Facility Rental Application

Complete this form and submit. All requests are reviewed, and you will be notified of approval or denial. Please allow adequate time for processing and reviewing prior to your event.

Facility Rental Application

Renter Information

Street Address
Address Line 2
State / Province
ZIP / Postal Code

Event Information

Type of Event
Will the event be advertised?
Start time
End time
Setup time
Will outside equipment be used, delivered?
Breakdown Time
Are fees charged at this event
Facility Requesting
Additional Services or Needs
Will food be served?
Fees - Rental fees are subject to change

Additional Requirements

  • A Certificate of Insurance (COI) with Maryville University named as the co-insured.
  • Insurance: Renter shall provide liability insurance for itself and all participants in the amount of $1,000,000 combined single limit for each person/occurrence for bodily injury and/or property damage. Renter must also list Maryville University as additional insured. Certificate must be supplied to University 5 days prior to usage. In addition, organization must have a supervisor present for the duration of the event/program/activities.
  • Payment of fees and deposit are required 5 days prior to event.

Agreement – Policy and Procedures

  • User/Renter shall provide liability insurance for itself and all participants of the event in the amount of $1,000,000 combined single limit for each person/occurrence for bodily injury and/or property damage. Renter must also list Maryville University as additional insured. Certificate must be supplied to University scheduler at least 5 days prior to the event.
  • Renter shall indemnify, defend, and hold harmless the University and its employees, agents, Board members, officers, attorneys and students from any and all claims, demands, suits, actions, proceedings, losses, costs, expenses and damages of any kind and description, including attorneys’ fees and/or litigation expenses, arising out of or related in any way to the use of the Facilities or access to the University’s property under this Agreement.
  • Notice of cancellation must be submitted in writing and received two weeks before the event date. Failure to cancel by this date can result in loss of future scheduling privileges and/or a cancellation fee of $500.00. Renter or department liaison must contact all appropriate event related personnel of any cancellations including catering, technology, public safety, facilities management and the University front desk.
  • Should the campus be closed due to inclement weather or any other unexpected event beyond the University’s control on the date(s) requested above, your event will be CANCELLED. If the sponsor is unable to reach the contact person for your event, closing information can be found on the Maryville University website; on television stations KMOV (channel 4), KTVI (channel 2), and KSDK (channel 5); or on the AM radio station KMOX.
  • For all types of requests, school/college/departments must Identify a Maryville contact to serve as the link/liaison between the university and the organization, the department and the Facilities Management Office; serves as the coordinator responsible for ALL details of the event.
  • No information about the event should be advertised until all forms are complete, approved and reservation confirmation is processed. NO co-sponsored or hosted event is guaranteed to be held on the Maryville campus every year. Event must be approved every year.
  • Additional charges for custodial, audio/visual technician or other services may apply. An invoice for such charges will be generated by the scheduler and payment will be distributed to appropriate University accounts to cover expenses.
  • If necessary, an additional charge will be made for any damages incurred during the event, we will notify you, within (5) five working days after the event, of such charges.
  • Renter agrees to exercise all appropriate care in the use of Maryville University’s (the “University”) facilities at all times. The Renter agrees it shall be responsible for observing, monitoring, supervising, and controlling the activities of all persons who participate in any activities at the University pursuant to or in accordance with this Agreement. Renter understands that it shall at all times be responsible for the safety and protection of all persons accessing and using the Facilities under this Agreement.
  • Renter agrees to comply with all applicable state and local statutes, ordinances and other requirements relating to the use of the Facilities, including but not limited to following all safety codes, all codes prohibiting disturbing the peace, all provisions concerning safe use of athletic and recreational facilities.
  • Renter agrees to comply with all applicable university rules, regulations, and policies concerning use of the Facilities. Renter agrees that NO signage will be placed on campus or buildings without prior written approval.
  • Renter acknowledges that Maryville is a smoke-free campus and agrees that smoking is not permitted anywhere on campus.
  • Renter agrees that all use of the Maryville University logo is approved by our Integrated Marketing and Communications Office prior to printing or advertising event.
  • Integrated marketing and communications – Use of Maryville logo, address and information must be approved by the office prior to printing or advertising event. Email Marcia.sullivan@maryville.edu