Virtual Homecoming October 19-24 2020

Virtual Homecoming October 19-24 2020

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, email the Community Liaison at the Office of University Relations at hurentals@nmhu.edu or phone 505-454-3387.

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 application and submission of the rental fee, written notification of the cancellation must be provided to the Community Liaison at the Office of University Relations.  If the reservation is not cancelled 14 calendar days prior to the scheduled event, the requester forfeits the rental fee.

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 an earnest payment(s).

 

Fees.
Minimum per day

Class/Conference Rooms
Regular $25; Commercial $50

Governance Room
Regular $25; Commercial $50

Student Center Theater
Regular $25; Commercial $50

Natatorium Patio
Regular $25; Commercial $50

Athletic Fields
Regular $100; Commercial $200

Natatorium*
Regular $100; Commercial $200
*Additional fees for Certified lifeguards

Tennis/Racquetball Courts
Regular $100; Commercial $200

 

Sala de Madrid
Regular $300; Commercial $400

Sanchez Stadium*
Regular $300; Commercial $400

*When lights are required:
Regular $1000; Commercial $2000

Student Center Ballroom
Regular $300; Commercial $400

 

Wilson Complex***
Regular $1000; Commercial $2000
***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***
-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
-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

Waiver of Facilities Usage Fees.  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.

 

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.