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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 ÌìÃÀ´«Ã½ Campus Recreation.

• ÌìÃÀ´«Ã½ University Policy 6.4 and ÌìÃÀ´«Ã½ Campus Recreation/Dedman ÌìÃÀ´«Ã½ Rules and Procedures apply.

• ÌìÃÀ´«Ã½ 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 ÌìÃÀ´«Ã½ Campus Recreation Special Events and Reservations team will reach out at the earliest opportunity.

Reservation

Reservation is the dedicated and committed space for ÌìÃÀ´«Ã½ student organizations and academic or business departments serving the ÌìÃÀ´«Ã½ 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 ÌìÃÀ´«Ã½ chartered student organization or ÌìÃÀ´«Ã½ academic or business department described in the subject and/or description.
• Only requests from officers or members listed to organization’s ÌìÃÀ´«Ã½ 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 ÌìÃÀ´«Ã½ webpage for specific spaces.
• All attendees and participants are members to the Dedman ÌìÃÀ´«Ã½ (ÌìÃÀ´«Ã½ students and faculty/staff with a membership).
• Unless prior approval, external-to-ÌìÃÀ´«Ã½ and non-members of Dedman ÌìÃÀ´«Ã½, including ÌìÃÀ´«Ã½ 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-ÌìÃÀ´«Ã½ 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 ÌìÃÀ´«Ã½ Campus Recreation Fitness (exercise related) and ÌìÃÀ´«Ã½ 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 ÌìÃÀ´«Ã½ 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 ÌìÃÀ´«Ã½ 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.
• ÌìÃÀ´«Ã½ Campus Recreation reserves the right to suspend Dedman ÌìÃÀ´«Ã½ 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 ÌìÃÀ´«Ã½ 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-ÌìÃÀ´«Ã½ organization or business.
• External-to-ÌìÃÀ´«Ã½ 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 ÌìÃÀ´«Ã½ Campus Recreation Special Events and Reservations at 214-768-4823 or email dchamber@smu.edu.

INSTRUCTIONS

• Log into ÌìÃÀ´«Ã½ STABLE
• Select Indoor Reservation Request
• Enter the Meeting/Event Title to include the ÌìÃÀ´«Ã½ 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.
• ÌìÃÀ´«Ã½ student organization or academic/business department hosting or sponsoring reservation;
• Type of attendees (ÌìÃÀ´«Ã½ and/or Non-ÌìÃÀ´«Ã½) 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 ÌìÃÀ´«Ã½ 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 ÌìÃÀ´«Ã½ 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.