Rentals
Upon establishment of the semester schedule, requests for special events shall be reviewed as they are received. The Facility Management staff will review each request, render a decision, and schedule the event if approved. All requesting individuals and groups must request use of facilities in writing at least two weeks prior to event date in order to be considered. Requests should include organization name, desired event date and time, requested facilities,scheduled activities, ages of participants, and any other pertinent information. Request forms can be faxed to 270-745-2006 or be submitted to:
Attn: Assistant Director-Facilities
WKU Preston Center
1906 College Heights Blvd. #11097
Bowling Green, KY 42101
Review & Confirmation
After reviewing the request, notice of acceptance or denial will be given along with any details related to the planning of the event.
After Hour Rentals
After-hours rentals have been made available to maximize the usage of the Preston Center for the accomplishment of the University's educational, athletic, recreational, recruitment, and community service missions. The Preston Center is to be used for recreational, instructional, and competitive activities sponsored or co-sponsored by the University's student affairs, academic, athletic, and administrative units. "University-sponsored groups" may reserve Preston Center facilities beyond normal operational hours pending approval of Preston Center management. A sponsored group may be any organization, department, camp, or visiting group of students that are sponsored by an above-mentioned group at Western Kentucky University. Sponsors must assume complete responsibility for the actions of the after-hours event participants. Fraternity and sorority advisors must serve as the designated representatives during Greek events and must be present for the duration of the event. Groups must have event insurance. Sponsors should provide a copy of the policy or a letter or binder from their insurer one week in advance to allow for verification by Preston Center staff. Request forms may be mailed or faxed. (Same as above.)
Review & Confirmation
Sponsors must submit a completed request form for use of facilities at least one month prior to the event date in order to be considered. Requests for national or regional events requiring additional lead time should be submitted at least six weeks in advance.
Facility Fees
Usage fees for University-sponsored groups and participants are established for the purpose of providing revenue for the maintenance and enhancement of the Preston Center facilities and equipment. A signed waiver/contract and proof of insurance must be on file for all groups that are charged a fee. Establishment of the fee schedule, collection of all fees, and the expediture of the fee revenue is the responsiblity of the Intramural-Recreational Sports Department.
- Full facility reservation** - $200 per hour + lifeguards + staffing fee
- Gym reservation - $25 per court/per hour + staffing fee
- Pool reservation - $100 per hour + lifeguards + staffing fee
- Dance Studio reservation - $40 per hour + staffing fee
- Meeting Room (Racquetball Court #9) reservation - $40 per hour
- Racquetball - $10 per court/per hour + staffing fee
- Track reservation - $15 per hour + staffing fee
** Includes gym, pool, dance studio, meeting room, racquetball courts, and track. Weight and fitness rooms cannot be rented due to inconsistent levels of participant experience, lack of trained supervisors, and potential for injury.
Staffing Fees
Staffing fees will be determined by Preston Center management based upon number of patrons and facilities involved ($25 per hour minimum). Prices are non-negotiable, and are the same for any requesting party or organization. Events will end on schedule. A mandatory cleanup time will be included in rental time.
PHAC staff will be directly supervising the event and will be available as support staff throughout the event. Anyone under the age of 14 will require additional staffing. The supervisor/participant ration will be determined by the nature of the event.
Facility Fees
Usage fees for University-sponsored groups and participants are established for the purpose of providing revenue for the maintenance and enhancement of the Preston Center facilities and equipment. A signed waiver/contract and proof of insurance must be on file for all groups that are charged a fee. Establishment of the fee schedule, collection of all fees, and the expediture of the fee revenue is the responsiblity of the Intramural-Recreational Sports Department.
- Full facility reservation** - $200 per hour + lifeguards + staffing fee
- Gym reservation - $25 per court/per hour + staffing fee
- Pool reservation - $100 per hour + lifeguards + staffing fee
- Dance Studio reservation - $40 per hour + staffing fee
- Meeting Room (Racquetball Court #9) reservation - $40 per hour
- Racquetball - $10 per court/per hour + staffing fee
- Track reservation - $15 per hour + staffing fee
** Includes gym, pool, dance studio, meeting room, racquetball courts, and track. Weight and fitness rooms cannot be rented due to inconsistent levels of participant experience, lack of trained supervisors, and potential for injury.
Staffing Fees
Staffing fees will be determined by Preston Center management based upon number of patrons and facilities involved ($25 per hour minimum). Prices are non-negotiable, and are the same for any requesting party or organization. Events will end on schedule. A mandatory cleanup time will be included in rental time.
PHAC staff will be directly supervising the event and will be available as support staff throughout the event. Anyone under the age of 14 will require additional staffing. The supervisor/participant ration will be determined by the nature of the event.
After Hours Review & Confirmation
Confirmation/rejection of requests will be made as time permits, generally withing two weeks after the request is received. Upon confirmation, details related to the planning of the event will be provided in a mandatory meeting including a written estimate of fees. The final decision-making process lies with the facility management staff of the Preston Center. All decisions are final and non-negotiable.
The following criteria will be utilized in rendering decisions to approve or deny request applications:
- scope and nature of the event
- congruence with all State, University, and PHAC regulations
- compatibility of the event and the facilities in which it will be conducted
- impact to existing programs and available space
- satisfactory completion of request requirements
- previous experiences with similar events
- availability of sufficient group representatives, chaperones, or advisors
- availability of required PHAC personnel
- proof of insurance
- group's ability to meet all requirements relative to policies & procedures
Review & Confirmation
Confirmation of events and programs will be made as time permits, generally no more than two weeks after the request is received, or within one month of the date(s) of the event. Requests for Special Olympics, American Red Cross Blood Drive, or similar national ore regional events requiring additional lead time should be submitted well in advance of the anticipated date of its occurrence (at least 1 month previous). However, confirmation of each request is dependent on the finalization of schedules within all higher priority levels.
The following criteria will be utilized in rendering decisions to approve or deny request applications:
- the impact to existing programs and available space
- the scope and nature of the event itself (State, University, PHAC regulations)
- the appropriateness of the activity/event itself
- the compatibility of the activity and the facilities in which it will be conducted
- previous experiences with similar events
- the group's ability to meet all requirements relative to usage policies/procedures
- the availability of sufficient group sponsors, chaperones, or advisors
- the availability of required PHAC personnel
