University Facilities Policies

University facilities are well-maintained and their security given consistent attention in the interest of students, staff, and faculty. The University is open for business from 8:00 am to 10:00 pm, Monday through Friday. During these hours, most buildings or sections of buildings will remain open and accessible for the public, staff, faculty and students. Some hours may also be reserved for Saturday classes. On weekends or after hours, the University Police can be reached for entry at their non-emergency phone number.

There are educational, cultural and athletic events held in University facilities that are open to the public. Other facilities such as the Bookstore and ARAMARK Higher Education Food Service are likewise open to the public. When our facilities are not used for HBU needs – academic or extra-curricular – facilities are available for rental.

Use of University Facilities

HBU recognizes a fundamental responsibility to its community and therefore, when possible, makes its facilities available when not required for use or work by the University. HBU complies with all applicable federal and state non-discrimination laws and does not engage in prohibited discrimination on the basis of race, color, nationality, or ethnic origin, gender, age or disability in either employment or the provision of services. Inquiries concerning this notice or the application of the laws referenced herein should be referred to the vice president and general counsel. All events held on campus must be in alignment with the vision, mission and purpose of the University.

Usage of space, not related to academic scheduling, must be arranged through the Office of University Events & Conferences. Internal audiences – students, staff and faculty – may use our online calendar system to book facilities. All external audiences need to contact the Office of University Events & Conferences.

Upon consultation, the Office of University Events & Conferences provides the following services: reservations on the University master calendar for all use of campus space when not in use by academic courses or University initiatives, event planning consultation and assistance with arranging services for events, coordination of event logistics to include: ARAMARK Higher Education (food service, catering, linens), Media Services (Audio / Visual), Campus Services (facility set-up, equipment rental, summer lodging), Police support (parking, security coverage), Information Technology and Maintenance / Custodial Support.

In the event of an emergency, HBU police will need to be contacted at the emergency phone number. Personal and organizational property should be safeguarded at all times. HBU is not responsible for the loss or damage of any personal or organizational property.

Scheduling of Facilities


The Master Calendar for the University is maintained by the Office of University Events & Conferences. Faculty, Staff and Students may request events by utilizing Ad Astra, the University online calendar system. Student requests must be approved by Student Life prior to being booked by the Office of University Events & Conferences. Calendar requests should be made at least five working days in advance in order to coordinate all needs related to the event.

An external event is considered a calendared event, when proper paperwork has been completed and a deposit submitted. Personal events may be held on campus by University affiliates – faculty, staff, students, alumni and trustees – at a discounted rate. Non-profits also received a discounted rate.

Notification of change/cancellations should be made to the Office of University Events & Conferences.
  • Facility Set-up Request - For any event requiring special arrangements/set-up, a Set-up Request form must be submitted to the Office of University Events and Conferences at least five working days prior to the event. Faculty, staff and students should use the Facility Set-up form on the HBU Portal under HBU Forms. This set-up should be faxed to the number on the form or brought to the Office of University Events & Conferences.
  • Media Request – Requests for audio / visual equipment should be made through the Media Request form. Any student event requiring a/v should have a sponsor submit the request.
  • Food Services - ARAMARK Higher Education Food Service has exclusivity on campus and must be given first right of refusal for any and all food service on campus at events. For catering, please contact the ARAMARK Catering Manager, 281.649.3366.