Guidelines for Reserving and Using Academic Facilities

St. Cloud State University campus facilities are primarily intended for educational use. Most are available at all times for formal class instruction as well as university-sponsored educational activities that contribute to the intellectual and cultural growth of the students. However, in recognizing the university's role in the cultural and economic advancement of Minnesota, professional resources and physical facilities may be utilized on a space-available basis by the community.

The purpose of the Academic Facility Rental Guidelines is to avoid conflicts of dates, information, and facilities for events outside the academic schedule. The Academic Facility Rental Guidelines are managed by the Conferences and Scheduling Office (CSO).

Conferences and Scheduling Office
In person: 134 Atwood Memorial Center
Phone: (320) 308-2075

Academic Classes in Atwood

It is against the funding policies of Minnesota State for Atwood to host regularly scheduled classes in the building, except for those that require Atwood Memorial Center's unique facilities (e.g., bowling).

General Guidelines

Facilities are grouped into three categories for the purpose of determining who will schedule their usage and coordinate any contracts or billings involved. Facilities should be reserved at least two weeks prior to an event.

I. Scheduling and Coordinating

The scheduling departments listed below maintain sole responsibility for the actual room schedule during the listed times. The coordinating department is responsible for arranging contracts and billings. The coordinating department will also follow through on the setup details for off-campus groups.

  1. Facilities scheduled by and coordinated through CSO are:
    1. Atwood Memorial Center
    2. Ritsche Auditorium and lobby
    3. Mall areas
  2. Facilities scheduled by Academic Affairs but coordinated through CSO are:
    1. Academic classrooms
  3. Facilities that are scheduled by and coordinated through individual departments are:
    1. Athletic and recreation facilities
    2. Garvey
    3. Halenbeck Hall
    4. Husky Stadium/Dome
    5. Miller Center
    6. National Hockey Center
    7. Outdoor Athletic Space

II. Priority

  1. University departments, student organizations, and non-university groups may schedule as far ahead as the scheduling system allows within the confines of the approved academic calendar time period. There is no priority for groups, but events can be bumped in academic spaces. Academic classes take priority over university departments, student organizations, and non-university group events.

Charges and Liabilities

I. Rental fees

  1. University departments & student organizations will not be charged rental fees for any departmental activity which they solely sponsor and where the main attendance is on-campus personnel. University departments and student organizations will be charged rental fees for events if at least one of the following is present:
    1. Event is a co-sponsorship.
    2. Off-campus attendees are participating in the event.
    3. Registration or participation fee is charged. Events that have registration/participation fees and include off-campus guests will be subject to co-sponsorship charges.
  2. Co-sponsored events (see Event Co-Sponsorship Policy)
  3. Non-university groups
    Groups/organizations not directly related to the university must pay rental fees according to the following room rental rates. The room rental rates and policies listed in this document can be altered or waived only by the Academic Facility Rental Committee or the University President. The exception will be commercial rates which can be negotiated by the CSO director. Non-university groups will be charged for rehearsal at the regular rate schedule.

II. Technician Fees

Rental charges for space do not include charges for technical help which is requested or required.

  1. Assignment
    Technicians will be assigned based on the type of organization and the complexity of their technical requirements. University organizations with simple needs are handled by student technicians. If they have complex needs, they will be asked whether they would prefer an Information Technology Services (ITS) professional technician or student technicians for sound setups. Commercial and non-profit bookings with simple requirements will be given the same choice, but commercial bookings with complex technical needs beyond students' abilities or available equipment will be required to either use ITS technicians or hire an independent sound company. All of our lighting equipment is handled by student technicians.
  2. Charges
    1. Student organizations will be charged for all technician time.
    2. Events that a university department co-sponsors with a non-university group will be charged for technician time.