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Request for use of university facilities

General administrative guidelines

The Office of University Relations is the first point of contact for the use of all university facilities, including classrooms, and is authorized to grant approval. To reserve a facility, fill out the Facilities request form (pdf) and return it to hurentals@nmhu.edu, the Community Liaison at the Office of University Relations or phone 505-454-3387 for more information.

Policy for Use of Campus Facilities

All facilities requesters must also fill out the COVID Safety Plan Template provided at this link.
Approval must be granted from the Emergency Operations Center team due to the university’s COVID guidelines.

Process for requesting a facility

All individual(s)/organization(s) interested in using university facilities are required to complete a Facilities Request PDF Form (see PDF below). The individual signing the form must have authority to bind the individual(s)/organization(s) into the terms and conditions of the PDF form, NMHU’s policies and procedures, federal, state, and local ordinances. A signed PDF form does not guarantee the facility is reserved or that the proposed dates are secured until the form has been reviewed and duly authorized by NMHU personnel. It is incumbent that the authorizing individual(s)/organization(s) reads and acknowledges the terms and conditions of the PDF form. NMHU has the right to request additional information in order to duly commit the university to the agreement. Misrepresentation of any event information may result in the denial of any future requests.

Scheduling
All individual(s)/organization(s) must submit a completed application, proof of liability insurance if applicable, together with the rental fee at least 14 calendar days prior to the scheduled event. Failure to submit a complete application, as stated above, may result in the loss of the reservation. A late fee will be assessed to all on and off-campus individual(s)/organization(s) that do not file the completed application on time.

Cancellation
If the requester decides to cancel an event after having completed the Facilities Request Form and submission of the rental fee, written notification of the cancellation must be provided to the Office of University Relations, Community Liaison. If the reservation is not cancelled 14 calendar days prior to the scheduled event, the requester forfeits the rental fee. New Mexico Highlands University reserves the right to alter the terms of this agreement, including reservation cancellation, based on updated federal or state COVID-safe guidelines. The University is not responsible for any expenses incurred by any party. The University will, if cancellation is due to federal or state health and safety guidelines, waive or return the facility use fees.

Termination
At the sole discretion of the University, the University has a right to cancel the agreement in whole or in part 45 calendar days prior to the event, with or without cause, with no obligation to reimburse the organization for any cost or expenses incurred as a result of cancellations, or other acts by NMHU employees, except for facilities use fees made to the University.

Fees / minimum per day

Minimum per day
Class/conference rooms
Regular $125; Commercial $200

Governance room
Regular $125; Commercial $200

Student Center Theater
Regular $125; Commercial $200

Athletic fields
Regular $100; Commercial $200

Sala de Madrid
Regular $400; Commercial $600

Sanchez Stadium*
Regular $2000; Commercial $3000
*When lights are required:
Regular $2500; Commercial $3500

Student Center Ballroom
Regular $1000; Commercial $1500

Wilson Complex**
Regular $1000; Commercial $3000
**For-profit events–minimum commercial rates apply, plus the cost of any additional facilities/security services. Additionally, NMHU collects 20% of the box office receipts.

Ilfeld Auditorium***

Ilfeld Auditorium is listed here for information only. Scheduling MUST be handled with Donna Lucero (martinezda@nmhu.edu). Please see the Ilfeld Auditorium details and review the Ilfeld Agreement here.

NMHU chartered clubs/organizations: FREE
NMHU departments: $50 per performance
Nonprofit organizations: $300 per performance; $200 per rehearsal; $150 deposit required upon execution of contract
For-profit organizations: $500 per performance; $400 per rehearsal; $150 deposit required upon execution of contract; additionally NMHU collects 15% of box office receipts
Off-campus conference/lectures: $250 for the event; $150 deposit required upon execution of contract
***Ilfeld Auditorium contracts must be reviewed and signed by manager/technical director/sponsor two weeks prior to an event to be considered valid.

Open spaces*: parking lots and parks: FREE
*Plus the cost of any additional facilities/security services

The University is not responsible for any lost, stolen, or damaged property belonging to the individual/group renting the facility.

REVISED 5/14/21

Waiver of Facilities Fees
The waiving of these costs is precluded by the New Mexico Constitution’s Anti-Donation clause, which forbids the University from donating money, goods or services to organizations that are not part of the university.

Only NMHU chartered groups/organizations, faculty/staff, and/or departments are allowed to use facilities free of charge. Their right to use facilities free of charge is limited to academic events or other uses that are directly related to the university’s mission. University organizations and departments are not allowed to extend their allowance to use facilities free of charge to non-university individual(s)/organization(s) by co-sponsoring events, unless the event is clearly related to the university’s mission. Other costs associated with non-university events may be applicable and are the responsibility of the sponsoring organization. Examples of such costs are technician fees, custodial fees, or security services.

Please Read Carefully
Groups/individuals interested in using NMHU facilities must complete and return this form along with ALL required signatures/documentation and applicable fees(s) 14 days prior to event. Complete packets not received 14 days prior are subject to a $25 late fee and may also forfeit a needed set-up. Cancellation must be made one week prior to an event. Departments/clubs not cancelling within one week prior are also subject to a $25 cancellation fee. Off-campus groups/individuals not cancelling within one week will forfeit any rental fee(s) paid. There are to be no changes to set-ups two weeks prior to an event.

The university’s primary mission is to provide access to its facilities for students, faculty, staff and on occasion the general public. The university shall take all appropriate steps to reduce the risk to property and persons. Therefore, at the sole discretion of the university, the university may deny the use of university facilities for any reason up to but not limited to the following reasons:

  1. The event poses undue risk to the facilities, property
  2. The projected occupancy of the event exceeds the capacity of the requested facility
  3. May result in the violation of University policies, federal and state laws or local ordinances
  4. And any other risk that could result in potential harm to the health, safety and well-being of participants, student, faculty, and staff

Facilities request form (PDF)

The various types of additional rental equipment offered in the past are no longer available.