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University Wellbeing

Reservations, Events Policies and Guidelines

South Dakota State University Miller Wellness Center logo

Definitions of Affiliation

  • Student Organization: The term ‘Student Organization’ means any number of persons who are University recognized as an organization. Organizations must be officially registered and comply with the requirements as described by SDSU. A complete list of recognized organizations can be found on Jack’s Club Hub. Fraternities, sororities, honor clubs and sport clubs are all considered student organizations.
  • SDSU Affiliated: The term ‘SDSU Affiliated’ pertains to individuals or groups who are presently and directly related to South Dakota State University. SDSU affiliated individuals and groups include Wellness Center members, SDSU’s Athletics, Student Affairs and academic departments, any benefitted faculty/staff of SDSU and currently enrolled SDSU students.
  • Non-SDSU Affiliated: The term ‘Non-SDSU Affiliated’ means any individual or group who does not meet any of the criteria outlined in terms I and II. Non-SDSU affiliates include SDSU alumni, outside organizations and the general public.

Reservation Priority

Reservation priority is based upon a group or individuals’ affiliation to South Dakota State University. The priority list is as follows:

  1. Wellness Center programming (intramurals, group fitness classes, etc).
  2. Sport clubs and any other Wellness Center sponsored events.
  3. Student Organizations and SDSU Affiliates.
  4. Non-SDSU affiliated groups.
  5. Informal recreation (first come, first serve).

At all times we strive to keep facility space available for informal recreation. Given limited space and extensive programming some evening hours may not be available for open recreation. The Wellness Center facility schedule can be viewed online or via our mobile app (available in the Apple and Google Play Stores).

Reservation Request Submittal

Reservation requests can be found and submitted online. Reservations are processed during normal business hours, Monday-Friday, excluding holidays.

We ask this form is filled out completely. This can be done by signifying the type of event, any required equipment, or if you wish to reserve a facility for multiple dates in the 'Comments' section. All requests should be made in the advance of two weeks prior to the requested reserved date. Any request not made in the advance of two weeks, or a request that cannot be accommodated, may be subject to denial.

The requestor can expect an email from Wellness Center administration within a few days after submittal. Requestors will be sent a facility rental policy acknowledgement form to be signed and returned before a reservation is confirmed. Reservation requests without a confirmation will not be honored.

Reservation Payments

  • No down payment required.
  • Reservation pricing is based upon one’s affiliation to SDSU, please see the Definition of Affiliation, and is charged on an hourly basis. Reservations will be pro-rated to the nearest quarter hour.
    • To best serve students wishing to reserve facility space, we allow registered Student Organizations to receive one hour of space free of charge per week.
    • Accepted forms of payment include: university journal vouchers, checks and card.
  • Direct labor/staff costs associated with an event will be included in the rental agreement. These costs include, but are not limited to, lifeguards, climbing wall attendants, event supervisors, custodians and any time needed for set up and tear down.
    • Events that fall outside of normal building hours will incur an additional fee for staffing.
  • Payment due at time of reservation for single reservations. For recurring reservations, payment is due at the time of final event occurrence.
    • A 10% fee will be applied to any payments not received within 30 days. An additional 6% will thereafter be charged for every 15 days past due. Any customer with an unpaid balance will be denied facility access and any future reservation requests until balance is paid.

Cancellation Policies

To cancel a reservation, the group must notify the Miller Wellness Center during business hours Monday-Friday 8 a.m.-5 p.m. If outside of normal business hours, cancellations may be communicated to the Welcome Desk at 605-697-WELL.

  • Events canceled more than 24 hours in advance will not incur a cancellation penalty.
  • Events canceled less than 24 hours in advance will incur 50% of all rental charges.
  • Groups that fail to appear for their reservation will be charged full price, plus 10%, and will forfeit the remainder of their reservation.
    • Reservations are considered a ‘no show’ when participants fail to show up within fifteen minutes after the scheduled start of the reservation.
  • Organizations that would have received the space at no charge will be held to the same standards and penalized similarly if they do not follow the cancellation guidelines. 
  • Outdoor space reservations canceled due to inclement weather within 24 hours of the event will not be charged. It is the patron’s responsibility to monitor the weather and notify the Miller Wellness Center of any changes or cancellations to their reservation.

Facility Access

To gain access to the facility all event participants, or those reserving the facility, must check in at the Welcome Desk. Students and Wellness Center members are asked to please use an approved form of access upon their arrival. Additionally, all who enter must have a valid waiver or sign the daily entrance log. Those who wish to spectate an event, but not participate, may sign our spectator sign in log.

Studio Policy

The SDSU Wellness Center has three studios available for reservation. These spaces include Studios A, B and C (Rooms 201, 203 and 211) located in the 2nd floor of the Wellness Center. Group Fitness classes and open recreation times receive priority for all studio space.

Equipment Rentals

Select equipment (basketballs, volleyballs, dodgeballs, etc.) for reservations and events can be provided at no extra charge. In the occurrence equipment is provided by the Wellness Center and is not returned, or has been damaged, the renter is responsible for replacing the item. Equipment such as scoreboards, the bounce house and gear rentals require a charge.

Customers may also bring their own equipment. The Wellness Center is not responsible any lost or stolen personal belongings. Please see the Wellness Center Policies and Guidelines for more information regarding lost and found, locker rentals and equipment checkouts.

Birthday Parties

The SDSU Wellness Center offers birthday party packages for all ages. These packages include two tiers and accommodations for up to 10 participants. Any party exceeding 10 participants must purchase a day pass for each attendee surpassing the limit. All participants must have a signed waiver and follow all Wellness Center policies.

Find more information regarding birthday parties and access the birthday party form.

Spectator Policy

Spectators are not allowed to use equipment or participate in any activities. Spectators also agree to abide by all Wellness Center Policies and Guidelines and must sign in upon entry.

Food and Drink Policy

Food is not allowed at any time in the activity areas beyond the Welcome Desk unless otherwise authorized. Sodexo has all catering rights and must be used for the catering of events or reservations in the Wellness Center. Visit Sodexo for more information.

Water and other drinks in securely closed containers may be used in the exercise or gym areas. Glass containers are prohibited.

Further Policies

Please refer to the Wellness Center Policies and Guidelines for rules and regulations regarding, attire and footwear, photography, signage and general facility policies.