Facility Use Guidelines

Campus Facility Use & Scheduling Guidelines

This page provides general guidelines for reserving and using campus spaces, meeting rooms, and equipment. Please review the sections below for information on availability, priorities, fees, and related policies.

  • Includes the South Lounge, Rec Room, Miner’s Shack seating, and Student Organization Area

  • Designed primarily for student use

  • Events may occasionally be scheduled in these spaces

Priority & Availability

  • Recognized student organizations and university departments have first priority

  • External groups may rent meeting rooms after May 1 for the following academic year

  • Surbeck staff reserve and assign space to best meet campus needs

  • Confirmed reservations may be reassigned if necessary

Individual Student Use

  • Degree-related events (oral exams, thesis defenses, etc.) may use meeting rooms at no cost
  • Non-sponsored events attended by South Dakota Mines students may incur rental fees
  • All rental decisions are reviewed by the Director of Scheduling & Event Operations
  • Requestors are notified of any fees before the reservation is confirmed

  • All tables, chairs, AV equipment, and mobile units must be reserved through Scheduling & Event Operations

  • Equipment must be picked up and returned at the Surbeck Main Desk by the department/office/individual

  • Each meeting room (except the Beck Ballroom) has a standard setup

  • Alternate room setups may be available for an additional fee

  • Furniture moved without prior approval must be returned to its original location to avoid reset charges

  • Flip charts, whiteboards, screens, and AV equipment must be requested at the time of room reservation

  • The maximum length of equipment rental is one week

Off-Campus Equipment Use

  • Must be reserved at least one working day in advance

  • Written agreements, deposits, and charges may apply

  • Some equipment is not available for off-campus use

  • Non-campus/state organizations may rent equipment only if no local rental options exist

  • Rentals going outside Rapid City require special authorization

  • Cancellation fees may apply if Scheduling & Event Operations is not notified

  • Late changes to setup, equipment, date, or time may result in additional charges

  • Fees are assessed in accordance with South Dakota Mines Policy 6-4

  • Direct and unavoidable expenses may be charged to the requesting group or department
  • Examples include equipment rentals, extended staffing hours, or complex room setups