Reservation Guidelines

Reservation Requests

Reservations for campus facilities are accepted on a first-come-first-serve basis. TWU student organizations and departments may submit reservation requests through the online reservation system, Mazévo.  Requests must be submitted at least 3 business days prior to the event date, however, more time may be required for large or complex requests.  If a request qualifies for review by the Special Event Committee, it must be submitted at least 4 weeks prior to the event date.  External requests that require an executed contract should be submitted 60 days prior to the event.

Reservations are confirmed by email after requests are reviewed and approved by necessary parties.  A reservation is not confirmed until primary contact receives a confirmation email (or fully executed contract for external clients).  

Requests for reservation changes must be received in writing or submitted through Mazévo.  Changes may not be guaranteed and are pending room, staffing and resource availability.  A change fee may apply.  The primary contact, secondary contact, and student organization advisor (if applicable) are the only people authorized to make changes to any reservation details.  

Rental Rates and Fees

Rental rates are determined according to the following classifications:

• TWU departments: events sponsored by University departments for official business.
• TWU student organizations: functions for student organizations registered with the TWU Center for Student Development.
• External affiliated clients: alumni, military/veteran, current TWU students and employees
• External clients: companies/businesses, private individuals, non-profit organizations, and all other functions.

Student organizations and departments do not pay for rental of facilities on the TWU campus, however, fees may apply for rental of equipment and certain services.  See pricing information for each venue for details.  

Deposit & Payment Timelines

TWU departments and student organizations do not pay a booking deposit.  Payment for student organization events is due three business days prior to the event unless otherwise specified.  Department payments will be processed via IDT following the event. 

Alumni and veteran/military reservations may be eligible for a rental discount.  The primary or secondary contact of a reservation must meet affiliate criteria to be qualified for the discount.  The discounted rental rate cannot be transferred to family, friends, or other parties.

**Please note that a $30 fee will be charged for all returned checks, including electronic/web checks. TWU processes all eligible returned checks through the Denton County District Attorney’s Hot Division. There will be an additional charge assessed by the Denton DA.

Cancellation Policy

Failure to meet payment deadlines will result in the cancellation of the event. No-shows and improper cancellations will result in a loss of all payments, and possibly future reservation privileges. Any preparation or set-up completed by TWU staff before a scheduled event is billable regardless of cancellation.  

External clients may cancel until 60 days prior to the event date.  No refund will be given for a cancellation or changes that occur fewer than 60 days under any circumstances. If the Client cancels the reservation more than 60 days prior to the event, any amount over the deposit will be refunded. Cancellations must be submitted in writing to the Conference Services Office (email to conferenceservices@twu.edu). A verbal cancellation will not be accepted.  

If the external client must postpone the event, a new reservation and date must take place within one year from the original date. A $50 fee will apply upon setting a new date. Events cannot be postponed if they occur within 60 days.

In the event it is necessary for TWU to cancel this agreement under this section, TWU’s only obligation is to refund the amount of the payments including deposit. TWU is excused from its obligations under this agreement to the extent that its performance is delayed or prevented by any circumstance reasonably beyond its control or by administrative mandated university closure, fire, explosion, war, hostilities, terrorism, revolution, civil commotion, epidemic, accident, severe weather, wind, flood, global pandemic, mechanical breakdown, strikes or other labor trouble, repairs necessaires by damage to facilities, unavailability of materials reasonably necessary for repairs required by any circumstances, or any act of God.

Alcohol Usage

In accordance with the Student Code of Conduct, student organizations will not serve, sell or consume alcoholic beverages at any organization function on or off campus.  

TWU Departments wishing to serve alcohol at a university function should obtain written approval from their division Vice President before submitting the Special Events Form.  

All alcohol served on campus must be provided by Pioneer Catering (Chartwells). If alcohol is served outside of the Student Union at Hubbard Hall, Chartwells will need to obtain a temporary liquor license for the specific event. Additional fees may apply.

