2/28/20, 6:18 a.m. - UHCL Texas Medical Center will remain closed through Friday, Feb. 28 due to a water outage. UHCL on Bay Area Blvd. and UHCL Pearland remain open under normal conditions. - For the latest info, alert.uhcl.edu

Facility Reservations

General Facility Request Information

Hunter Hall facilities are primarily for the use of University of Houston-Clear Lake students, faculty and staff. Please review the guidelines below before submitting a formal online space reservation request form. All requests should be submitted at least two weeks prior to the meeting, event, or other activity occurring. All requests are processed by priority and on a first-come, first-serve basis.

Organizational Categories

Registered Student Organization

  • Any meeting, event, or initiative sponsored by a student organization that is registered with the Office of Student Involvement and Leadership.
  • Examples: weekly/monthly meetings, student performances, guest speakers, etc.
  • Student organizations may only reserve space in Hunter Hall for up to two weeks/events/meetings in a row. After which time a new request form must be submitted.

UHCL Department or Affiliated Program

  • Any meeting, event, or initiative coordinated by a UHCL college, department, or office where no funds are collected in the form of admissions, registration, or donations.
  • Examples: Departmental meetings, training sessions, one-time events, etc.

Non-UHCL Entity

  • Any meeting, event, or initiative coordinated by a for-profit or non-profit group that is not associated with UHCL, or an individual requesting space for private use.
  • Examples: High school events, receptions, fundraisers, meetings, etc.

Facility Space Prioritization Guidelines

Fall 2019
Priority Group Begin Accepting Application Requests Priority Status Ends
1 Hunter Hall Programming May 27, 2019 July 5, 2019
2 UHCL Registered Student Organizations July 8, 2019 August 9, 2019
3 UHCL Departments July 22, 2019 August 2, 2019
4 UHCL Affiliated Programming or Events August 5, 2019 August 16, 2019
5 Non-UHCL Affiliated Programming of Events August 19, 2019 August 30, 2019
Spring 2020
Priority Group Begin Accepting Application Requests Priority Status Ends
1 Hunter Hall Programming September 2, 2019 September 20, 2019
2 UHCL Registered Student Organizations October 14, 2019 October 25, 2019
3 UHCL Departments October 28, 2019 November 8, 2019
4 UHCL Affiliated Programming or Events November 11, 2019 November 22, 2019
5 Non-UHCL Affiliated Programming of Events December 2, 2019 December 13, 2019

Facility Rental Rates

Student Housing and Residential Life sets the fee structure and has the authority to change fees for reservation needs. Fees are based upon the type of space being requested, duration of use, and operational overhead (personnel, services, etc.).

Student Organization Fees: For basic requests from Student Organizations, no charge will be applied unless the request involved requires extended use of specific spaces, impacts the normal usage of facilities, or involves comprehensive setup and teardown.

Custodial Staff Fee: $130/staff (4-hour minimum)

UHCL Police Officer Fee: $150/officer (4-hour minimum rate)

  Fee Structure
 
Hunter Hall Facility Space Registered Student Organization UHCL Department or Affiliated Program Non-UHCL Entity

Conference Room
(1st floor)

No charge

Hourly: $15

Daily: $90

Hourly: $30

Daily: $150

Courtyard space

No charge

Hourly: $20

Daily: $120

Hourly: $25

Daily: $150

Kitchen space

No charge

Hourly: $20

Hourly: $30

Lobby
(1st floor)

No charge

Hourly: $20

Daily: $120

Hourly: $30

Daily: $150

Lounges
(floors 1 - 4)

No charge

Hourly: $15

Hourly: $30

Hunter Hall staff
(setup, teardown)

Depends upon size, scope, and time of event.

$12/hour/staff member

$12/hour/staff member


Facility Reservation Request Form

Please complete the following Facility Reservation Request Form in its entirety. For any specific questions regarding your reservation request, please reach out to Student Housing and Residential Life via email at housing@uhcl.edu.

(If applicable)
(Check all that apply)
(Check all that apply)
(Check all that apply)
(If available)
Food and drink requests are not guaranteed to be approved.
(Check all that apply)

Food Acknowledgement
Food approvals will be on a request-by-request basis. It is the responsibility of the requesting party to complete all required UHCL food permits or waivers and provide documentation of approvals to Student Housing and Residential Life administration no later than three (3) days prior to the event.

All UHCL food policies and paperwork can be found online at:
https://www.uhcl.edu/about/administrative-offices/environmental-health-safety/forms

Amplified Sound Acknowledgement
Use of amplified sound inside or outside of Hunter Hall will be approved or denied by Student Housing and Residential Life administration prior to or during the event. Maximum volume levels may be required depending on when an event is taking place and how that amplified sound may impact our Hunter Hall residents and guests.

Any use of amplified sound systems outdoors may require authorization from the Dean of Students Office. Restrictions may be placed on when and where amplified sound can be used.

Parking Acknowledgement
Parking is not included in any facilities request through Student Housing and Residential Life. Any parking fees or arrangements must be submitted to the University Parking Department. Student Housing and Residential Life is not responsible for providing parking for any events and is not responsible for any parking violations or tickets from event participants.

To make any parking arrangements, email parking@uhcl.edu or call 281-283-2277.

Accommodation Acknowledgement
All events must provide for reasonable accommodations for participants.

If the sponsor is within UHCL, provide the following statement:

Special Accommodations Statement: Any person needing an accommodation for a disability in order to participate should contact {include your office, department, student org, or group name} at {include your phone number} or {include your email} at least one week prior to the event to arrange for the accommodation.

If the sponsor if outside UHCL, your organization is required to provide and fund reasonable accommodations to enable any person with a disability the opportunity to participate or take advantage of your event, if such accommodations are requested. Your organization is also responsible for publicizing the availability of accommodations in all announcements for the event.

For assistance arranging for reasonable accommodations or composing acceptable publicity, you may contact UHCL Disability Services at 281-283-2648 as early as possible, but no later than 2 weeks prior to the event.

All boxes MUST be checked below in order for your request to be considered