immediately to the front desk.  All outdoor-space issues should be reported immediately to the Area Administrative Supervisor or designated Residential Life contact.
• Events held in outdoor spaces may require security, which individuals/organizations hosting the event must arrange through the University of Missouri Police Department (MUPD).
• Organizations hosting events held in outdoor spaces which last more than one hour, and have an expected attendance at any given time that exceeds 100 people, will need to rent a portable restroom, 1 unit for every 100 people.  The group leader should contact the Area Administrative Supervisor regarding the restroom placement location, and drop off and pick up expectations.
• Individuals/organizations hosting events in outdoor spaces should contact the Area Administrative Supervisor or designated contact to gain access to the key for outdoor electrical needs.
• Due to the close proximity of outdoor spaces to residence halls, classroom spaces, dining locations and office buildings, the use of sound amplification or loud oratory are permitted at varying hours, depending on the location.
• Individuals/organizations paying more than $500 of University funds for a performer/band or service must complete a University contract, which must be obtained from the Center for Student Involvement.  Please allow up to eight (8) weeks for processing.
• Refer to Residential Life’s Solicitation Policy for all events involving fundraising or solicitation.
• All M-Book and Residential Life policies, as well as local/state/federal laws, must also be followed. Individuals/organizations found to be in violation of these policies/laws may be asked to leave the premises and/or may be taken through the student conduct process. Failure to leave the premises when asked may result in MUPD escorting the individuals/organizations from the space/hall.  Individuals/organizations found to be in violation of these policies/laws may not be permitted to use Residential Life spaces for future events.

Recognized Student Organizations - Non Residential Life

• MU-recognized student organizations may reserve Residential Life spaces only if the majority of those attending the event are currently living in the residence halls.
• The person making the reservation must be a current resident.

Other University Departments

University departments may request to reserve Residential Life spaces only for academic/educational programs or activities to be presented for residents.

Space-specific Policies

Designated Classroom Spaces such as the Bingham, Center, Rollins, Respect and Responsibility Classrooms and the Hawthorn Multipurpose Room

• The Registrar’s Office schedules classroom spaces from 7 a.m. to 5 p.m. Monday through Friday.  Residents may request to use available space during these times after the end of the add/drop periods each semester.   Residents may request to use available space after 5 p.m. or on the weekends at any time during the current academic semester.
• Each classroom is supplied with chairs, tables and, in some cases, a white board and/or overhead projector.  All other supplies needed for the classroom are the responsibility of the instructor or individual reserving the space.
• Those using the classroom are responsible for returning all furniture to its original location at the end of the class/event.

House/Floor Lounges

• House/floor lounges are open to floor residents to use as needed (studying, watching TV, floor meetings, etc.).
• Only residents of the floor may request to reserve a floor lounge.
• Any reservation in such spaces must be open to all residents of the community.

Outdoor Basketball Courts (Rollins)

• Outdoor basketball courts are available on a first-come, first-served basis for residents.
• Limited reservations may be made for these spaces.
• Sound amplification or loud oratory is only permitted from 11 a.m. to 5 p.m. Monday through Thursday and from 11 a.m. to 8 p.m. Friday through Sunday.

Outdoor Courtyards (Bingham, Defoe-Graham/HawLeWood and South)

• Outdoor courtyards are available on a first-come, first-served basis for residents.
• Limited reservations may be made for these spaces.
• Sound amplification or loud oratory is only permitted from 11 a.m. to 5 p.m. Monday through Thursday and from 11 a.m. to 8 p.m. Friday through Sunday.