Americans with Disabilities Act 

In accordance with Sections 503 and 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, Texas Woman’s University will make reasonable accommodations to ensure equal opportunity and access for qualified members of the public who wish to participate in applicable programs, activities and facilities.  

Animals

Animals are not permitted inside campus facilities, with the exception of those used to assist persons with disabilities or when in compliance with the Pets at Work Policy, URP 05.485.

Bake Sales and Food Safety

Only food from licensed food establishments is permitted to be sold or given away at TWU-sponsored events, activities, or fundraisers. Examples include properly licensed food service providers, caterers, and restaurants, as well as pre-prepared foods from retailers.  

Food prepared at home, or from other unlicensed sources, is not permitted to be distributed on campus. See TWU's Food Safety page for more details. 

Pioneer Kitchen (Chartwells) is the exclusive caterer for all events in the Student Union.

Co-Sponsored External Events

Departments wishing to co-sponsor an external group on campus must agree to the following requirements:

• External reservations must be co-sponsored by a TWU department.
• A representative of the department is responsible for making the room reservation and arranging for technology support, facility logistics and security (if applicable).
• The department representative must also commit to being on campus during the entire duration of the event in case questions or issues arise.
• External events should provide academic value to the faculty and/or student community.  

Disclaimers

The Student Handbook and Student Code of Conduct supersede all policies with regard to rental rates, alcohol, and food service. Rates and policies are subject to change without notice.  The Conference Services Office at TWU reserves the right to refuse requests from entities in direct competition for services provided by our institution. The client agrees to hold harmless TWU, its  Board of Regents, officers, agents, employees, and students from any and all liability including claims, demands, losses, costs, damages, and expenses of every kind and description, including death or damage to persons or property arising out of use of TWU facilities and services. 

Decorating Policy

Decorations must not block or limit access to doors, fire extinguishers, fire sprinklers, or fire alarms. Decorations may not be hung from light fixtures or fire sprinklers.  If a group is contracting with a company to provide decorations (e.g. balloon displays), the drop-off and pick up time must be coordinated with the Conference Services Office.  If decor items are left following an event, the group will be charged a daily fee until they are removed.  All furnishing and fixtures in TWU venues are considered permanent and cannot be moved or removed.   All decorations must be set up and removed during the allotted reservation time.  If additional time is needed for set up or decorating, please coordinate with the Conference Services Office. 

Prohibited Items:

• Use of tape, glue, nails, tacks, sticky putty, command hooks, or other means to affix items to the walls, woodwork, windows or floor. 
• Items that create litter, could be dangerous to animals, stain or damage furniture and surfaces, or cause slipping hazards may not be tossed (rice, confetti, silly string, etc.). 
• Loose glitter, confetti, loose feathers, and other items that are challenging to clean and invasive.
• Flame candles, sparklers, fog, and smoke machines (LED and other electronic candles are allowed).
• Glass containers may not be placed on the aisle or any area on the floor.
• Paint and paint markers are not permitted in any carpeted room.
• Aisle runners are considered a tripping hazard and are not permitted for safety concerns.
• Helium-filled balloons are not allowed in any room where the ceiling is higher than 15 feet. If a helium-filled balloon becomes loose in one of these spaces, a retrieval fee may apply.

The client or group will be financially responsible for any special clean-up or damages resulting from the event or activity.  This list is not comprehensive, and groups are required to check with the Conference Services Office for approval of decoration plans.

Deliveries & External Rental Equipment

Storage area for deliveries may be limited. If the Client has rented equipment from external companies, the delivery, set up, and tear down must be coordinated with the Conference Services Office. All rented items must be approved. If delivery, set up, and tear down of rental equipment takes place outside of regular operating hours, additional fees for building staffing will apply. The client will be responsible for any damages caused by external vendors.

Fronting Policy

The established rates for the university facilities are intended for the designated group types only (student organization, department, and external).  Groups should not should not make reservations for another organization/group to receive a discount in fees (known as “fronting”). Hiding or concealing the identity of the actual client is not permitted and may result in loss of reservation privileges for both parties.  

