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Events & Facilities Rental


RESERVATIONS

The facilities rental fee provides the customer with up to six (6) hours use of a venue, on the agreed upon date(s) of the event. Times must be clearly specified in the Facilities Use Agreement. The rental fee includes tables and chairs. Set-up and clean-up times are included in the six hours event block, but additional hours may be added to an event for an additional fee. The individual/organization is responsible for the return of the facilities to regular use in the same condition as received. All set-up requests must be made at least ten (10) business days prior to the scheduled event.

To reserve our facilities, the following documents must be submitted with the reservation deposit:

  1. Facilities Use Agreement
  2. Facilities Use Policies
  3. Facilities License Agreement
  4. Insurance Information Sheet

To reserve a vendor table in the RMC’s Grand Hall Lobby, the Vendor Agreement must be submitted with advance payment.

FEES

Facilities can be placed on hold for 5 business days. After this time, the Student Center must receive a $500 non-refundable deposit (which is applied toward the total amount) and $135 insurance fee along with the four forms listed above before the reservation is confirmed.

Full payment is due no later than 30 days prior to the event. Failure to pay in full within the said timeline will result in the loss of the reservation and may jeopardize the individual/organization’s future use of Student Center facilities. Any additional charges assessed after the event will be due within thirty (30) days of billing.

Additional hours beyond the six allowed hours are $50 per hour, any day during the school year, except for holidays. If the building needs to open before, or close after, the regular business hours, a $50 early opening and/or $50 late closing fee also apply.  During the summer (first Monday after Mother’s day thru last Monday of August) hours are $100 each.  The $50 early opening and/or $50 late closing fee also apply, as we are closed Saturdays and Sundays.

Based on the actual extent of clean up required, additional clean-up charges may be assessed after the event at $35.00 per hour of service per custodian, with a minimum of $70.00. Other fees may apply.  All checks must be made payable to Rice University, and mailed to the following address.

Henny Halliburton,
Student Center – MS 530
Rice University
P.O. Box 1892
Houston, TX 77251-1892

INSURANCE (Tenant Users Liability Insurance Policy – TULIP)

If an outside organization (Facility User) rents space in a Rice facility the organization must provide proof of liability insurance coverage prior to the scheduled event. The limit of liability coverage required of the user is $1 million per occurrence/$2 million aggregate.  If the facility user is unable to comply with the insurance requirement Rice can obtain liability insurance coverage for the event and the cost is $135.00.

This insurance policy provides coverage for events that are held in University facilities.  The policy addresses claims filed by third parties for bodily injury or property damage.  This policy also covers host liquor liability claims. The insurance company has the right and duty to defend the insured against any “suit” seeking those damages.

DECORATIONS

  • Tape, tacks, nails, or screws, etc., may not be used to affix items to any surface in the facilities.
  • Only dripless, contained candles may be used on the premises.
  • Plastic or other protection must be placed under live plants.
  • There may be no rice, rice bags, confetti, flower petals, or glitter utilized on the premises, including the facilities rented and on the outside grounds of the Student Center.
  • There is no storage available before or after the event. Any items brought into the facilities must be removed at the close of the event

PARKING

Parking is available on any visitor lot, go here for details Visitor Parking.

The Student Center has parking validations for $8 each, available to anyone having an event in our building.

PHOTOGRAPHY

When having an event at The Student Center, you are only allowed to take pictures in our area, including the Rice Memorial Chapel, the Rice Memorial Center (e.g. Grand Hall, Ray Courtyard), and the Ley Student Center (e.g. Farnsworth Pavilion, Brown Garden).

For bridal pictures in Lovett Hall (Sallyport), or anywhere else on the Rice University Campus, please contact the Office of Public Affairs.

CATERING

All food must be catered and ready to serve. Cooking is not allowed on the premises. Food can only be heated with Sternos, or other type of food warmers.  Caterers need to provide a copy of their catering license, and must have Commercial Liability Insurance.  Here is a list of the Rice approved caterers. Some caterers may need a separate room for their food prep, if so you will need to rent another room.   

ALCOHOL

Any event serving alcohol is required to hire security through the Rice University Police Department (RUPD).  Please contact rupdeventsecurity@rice.edu to inquire about security for your event.  Once your reservation is confirmed, you can go to the RUPD website and fill out their online form.

The bartenders will need to fax the Student Center a copy of their Texas Alcoholic Beverage Commission ( TABC) license 2 weeks prior to the event, at 713-348-5976.

If serving alcohol, and charging admission or asking for donations, please provide the Student Center with the appropriate TABC license 2 weeks prior to your event.

CANCELLATIONS

Event cancelled less than 5 months prior to the scheduled date 50% of facilities use fee is charged.

Event cancelled less than 1 month prior to the scheduled date 100% of facilities use fee is charged.

USE OF SMOKE/FOG MACHINES IS PROHIBITED INSIDE THE STUDENT CENTER.