Booking Policies

1. To inquire about the availability of Waco Hall, please fill out the Waco Hall Reservation Request Form.
   
   
   • First time facility users will be asked to fill out an application for usage.
   • The Conference and Event Management Director or the Waco Hall Manager reserves the right to verify the credit references of presenters, promoters and individuals with which it has had no prior business dealings and to refuse scheduling if references prove to be suspect.
   • Reservation requests may not be submitted more than one (1) calendar year in advance or less than 2 months prior to the desired event date. Requests cannot be approved until the official university academic calendars are released.
   • All dates will be booked on a first-come, first-served basis. No dates may be "rolled" over or considered to be guaranteed from one year to the next. This policy does not apply to university ceremonies or classes.
   
   After review and approval of the request, the reservation will be held as tentative.
   
   The following must be done in order to finalize a reservation:
   
   
   1. Submit the Event Information Request Form detailing the who, what, when, where, how and why of the event to the Waco Hall Manager's Office
   2. Return the signed copy of the Policy Agreement Form
   3. Deliver to the Conference and Event Management Director a non-refundable deposit of $300.00 per set of dates (check made payable to Baylor University)
   • IMPORTANT: If the deposit check and written request are not received by the assigned "release" date, the hold will be released without further notification to the requestor.


2. Tentative reservations will need to be confirmed within 30 days of the event approval. A date that is requested within 60 days of the event may be approved at the discretion of the Waco Hall Manager or his representative. Tentative holds on dates requested within 60 days of the event date will be held only 5 business days without a deposit.
   
   
   • A "release" date will be given when the reservation request is approved and the date becomes tentative.
   • If a tentative reservation is not finalized within the stated time period, the dates will be released.


3. Upon receipt of the Event Information Request Form and deposit, an event contract will be sent. A 5013c certificate must be sent to qualify for non-profit rates.



4. Following the receipt of the above mentioned paperwork, the Conference and Event Management Director or the Waco Hall Manager will contact the client regarding specific event details in order to produce a contract.



5. Upon receipt of the signed contract from the client the event reservation will be finalized.