When a reservation is made, the primary contact must represent the group and remain onsite throughout the duration of the event.  Sponsorship is permitted, however, the group making the reservation must still be responsible for coordinating with the Conference Services Office for event arrangements. 

An event is considered as being “fronted” if: 

• A student organization makes the reservation for a department or external client but is not involved in the planning or organizing of the event.
• A department makes a reservation for an external client but is not involved in the planning or organizing of the event.
• A person not connected to the group that made the reservation is the primary contact for event details.
• The event did not originate with the group making the reservation, and that group is not involved in the planning and execution of the event.

Inclement Weather Policy

All groups must follow University safety protocol and instructions during severe weather warnings.  

If the University closes due to inclement weather, the reservation may be rescheduled at a later date pending availability.  

Insurance, Liability and Supervision

External clients shall maintain at its own cost, and provide proof of, insurance meeting TWU’s Third Party Insurance Standards.  The COI must be submitted to Conference Services before the contract can be initiated.

In consideration for permission to use the facilities, the individual who submits the reservation request shall indemnify and hold harmless TWU, its Regents, officials, and employees for and against any and all liability, attorney’s fees, court costs, loss or damage the university may suffer as a result of claims, demands, costs or judgments against it arising out of any accident, injury,  loss of property, death, or other tortuous act which may occur to or be caused by participants during such use of facilities.  

It is understood that the client and all associated individuals will abide by the rules, regulations,  and requirements of TWU or the State of Texas for the use of its various services and facilities on the campus, property and grounds of TWU. It is further understood that the client will withdraw,  remove or expel any person associated with or participating in the event upon request of TWU  for good cause. Moreover, the client agrees to cease and desist any activity, function,  programs, etc., upon the request of TWU for a good cause. The term “good cause” as used herein shall include but not be limited to violations of any rule, regulation, or condition of TWU or the State of Texas. Cooperation from our patrons in adhering to the policies set forth in this agreement is most appreciated. Failure to abide by the established policies could result in additional charges and/or loss of privilege for future reservations.  

Lost Items

It is the responsibility of the individual reserving a room(s) to ensure all items are removed upon conclusion of the function. TWU and its representatives do not assume responsibility for any lost or misplaced items prior to, during, or after an event. Any items found at events will be immediately turned over to TWU’s Department of Public Safety.  

Operating Hours

Operating hours may vary by venue or building. Outdoor events must end by 10 p.m. No events may take place anywhere on campus after Midnight.

Parking

Parking passes are not required on the Denton campus on weekends. Groups hosting events during the week that require non-TWU attendees to park on campus may be charged a parking fee.  Contact the Parking Office for information about event guest parking.

Tickets will be issued if unauthorized automobiles are parked in state vehicles, handicapped, or service spaces without proper authorization. Users and guests are responsible for paying their own parking violation fees.   

The University does not furnish unlimited parking space to accommodate all vehicles. Lack of parking does not justify violation of any parking regulations. Vehicles must be parked between two parallel white lines. Vehicles must be parked in appropriate zones as designated by the parking permit during zone enforcement hours. Conference Services and DPS at TWU is not responsible for reserving or blocking spaces for guests.

Room Inspection

TWU reserves the right to regulate and to inspect all rooms utilized by the Client. Such inspections shall be conducted with the client’s designated representative except when an emergency situation necessitates immediate access to the facility by TWU.  

As facilities contain TWU memorabilia and antiques, damage to any inventory item will be appraised and associated costs invoiced to the individual reserving the room(s). Furniture and fixtures should remain in the room(s).  

A cleaning fee may be required for events with food service.  

Security and Special Events

All reservations that meet any of the following criteria will be reviewed for security assignment  by the Special Events Committee:  

• 100 or more people will be in attendance,  
• Alcohol is being served, and/or  
• Amplified sound is being used (for outdoor events only), and/or
• An outdoor walk or race.

The Special Events Committee reserves the right to assign security to any event deemed necessary. Please see the Special Events Policy for additional details.  

