Gilruth Conference Center Rental Policy

Updated April 2026

Starport operates a conference center specifically for NASA mission-related meetings, events, and activities at no cost if it furthers NASA’s mission and/or promotes employee morale.

Based on availability, Starport also welcomes the public to reserve conference space during excess capacity hours. It is important to note, that while the Gilruth Center is accessible to the public, it is not open to the public without prior approval. Patrons on federal property must be approved as guests. 

All requests for events and activities must be approved and confirmed prior to the event.

To ensure your reservation request is fulfilled to satisfaction please note the following best practices:

1. Reservation request forms shall be submitted to the Starport Reservations Inbox at jsc-starport-reservations@mail.nasa.gov and coordinated at least two weeks in advance with the Starport Guest Relations Lead.
2. When scheduling a reservation, please allow a minimum of one to two business days for the Guest Relations Lead to respond to your request. Requests are processed based on relevancy to NASA business, complexity of the reservation request, and the order in which the request was received.
3. Please note reservations are not confirmed unless you receive a rental permit and or a direct statement of confirmation from the Guest Relations Lead.
4. We recommend that customers who have intricate room setups and or Wi-Fi and A/V requirements, schedule a visit to the Gilruth Center prior to their event or meeting.
5. Please note that non-NASA related or personal reservations requested by JSC employees do not take precedence over official NASA mission-related meetings and activities. Room fees are not discounted for personal use. If necessary, a reservation may be altered or changed with reasonable notice due to mission related requirements.

Rental Fees

0% Fee Category

Pricing is set based on NASA affiliation.  Official NASA mission-related meetings are not assessed a rental fee and are defined as:  

• A NASA mission-related event sponsored by a JSC organization or Starport Partner company which directly relates to NASA’s mission (e.g., business meetings, employee training, organizational retreats, recognition events, holiday celebrations, award luncheons, NASA sponsored educational events, and/or all hands meetings).  
• Officially recognized Starport Clubs* (12 instances per year) 
• NASA Alumni League* (up to one board meeting and one member meeting per month, plus four socials per year in the Destiny Ballroom) 
• Retirement Parties for Civil Servants or Starport Partner employees 

*NAL and NASA Clubs, please note, meeting space is provided as availability allows, and except where noted, will not include the Destiny Ballroom. Exceptions will be determined on a case-by-case basis by the Exchange Operations Manager and/or an Exchange delegee.  

50% Fee Category

• Central Space Design Competition  
• Houston Aerospace Scholars  
• Space Family Education, Inc. (graduation event with prior approval from the Exchange Operations Manager)
• Memorials for current or former Civil Servant or Starport Partner employees 
• Other NASA business events that are approved by the Center Director may be considered by the Starport Operations Manager 

100% Fee Category

• Other federal agencies  
• Professional organizations  
• Unofficial employee sponsored or personal events 
• Unofficial external/public events conducted during excess capacity hours   

Please note the Gilruth Center is a multi-use facility. We will accommodate requests to the best of our ability; however, we reserve the right to modify original reservation requests. The Guest Relations Lead will consult with the renter if modifications are needed.   

Payments

In our ongoing efforts to provide a smoother and more secure payment experience for all our customers, we are transitioning to a cashless system. This means that we will no longer be accepting cash as a payment method. This change will take effect starting April 15, 2025.

Indoor Reservations

A non-refundable deposit equal to fifteen percent (15%) of the total rental fee, along with a signed permit, must be submitted within two (2) business days of receiving confirmation of date availability. The remaining balance is due no later than fourteen (14) business days prior to the reservation date.

A late fee of twenty-five dollars ($25.00) per day will be assessed for each day payment is not received after the due date. If full payment, including any applicable late fees, is not received at least seventy-two (72) business hours prior to the reservation date, the reservation will be canceled and all payments forfeited.

