Community Center Room Reservations

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Rockhurst University reserves the right to decide which groups or organizations can use or continue to use the Brooks Center in accordance with the university's Jesuit mission and values.
The President of the University, university departments, and student organizations hold the highest priority for room reservations, followed by non-profit groups in the 49/63 Neighborhood.
Political and special interest groups may not use the community center for meetings or events. Exceptions to this are Rockhurst University student organizations that comply with Rockhurst University Political and Campaign Activity Policy.
Organizations may request to schedule a meeting time Monday - Saturday between 8 a.m. and 8 p.m. The University Community Spaces are closed on Sundays, final exam weeks, and holidays.
A maximum of 60 people is allowed in the large meeting room.
Smoking and consuming alcoholic beverages are prohibited in the Brooks Center or community spaces. Marijuana use in any form is not permitted on campus.
All parties are responsible for cleaning up after their events. A $35 cleaning fee will be charged to groups that serve meals at their events. If you need assistance with catering, call Chartwells, Rockhurst's on-campus food service provider, at (816) 501-4001 or email catering@rockhurst.edu.

Organizations with children on campus must follow the University's Policy Statement and Guidelines for Minors on Campus. The organization should contact Alicia Douglas, Director of Community Relations and Outreach, at 816-501-4306 or by email at alicia.douglas@rockhurst.edu with any questions or if the organization requests an exception to this requirement.

Adult chaperones must supervise children under the age of 18 at all times in accordance with the ratios provided for under the University’s Policy Statement and Guidelines for the Protection of Minors (link) (“Guidelines”).
Adult chaperones must supervise children under the age of 18 at all times:
- One staff member for every six participants ages 4 and 5
- One staff member for every eight participants ages 6 to 8
- One staff member for every ten participants ages 9 to 14
- One staff member for every twelve participants ages 15 to 17
If minors are present on University property, the Organization agrees to comply with these Guidelines and the following:
- Rockhurst University's Mandatory Child Abuse Reporting Policy
- Evacuation & Emergency Response Planning Resource
- Missing Minors Procedures
- Medical Emergency and Non-Emergency Response Procedures
- Minors Accessibility Policy and Procedures
- Warning Signs for Child Abuse and Neglect Resource Document
If use of the community center involves minors, then the Organization must also fill out the following forms:
- Program Registration Form
- Event Participation Waiver for External Programs
- Background Check Authorization
- Combined Health Form, EpiPen Form & Release, Prescription & Non-Prescription medication release
- Media, Photo & Video Release Form
The Organization acknowledges that compliance with these guidelines and this policy is a material term of this agreement.
The Organization agrees to provide the following insurance to the University:
1. Before the first arrival, the Organization will provide the University an original certificate of insurance indicating that the Organization maintains comprehensive general liability insurance for its activities on and use of University facilities which will be maintained in full force during the rental term, providing public liability and property damage coverage with limits not less than $1,000,000 per occurrence for bodily and/or personal injuries, not less than $1,000,000 per occurrence for property damage liability showing Rockhurst University as an additional insured on all liability policies and a loss payee on property damage policies.
2. The Organization agrees to provide the University proof of sexual molestation liability insurance coverage in the form of an original certificate of insurance identifying an endorsement to a comprehensive general liability insurance policy providing coverage for sexual molestation. This document shall also show Rockhurst University as an additional insured. The University can make exceptions to this requirement on a case-by-case basis, especially when the programming/activities do not involve minors.
A technology fee of $15 will be charged for all groups requesting audiovisual equipment.
Rockhurst University is not responsible for any lost, stolen, or damaged items that belong to any organization or members of organizations that use the Brooks Center.
Parking is available on campus. If you expect guests to arrive in school buses, please indicate that on your application.
The Organization will be responsible for and will pay Rockhurst University any charges for any damages assessed by the University, at its option, by repair or placement costs. The Organization agrees to indemnify and hold Rockhurst University, its Board, administrators, and employees free and harmless from all liability, loss, damage, costs, and all other claims or expenses asserted against the University, its Board, administrators, or employees, which may arise from injuries to persons or property of, or caused by Participants, staff, employees, members, and guests of the Organization while on University Property ( including, without limitation, the Brooks Center, parking lots, athletic facilities, academic facilities, and residential facilities) or as a result of or occasioned by attendance at or participation in this program or conference.
The University expects all guests to conduct themselves in a respectful, responsible manner that does not disrupt other University activities or endanger the health or safety of any person on University Property. The Organization, its staff, employees, members, and guests must adhere to all University policies, regulations, and guidelines, as well as all local, state, and federal laws concerning health, safety, and public order. The Organization agrees to communicate the terms and expectations of this Agreement to all staff, employees, members, and guests using the Brooks Center. Rockhurst may require the Organization to remove any staff, employee, member, or guest of the Organization from Rockhurst when Rockhurst, in its discretion, determines that the behavior or conduct of a staff member, employee, member, or guest of the Organization is not in compliance as defined herein.
The Organization commits to ensuring that all guests abide by the university COVID-19-related policies and guidelines that are in place at the time of use, including, but not limited to, self-screening, wearing of face masks, physical distancing, frequent handwashing, and participation in check-in process required for contact-tracing purposes.
I acknowledge that there are risks, known and unknown, related to COVID-19 involved with my presence at Rockhurst. The University can't ensure the prevention of the spread of COVID-19, and I acknowledge that I may be infected with COVID-19 despite or regardless of any University efforts to mitigate the risk of community spread. I understand that infection by COVID-19 may be serious, with the potential for significant negative health effects on me or others, including hospitalization, long-term complications, or death. I agree that I have reviewed, understand, and will follow Rockhurst's health and safety guidelines. By indicating below, I expressly state that I have had sufficient time to read this acknowledgment. I further certify that I have read and understood it.