Smoking and Open Flame

Use of tobacco products is prohibited on all campuses. Open flame candles are not permitted indoors.  Fog/smoke machines are not permitted without written approval from Risk Management.  All patrons must adhere to the fire codes imposed by city ordinances.   

Booking Timelines

Requests for academic spaces can be submitted once the academic schedule for a given semester has been finalized. Fall semester reservations are typically available by late March or early April.  Spring semester reservations are typically available by late October or early November.

Classroom Availability

Academic classes receive scheduling priority for classroom spaces, and the academic schedule is published on the University Scheduling website.  After a reservation request has been submitted through Mazevo, Conference Services will confirm availability of the classroom space with University Scheduling.  If a space is not available, Conference Services will work to find an acceptable substitute if possible.

Equipment Rentals & Custodial Services

Equipment and custodial services can be requested for reservations that take place in lobbies and other open areas.  Equipment cannot be added to classrooms due to fire code.  Refer to the Denton Campus Event Equipment & Services for a list of available items and booking instructions.

Media Services

Media Services provides technology support for all non-class meetings and events.  Technology support in classroom spaces includes:

• In-person support to assist in starting the meeting
• Dedicated on-site event support 
• Support for streaming/web conferencing (Zoom)
• Consultation to assist in planning for events

An hourly fee will apply for dedicated on-site and web conferencing support.  Media Services support can be requested through Mazévo when the room request is being submitted.  Refer to the Media Services page for a list of services and pricing options.

Decorating Policy

Please review the decorating policy in the General Operating Policies section above for all rules.

Usage of Board Rooms

ACT 16 (Denton), IHSD 2502 (Dallas), and IHSH 10307 (Houston) can be reserved by TWU faculty and staff for meetings.  Campus Board Rooms are for official TWU use only.

If food or drinks are being served, the reserving party is responsible for all trash and leftovers being removed from the room. If any chairs or furniture are moved, the reserving party is responsible for putting everything back in its original place.  The university’s food service provider is the exclusive caterer for ACT 16.

Reservation Requests

Requests for the Gertrude Gibson House should be submitted one week prior to the event date.  The Gibson House is available for use by TWU faculty and staff for official university business.  Student Organizations are not permitted to use the Gertrude Gibson House.

Daily Use

The Gibson House is available from 7 a.m. to Midnight for Alumni, full-time TWU faculty and staff, and adult guests (18 or older), for their private events such as holiday gatherings, bridal showers, adult birthday parties, receptions, etc.  The TWU faculty or staff member must be present in the Gibson House for the duration of the event.  In addition, the TWU faculty or staff member must accept full financial responsibility for the event.  Reservations are not available for student organizations.

For daytime events, the Gibson House accommodates up to 50 people and parking for up to 4 vehicles.  Street parking is not available.

Conference Services will lock and unlock the house for events and will conduct a thorough review of the house before and after use.  

Overnight Use

Overnight use of the Gertrude Gibson House is limited to TWU faculty, staff, and their university-sponsored guests visiting on official university business.  The maximum number of persons allowed overnight is four adults (18 or older).  

The reserving party will check out a key to the Gertrude Gibson House from the Conference Services Office prior to arrival. The key must be returned to Conference Services at the prearranged check-out time. There will be a $50 charge for damaged or lost keys.

Upon departure, the house will be cleaned and re-stocked.  Daily linen and cleaning services are not provided for overnight occupants. Cleaning may be scheduled during long-term stays through the Office of Conference Services. A minimum 48-hour turn-around time is required from check out to check in.  

Cancellations

• TWU Department Event/Official University Business Cancellation Policy - Cancellations must be received in writing at least 48 hours prior to the reservation start time.  Cancellations made after this time will be charged the total of 1-hour rental or 1-night stay depending on type of reservation.  

• TWU Affiliate Cancellation Policy  - Cancellations must be received in writing at least 7 days prior to the reservation start time. Cancellations made after this time will be charged the total of 50% of the event’s total reservation time. 