Cancellations made fourteen (14) or more business days prior to the reservation date will receive a full refund. Cancellations made between seven (7) and thirteen (13) business days prior to the reservation date will receive a fifty percent (50%) refund of the total rental fee, less the deposit. Cancellations made less than seven (7) business days prior to the reservation date will result in forfeiture of all payments.

Field Reservations

A signed permit must be submitted within (2) business days of receiving confirmation of date availability. Payment is due no later than three (3) business days prior to each reservation date.

A late fee of twenty-five dollars ($25.00) per day will be assessed for each day payment is not received after the due date. If full payment, including any applicable late fees, is not received at least twenty-four (24) hours before the reservation date, the reservation will be canceled and all payments will be applied to the next reservation date. Cancellations need to be made at least 24 hours prior to the payment due date to waive penalty fees.

Allotted time overage fees

• Events that do not end at their scheduled completion time shall be subject to additional charges.

Cancellation Policy

All cancellations must be submitted to jsc-starport-reservations@mail.nasa.gov.

If the booking is canceled by the rental party:

• 14 calendar days or more prior to reservation date – NASA Exchange-JSC will issue a full refund minus processing fees.
• 7 to 13 calendar days prior to reservation date – NASA Exchange-JSC will issue 50% refund of the full rental cost minus the deposit.
• 7 days or less prior to reservation date – will not issue any refunds.

A full refund will be issued if the NASA Exchange-JSC has to cancel your reservation due to official NASA-related programs or events. This will only occur if no other reasonable alternative exists, as determined by management.

If your contract is not fulfilled due to NASA Exchange-JSC or disaster (both natural or otherwise), Acts of God, or military deployment, all payments will be refunded or reapplied.

Outdoor and Pavilion Use

Inclement weather may force the cancellation of outdoor events and/or pavilion use. Precautions of temporary shelters, the curtailment of certain activities or other rain alternatives should be considered during the planning process. NASA Exchange-JSC Management cannot guarantee an inside room should inclement weather arrive. If you would like to reserve a back-up space/room, an additional fee will be required. NASA Exchange-JSC Management has the right to alter pavilion or outdoor events due to weather if activities will in any way be unsafe or damage the facilities or premises.

Food and Beverages

Food

• In order to provide flexibility and variety, NASA Exchange-JSC will provide interested renters with a list of approved caterers. Approved caterers used are responsible for providing all necessary napkins, plates, utensils, servers, tablecloths, etc.  NASA Exchange-JSC Management reserves the right to assess a clean-up charge should any room not be cleaned to our standards.
• Any licensed caterer that provides proof of insurance and signs an agreement to abide by the operating conditions set by the NASA Exchange-JSC can be added to the Approved Caterers List as long as all paperwork is signed by both parties and submitted 30 days before the first scheduled catering event.
• Guests are also permitted to bring their own food and beverages to any reservation at Gilruth; however, due to fire safety requirements, the type of food and/or beverage must be communicated to the Guest Relations Lead within one week prior to the reservation. 

Serving of Alcohol

1. Policy Statement

• Starport recognizes that moderate, responsible alcohol consumption can enhance the enjoyment of adult social gatherings. To ensure safety and uphold community standards, this policy outlines expectations for alcohol at all events and gatherings at the Gilruth Center, including meetings, pavilion rentals, league sports, and Starport-sponsored social events.

2. General Alcohol Guidelines for All Events

All events must adhere to Starport Expectations for Responsible Beverage Serviceincluding the following:

a. Age Compliance: Only individuals 21 years or older may possess, distribute, consume alcohol.

b. Over-Consumption Prohibited: Alcohol must not be served to visibly intoxicated guests. As a general guideline, consumption should not exceed 3 drinks per person over a 3-hour event.

c.  No Alcohol Sales: Alcohol may not be sold at any event unless provided by a TABC-certified vendor.

d.  At least two (2) individuals should be named as Monitors. Monitors should not drink during the time they are responsible for monitoring

e.  Safeguards must be in place to prevent access by minors such as:

• Valid ID must be provided upon request by event host or monitor

• Alcohol cannot be unattended

f.  Other Required Provisions:

• Alcohol may only be consumed in designated areas.

