Alumni Resources: Reservation and Rental Guidelines
Effective September 1, 2025
How to rent the McCord Alumni Center
Welcome to the McCord Alumni Center! Thank you for considering our spaces for your upcoming event. We are proud to offer our venue for meetings, celebrations, and special gatherings, and our team is here to help you plan a successful experience. The following guidelines outline our available spaces, rental rates, and event policies so that your planning process is as smooth and stress-free as possible.
Available Spaces for Rent
| Space | Capacity | Layout Options |
| Conference Room | Up to 10 | Boardroom style table: As Is (Pre-schedule for use, only available during normal operation hours) |
| McCord Assembly Room | Flexible: Max 70 aside from standing | Standing: up to 200 Theater: for up to 70 Banquet Round Tables: for up to 65 Hollow Square: for up to 40 Banquet Rectangular: for up to 65 U-Shape: for up to 40 Workshop: for up to 68 (includes access to the kitchenette area) |
| Lyday Garden | Flexible | Outdoor ceremonies, receptions, and photography |
| Photo Package | Flexible | In and around the McCord Alumni Center and Lyday Garden |
Photo Package
| Space | 2 Hour Access | After-Hour Access |
| Garden Only | $25 | Additional $50 |
| McCord Alumni Center | $25 | Additional $50 |
| Garden and Center | $50 | Additional $50 |
Room Rental Rates
Internal Rates
Groups or individuals officially affiliated with East Texas A&M University and/or East Texas A&M University Alumni Association. This includes:
- University Departments – Academic, administrative, or operational units funded by the university.
- Recognized Student Organizations (will not be charged during normal hours of operation) – Groups officially registered and approved by the university's student engagement office.
- Alumni Members – Individuals with active, paid membership in the East Texas A&M University Alumni Association.
- Recognized Alumni Groups – Chartered alumni chapters.
| Space | Half Day (0–4 hrs) | Full Day (4–9 hrs) | Hourly Rate |
| Conference Room | Complimentary | Complimentary | Complimentary |
| McCord Assembly Room | $75 | $150 | $20 |
| Lyday Garden | $150 | $300 | $40 |
External Rates
Non-University Individuals, Non-Profits, Businesses
| Space | Half Day (0–4 hrs) | Full Day (4–9 hrs) | Hourly Rate |
| Conference Room | $75 | $150 | $30 |
| McCord Assembly Room | $200 | $400 | $50 |
| Lyday Garden | $300 | $600 | $60 |
Additional Fees
Rates per hour
| Service | Internal Groups (after hours only) | External Groups |
| Cleaning Fee* | $10 | $20 |
| Setup/Breakdown Labor | $10 | $20 |
| A/V Equipment Use | $15 | $30 |
| Weekend/Early/Late Access | $50 | $50/hr |
*Cleaning applies only to basic needs (taking out trash, wiping down tables, sweep/mop floors). Additional charges may be invoiced for cleaning service if you are unable to return the room to its original condition.
Event Risk and Insurance Requirements
Required for all events:
- Complete Risk Assessment Form (due at least 15 business days before event)
- Certificate of Insurance (COI) may be required, any food items planned for your event must be noted on the risk assessment.
External Group Equipment Rentals
- Rectangular Tables: $8 each
- Round Tables: $10 each
- Chairs: $2 each
- Easels: $1 each
Policies and Procedures
- To reserve university space for an event, the event organizer must submit a reservation form to confirm that the space is available for the needed time. Upon approval of a space request, the event organizer and/or the responsible department are required to submit an Event Risk Assessment Form to the Office of Risk Management and the University Police Department (UPD) for review and approval.
Hours of Operation:
- Normal Business: Monday – Friday, 8 a.m.–5 p.m. (does not include holiday breaks)
- Weekend Rates: Begin at 5 p.m. Friday and conclude at 8 p.m. Sunday
- Early Access: 7 – 8 a.m.
- Late Access: 5 – 8 p.m.
- No Access: 8 p.m. – 7 a.m., seven days a week
- Events outside normal business hours require additional fee
- The event organizer is responsible for the event and attendees, including financial responsibility for any damages.
- The event organizer must appear in person to the Director of Alumni Engagement or the Director's designee to present the final payment at least 48 hours in advance of the event.
- Alcohol consumption is permitted only in specified locations on campus that have received prior approval. The university president’s office must approve the request before someone can serve alcohol at an event. Additionally, event insurance (TULIP) may be necessary, depending on the nature and size of the event, as well as the hours of operation.
- Decor: We're happy to work with the event organizer on décor. For damage/safety reasons avoid adhesives, glitter, confetti, or open flames. If you'd like to request an exception, we'll be glad to review it.
- Security: Required for events over 100 guests or those serving alcohol (billed separately), for events under 100 in attendance or without alcohol, University Police still has the right to walk through any event on campus at any time.
- Parking: Must be arranged through the University Police Department
- Cleanup: Room must be returned to original condition. The Alumni Center team cannot assume responsibility for damaged property, so we kindly ask organizers to ensure guests treat the space with care. Alumni Center property damage is the responsibility of the event organizer and is subject to civil and/or criminal penalties.
- No Smoking/Vaping as the University is a tobacco and vape free campus
- Service Animals Only
- East Texas A&M reserves the right to cancel any event and revoke access to campus if it disregards the policies and regulations of the A&M System, fails to adhere to East Texas A&M's rules and procedures, or poses a safety risk.
- Please use the online incident reporting form to report an injury, accident or safety concern. If the online incident reporting form is not working, please contact Risk Management at East Texas A&M.
- For an emergency on campus, call 5111 for the University Police Department.
Cancellation Policy
| Circumstance | Refund Status |
| Risk Assessment Denied | Full refund of deposit |
| Event Cancelled more than 48 hours in advance | Deposit returned |
If an event is cancelled within 48 hours of the scheduled time, the deposit is non-refundable. We appreciate your understanding, as last-minute cancellations impact our ability to serve other groups.
Booking and Contact
Our team is here to support you. If you have any questions at any stage of planning, please don't hesitate to reach out.
To reserve space:
- The event organizer should submit Reservation Request form and Risk Assessment form along with 50% deposit with submission of forms. The Alumni Center staff can provide you with the correct forms.
- Internal groups must provide account for IDT, check, money order, or credit card for deposit.
- External groups must provide check, money order, or credit card for deposit.
- Full payment due, in person, to the Director of Alumni Engagement or the Director's Designee at least 48 hours prior to event or event will be subject to cancellation.
Contact
Email: [email protected]
Phone: 903.886.5765
Risk Assessment: 903.886.5054
University Police Department: 903.886.5868 (non-emergency)