General

Items may not be removed or displaced from the house. This includes, but is not limited to, art, books, dishes, furniture, linens, and accessories.  Expenses related to damage, item loss, and/or extensive or irresponsible use of the house will be added to the total fees.

Animals/pets are not allowed in the house.  No candles, oil lamps, or other open flames are permitted.  In addition, glitter, confetti, fake snow, and birdseed are not allowed.  All decorations must be approved by Conference Services.  Decorations may not be affixed to any wall, light fixture, ceiling, or painted surface.  Tape is strictly prohibited. 

The fireplace is for decorative purposes only. Please do not use the fireplace.

The use of any tobacco products is not allowed in the house or on its grounds. 

Please be courteous of neighbors when setting and adjusting music volume.  TWU reserves the right to enter the house and inspect the event to ensure policy compliance and guest safety. Failure to follow policy may result in cancellation of the event. 

Reservation Requests

Requests for events in the Little Chapel in-the-Woods should be made a minimum of 60 days prior to the event.  Short-term requests may be approved on a case-by-case basis pending facility and building attendant availability.  

Chapel Attendant

A chapel attendant will be required for all reservations.  An hourly fee will apply to TWU groups for the attendant.

Decorating Policy

Please review the decorating policy in the General Operating Guidelines section for all rules.

For safety measures and to prevent litter, items may not be tossed inside the Little Chapel or on TWU grounds.  This includes rice, bird seed, confetti or flower petals outside.

Media Services

The Chapel includes a sound system and wireless microphones.   Live streaming is available for an additional fee.

Food Service

Food and beverages are prohibited in the Chapel.

Recording Requests

Video recording is strictly for personal use only. Clients may hire a videographer to record a memorable event such as a wedding, memorial, or commitment ceremony.  Video recording that is affiliated with, but not limited to any promotional, commercial, or mass productions are prohibited.  Any misuse of this policy, the Little Chapel in-the-Woods and Texas Woman’s University will not be held accountable for the content of the message in video. 

Reservable Outdoor Venues

Outdoor venues reserved through the Conference Services Office include:

• Amphitheater and Hubbard Lawn
• CFO Lawn
• Old Main Circle
• Pioneer Circle
• University Gardens & Greenhouse

For information regarding other outdoor venues, contact the appropriate scheduling department.  See Outdoor Venue Facility Information for more details.

Event Services

Equipment rentals (tables, chairs, staging, etc.), custodial services, and other outdoor event preparations are provided through Facilities Management.  Fees may apply to all groups that request services.  Refer to the Denton Campus Event Equipment & Services for full details.

Internal groups should request event services through Mazévo at least 10 days prior to the event date.  Last-minute requests may not be guaranteed and will incur rush fees.

If the desired equipment is not available from Facilities Management, the group may rent from an outside rental company.  It is the responsibility of the group to coordinate delivery, set up, pick up, and to ensure additional time for set up/tear down is included in their reservation.  If tents are being installed, Conference Services must be notified in advance to ensure water lines and power lines are clearly marked.

Free Speech

Texas Woman’s recognizes freedom of speech and expression as fundamental rights and is committed to ensuring free, robust and uninhibited debate and deliberations by students, faculty, staff and members of the public. See our Free Speech site for more details.

Inclement Weather

It is recommended that a rain site be reserved if booking an outdoor venue (fees may apply). If inclement weather is forecasted the decision to move an event inside must be made 48 hours prior to the reservation. The decision to change venues to the rain site cannot be undone within 48 hours.

Refunds will not be issued for costs already incurred (e.g. rental of specialty items) or work completed (e.g. labor for event set ups) before the cancellation.  If the University closes due to inclement weather, the reservation may be rescheduled at a later date pending availability.

Amplified Sound (outdoors)

Pending approval from the Special Events Committee, amplified sound is allowed at the Amphitheater between Noon and 1 p.m.  and 4-10 p.m.  Monday through Friday. All events must comply with city noise ordinances. The City of Denton requires outdoor sound to be no louder than 65 decibels for events, and up to 70 decibels for outdoor music festivals. The University reserves the right to stop or reduce sound if complaints are received.