• No open containers outside of the designated areas.

• No glass containers allowed.

• Guest behavior, assist with calling transportation, and ensuring overall adherence to Starport’s Expectations for Responsible Beverage Service

• Alcohol beverages should not be in the same storage containers with non-alcohol beverages

3. Small Private Events (75 People or Fewer)

Self-service of beer and wine is permitted for small, private events held in Gilruth meeting rooms or pavilions for which accountability for crowd control and safety protocols can be effectively implemented, under these conditions:

• Private, invitation-only: event must be non-commercial and not open to the public.
• Attendees should be known or vetted guests.

No Alcohol Sales or BYOB: Alcohol must be provided free by the host; sales and individual bring-your-own alcohol are prohibited.

Non-alcoholic beverages and food should be readily available throughout the duration of the event.

Event organizers and hosts must clearly communicate the following to guests in advance:

• Drink responsibly
• No service to minors
• Monitors may verify ID as needed
• No service to intoxicated guests
• Safe transportation plan

Pre-Approval Required: organizers must submit the Request to Serve Alcohol form detailing steps for responsible service and safe transport for guests who may over-consume.

4. Large Events (Over 75 People) & Starport Sponsored Events where Alcohol is Sold

Alcohol at large events must be served by a TABC-certified server and purchased from a TABC-licensed operator. All expectations from Section 2 & 3 apply.

5. League Sports Events

Starport allows post-play beer and wine consumption for league participants to support camaraderie. The following rules apply:

All expectations from Section 2 & 3 apply.

In addition: consumption allowed only after gameplay in designated areas

Must follow all facility and code of conduct rules (e.g. moderation required—disorderly behavior, profanity, or intoxication will result in revoked privileges

League officials, team captains, Starport staff, Center Management, and JSC Security are authorized to remove individuals from the grounds due to policy violations.

6. Alcohol Incident Response Protocol

Event hosts, monitors and designated staff are responsible for monitoring and intervention. They must:

• Observe for signs of intoxication (e.g. slurred speech, imbalance, erratic behavior)
• Stop serving alcohol to visibly intoxicated guests
• Offer water or food and encourage hydration
• Assist with calling transportation (ride-share, taxi, or designated driver)
• Cooperate with Security to document any incidents in writing, noting guest name, actions, and witnesses

7. Monitor Responsibilities

Refrain from consuming alcohol during the event. Stay alert during the event.

Review and acknowledge understanding of Starport’s Expectations for Responsible Beverage Service.

Communicate policy to attendees

Call JSC Security at (281) 483-3333 for help

8. Enforcement

Starport reserves the right to evaluate and approve alcohol use on a case-by-case basis, considering:

• Type of event and group history
• Number of attendees and event location
• Safety measures outlined in the request

Abuse of alcohol will not be tolerated and may result in loss of event or facility privileges for individuals or groups. Violation of this policy may result in denied access to Starport facilities or revocation of event-hosting privileges.

Vendors

The rental party must provide the NASA Exchange-JSC a written list of all vendors for scheduled events. This includes anyone who may be delivering, setting up, or tearing down any items or equipment for your event (e.g. – DJs, bands, moon walks, face painters, petting zoo, etc.). The vendor list, with phone numbers and vendor contact names, is due at least 7 business days prior to the scheduled event. Rental Parties utilizing outside vendors are required to provide the vendor’s Certificate of Liability Insurance and a signed Hold Harmless Agreement at least 7 business days prior the scheduled event. Without these documents, the vendor will not be authorized access to the NASA Exchange-JSC property. NASA Exchange-JSC management may ban any vendor from the facility at its own discretion.

