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Reservations

 

Reservation and Facility Use Policies for Recreation & Athletics Spaces

Click here to reserve space in any Recreation & Athletics facilities.

Types of Groups

Major Event – Any event that is planned or anticipated to include 100 attendees or more, or to which non-University individuals or entities are invited.

Non-University Entity – An individual or organization that is not affiliated with the University as an RCO or employee.

Recognized Campus Organizations(RCO)—Staff and faculty, alumni and other University-affiliated organizations formally recognized by the University. 

Registered Campus Organizations (RCOs) – Student organizations that have complied with all applicable University and student government requirements for such organizations to be formally recognized as a registered organization eligible for the use of campus facilities and services.

Sport Clubs—These are student groups that are currently registered with the Recreation and Athletics Department.

University Users – Any administrative, educational or research use sponsored by the Administration or Schools and division thereof.

Reservation Policies

In addition to these policies for the use of Recreation & Athletics spaces, the UC Merced Procedures Concerning the Use of Campus Facilities also apply.  Where there is a conflict between the policies, the campus policy will supersede the departmental policies.

Registered Campus Organizations

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

  1. The Registered Campus Organization (RCO) must be in good standing and recognized by the Office of Student Life to reserve space.
  2. May reserve space for club member practices twice a week for up to 1.5 hours each day. 
  3. Must make all requests via EMS at rooms.ucmerced.edu.   Walk in requests or email requests will not be considered.
  4. Reservations are on a "First come, first served" basis in EMS.. 
  5. Reservations are not valid until a confirmation is received from the Recreation & Athletics office.  Reservations will be confirmed within two (2) business days.
  6. Reservations for regularly occurring meetings during the semester may be made as early as the last week (week prior to final exams) of the proceeding semester. 
  7. One-day reservations must be made two (2) business days in advance.
  8. 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.
  9. Reservations are only valid for one semester.
  10. The no show policy for student groups, departments, and rechargeable reservations is two warnings (no shows within a reservation) for a semester. Following the 3rd reservation no show, the remainder reservations will be canceled for the semester.

Sport Clubs

  1. The Sport Club must be in good standing and recognized by the Recreation & Athletics Department to reserve space.
  2. The facility reservation request is made through the Competitive Sports Coordinator.
  3. Reservations are not valid until a confirmation is received from the Competitive Sports Coordinator.  Reservations will be confirmed within
  4. Reservations will be confirmed within two (2) business days.
  5. Requested times may not be available.  The Competitive Sport Coordinator will contact you for alternate times.
  6. Reservations for regularly occurring practices during the semester may be made as early as the last week (week prior to final exams) of the proceeding semester. 
  7. One-day reservations must be made two (2) days  in advance.
  8. Reservations are only valid for one semester.
  9. The no show policy for student groups, departments, and rechargeable reservations is two warnings (no shows within a reservation) for a semester. Following the 3rd reservation no show, the remainder reservations will be canceled for the semester.

Recognized Campus Organizations

  1. Must make reservation requests via EMS at rooms.ucmerced.edu.  Walk in requests or email requests will not be considered.
  2. Reservations are not valid until a confirmation is received from the Recreation & Athletics office.  Reservations will be confirmed within two (2) business days.
  3. One-day reservations must be made at least two (2) days in advance.
  4. Facility Rental fees will be charged for each rental.  See Facility Rental Rates for Recreation & Athletics for detailed fees.
  5. The no show policy for student groups, departments, and rechargeable reservations is two warnings (no shows within a reservation) for a semester. Following the 3rd reservation no show, the remainder reservations will be canceled for the semester.

Non-University Entity

  1. Reservation requests must be made by emailing recreservations@ucmerced.edu.  
  2. Student groups have priority for Recreation & Athletics space; therefore, all requests from Non-University Groups cannot be accommodated.
  3. Representative from the requesting group must meet with the Recreation & Athletics Events Coordinator prior to reservation being confirmed.
  4. Fees for facility rental, staffing, parking, and other campus services apply to all rentals.
  5. The no show policy for student groups, departments, and rechargeable reservations is two warnings (no shows within a reservation) for a semester. Following the 3rd reservation no show, the remainder reservations will be canceled for the semester.

