Reservations

 

Recreation & Athletics Facility Reservations

Facility Use Policies
Registered Campus Organizations
Campus Departments
Nonuniversity Groups
Registered Campus Organization Special Event or One-Time Reservation

 

Facility Use Policies

All facilities managed by the Recreation & Athletics department will be governed by the following usage policies:

  • Reservations must be confirmed before use of a room/space.
  • Only activities approved for a space may be conducted in the space.
  • Hallways, corridors and lobbies are not reserveable space and may not be used for recreation activities.
  • Proper clothing and footwear must be worn at all times in the Recreation & Athletics facilities.
  • Access to controlled zone recreation space is restricted to current, fee paying students, faculty and staff members with valid memberships, and spouses/partners with valid memberships.

Registered Campus Organizations

These are the steps to follow for ongoing, repeating meetings during the semester. One-time reservation requests should follow the “Registered Campus Organizations Special Event” processes. 

  • The registered campus organization must be in good standing and recognized by the Office of Student Life in order to reserve space.
  • May reserve space for club member practices twice a week for up to 1.5 hours each day, or three hours for once-a-week meetings.
  • Must complete a Facility Reservation Request Form at least two weeks before the requested date. Walk-in requests or email requests will not be considered.
  • Reservation priority for campus organizations is on a first come, first served basis. The date and time stamp on the online forms will determine the order in which requests were received. 
  • Reservations are not valid until a confirmation is received from the Recreation & Athletics office. Reservations will be confirmed within 36 hours, from Monday through Friday. Requests made over a weekend or during holidays will be considered on the next business day.
  • Requested times may not be available. The Recreation & Athletics office will contact you if your first choice is not available.
  • Reservations for regularly occurring meetings during the semester may be made by the posted date indicated by the Recreation & Athletics office for each semester.
  • One-day reservations must be made at least 48 hours in advance.
  • May not charge admission to the practice or meeting. Club dues that have been established for all club members are not included in this rule.
  • Reservations are only valid for one semester.

Campus Departments

  • Recurring reservations are not permitted.
  • Must complete a Facility Reservation Request Form at least two weeks before the requested date. Walk-in requests or email requests will not be considered.
  • Reservations are not valid until a confirmation is received from the Recreation & Athletics office. Reservations will be confirmed within 36 hours, from Monday through Friday. Requests made over a weekend or during holidays will be considered on the next business day.
  • Requested times may not be available. The Recreation & Athletics office will contact you if your first choice is not available.
  • One-day reservations must be made at least 48 hours in advance.
  • Facility rental fees will be charged for each rental.

Nonuniversity Groups

  • Reservation requests must be made using the Facility Reservation Request Form. No walk-in or email requests permitted.
  • Student groups have priority for Recreation & Athletics space; therefore not all requests from nonuniversity groups can be accommodated.
  • A representative from the requesting group must meet with the Recreation & Athletics Event Staff before the reservation will be confirmed.
  • Fees for facility rental, staffing, parking and other campus services may apply to all rentals.

Registered Campus Organization Special Event or One-Time Reservation

These are the steps required to reserve space for special events or one-time events. Special events are defined as events for which the registered campus organization charges admission or other fees.

  • The registered campus organization must be in good standing and recognized by the Office of Student Life.
  • Reservation must be made four weeks in advance of event date.
  • Reservation requests must be made using the Facility Reservation Request Form. No walk-in or email requests permitted.
  • Must have an approved event notification form from OSL for the event.
  • A representative from the registered organization must meet with the Recreation & Athletics events coordinator before the reservation will be confirmed.
  • The following charges are associated with fundraising events:
    • $25 per day reservation fee
    • Direct labor costs for event: $14.37/hour/staff
    • Custodial charges may be billed at $28.05/hour
    • Additional charges for specialized equipment