Décor and Signage

Plans for all decorations, including floral arrangements and table centerpieces, must be submitted and approved in advance. Open flame candles are NOT permitted. Decorations must not necessitate the moving of any fixed or large assets in the facility. Hanging large signs or decorations in the inside or the outside of the facility is not permitted without prior approval. Hanging of signs on furniture and walls is NOT permitted.

If signs are approved, they must be displayed on easels or adhered to doors, walls or furniture with blue painter’s tape only. The use of double back tape, staples, nails, or any other adherence material is strictly prohibited.

Entertainment

Management reserves the right to review and approve all entertainment for any scheduled event.

Deliveries

All deliveries must be coordinated through the NASA Exchange-JSC. All delivery vendors must check in with the NASA Exchange-JSC front desk staff prior to unloading. NASA Exchange-JSC staff have full authority to make corrective changes and oversee the supervision of deliveries, setup, production, catering, tear down and clean-up of an event. All catering, floral arrangements, decorations and other materials brought in by the client, or any vendor of the client, may not be stored or set-up in any unreserved area of the NASA Exchange-JSC.

Clean-Up

All break-down and cleanup must occur immediately following the scheduled event. All rental and decorating items must be removed immediately after the event unless special arrangements are approved in advance by the Guest Relations Lead. NASA Exchange-JSC does not assume any responsibility for items left by the rental party or their vendors.

Management reserves the right to assess a clean-up fee for any event if the rental area is not left in the original condition.

Minors

Minors under the age of 16 must be under the immediate supervision of an adult at all times. There must be an appropriate number of chaperons for the number of minors who are using the facility. NASA Exchange-JSC staff members cannot monitor minors during an event. NASA Exchange-JSC staff are not responsible for any childcare supervision.

Smoking

The interior of the NASA Exchange-JSC facility is designated as non-smoking. Smoking is not permitted within 25 feet of doorways, entries, operable windows, and outdoor air intake ducts.

Safety and Appropriate Use

• No animals are allowed on NASA property, except those trained to assist disabled individuals (exception includes events where a petting zoo is part of the activities and is subject to the Vendor requirements below).

• No group or individual may use the facility for events that are a threat to the safety of the clients or property.

• NASA Exchange-JSC Management reserves the right to determine if specific usage of the NASA Exchange-JSC property is appropriate.

• The following types of events/reservations are NOT permitted:
  • Events sponsored or conducted by any organization, individual, or activity practicing or advocating discrimination based on race, religion, creed, color, sex, sexual orientation, age, or national origin.
  • Events having a partisan political, sectarian, or similar nature of purpose.
  • Events for the purpose of advocating or influencing action on legislation.
  • Events conducted for any type of commercial profit or individual profit (for example – direct or indirect sale of products or services, charging of admission fees, or the making of an indirect assessment for admission, or the taking of a collection) must be approved by the NASA Exchange-JSC.

Fundraising & Solicitation Policy

Our facilities are located on federal property and must comply with federal regulations (41 C.F.R. § 102-74.410 and 5 C.F.R. Part 950) regarding fundraising and solicitation.

Monetary fundraising activities — including ticket sales, raffles, auctions, and similar activities — are not permitted to occur onsite. Monetary transactions may not take place in person or electronically (such as online auctions, mobile apps, or payment links) while on the premises.

Solicitation of funds is also prohibited onsite. This includes requesting donations, selling tickets, promoting raffles, or otherwise seeking financial contributions while on the premises.

Fundraisers may be hosted in our facilities as long as all monetary transactions are completed before or after the event, not during. Examples include collecting ticket payments in advance, closing auction payments offsite, or finalizing donations after the event has ended.

Exceptions to this policy are limited to activities specifically authorized under federal law, such as the Combined Federal Campaign (CFC), approved disaster relief drives, or concessions permitted under rental agreements.

All planned fundraising activities must be reviewed and approved in advance by the NASA Exchange to ensure compliance.