Rechargable Reservations Policies (If your reservation is a rechargeable reservation, the following policies apply)

  1. Must make reservation requests via EMS at rooms.ucmerced.edu .   Walk in requests or email requests will not be considered.
  2. Reservations are not valid until a confirmation is received from the Recreation & Athletics office.  Reservations will be confirmed within two (2) business days. Must provide FAU at the time of request.
  3. Reservations outside the department of Student Affairs will be recharged.
  4. Hourly rental rates will apply.*
  5. Cancellation policy is 48 hours:
    • No-shows will be billed for entire reservations.
    • Canceled reservations after the 48 hour window will be recharged 1 hour rate for room reservation.
  6. Special set ups needed outside of the standard room set ups (u-shape,theater,lecture) will be applied a 1 hour staff charge. Special setups need 48 hours notification in advance or standard setup for room reservation will be assigned.
  7. Catering or food preparation before or after time of reservation shall be included in initial EMS reservation.
  8. The no show policy for student groups, departments, and rechargeable reservations is two warnings (no shows within a reservation) for a semester. Following the 3rd reservation no show, the remainder reservations will be canceled for the semester.

*SAAC- Hourly Re-charge Rates
Room 209 $22.00
Room 211 $15.00
Room 217 $22.00
Room 219 $22.00

Registered Campus Organization Special Event or One-Time Reservation

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

  1. The Registered Campus Organization (RCO) must be in good standing and recognized by the Office of Student Life to reserve space.
  2. Reservation must be made 4 weeks in advance of event date.
  3. Reservation requests must be made via EMS at rooms.ucmerced.edu.  No walk in or email requests permitted.
  4. Representative from the RSO must meet with the Recreation & Athletics Event Staff prior to reservation being confirmed.
  5. The following charges are associated with fundraising events:
    1. $25 per day reservation fee
    2. Direct Labor costs for event at the currently approved rate.
    3. Custodial charges may be billed at the currently approved rate.
    4. Additional charges for specialized equipment.

Facility Use Policies

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

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

Day Pass Policy

Recreation & Athletics will permit members to sponsor a guest for a one-day use of the Gallo Recreation Center and/or the Athletics and Activities Center. 

  1. Any current member of the Recreation program may sponsor a member.
  2. Members may sponsor one guest per day.
  3. Guest must be at least 18 years of age
  4. Day passes are valid for the date of purchase only.
  5. Day pass users must sign the day pass agreement and waiver.
  6. While in the facility, all day pass users must observe all the rules of the Recreation & Athletics department and the Recreation Center/Athletics & Activities Center policies.
  7. The member must accompany their guest when the guest is in the facility.  The guest may not use the facility without their sponsoring member present.
  8. The guest must present a photo ID to purchase a day pass.
  9. Sponsoring members assume responsibility to ensure their guest complies with all rules and with the UC Merced Principles of Community.
  10. Recreation & Athletics reserves the right to refuse admittance or sale of passes, and revoke day pass privileges when necessary.
  11. Day pass fee is $10.

Joseph Edward Gallo Recreation Center

Gym

This space is to be used for athletic events and recreation events.  The Gym will not be reserved for an event for fewer than 100 people. 

  1. During non-reserved times, the space may be used for appropriate drop in activities.  Reservations have priority over drop in activities.
  2. Drop in use is on a first come, first served basis.  If a conflict arises, the Recreation & Athletics staff on duty will have final determination on the use of the space.
  3. Non-marking footwear only on the hardwood floor.  Footwear must be worn at all times in the Gym.
  4. The use of the music/PA system in the Gym is for Recreation & Athletics classes/activities only.  During drop in recreation, no music may be played without the use of headphones.
  5. Baseball, softball, lacrosse balls or other small projectiles may not be thrown in the Gym.
  6. Schedules may be established and posted for drop in activity priority for basketball, volleyball and badminton. 
  7. Participants are not to move volleyball or badminton nets.  Contact Recreation & Athletics staff for assistance.

Weight Room

The weight room is open for drop in recreation only and cannot be reserved.  Use guidelines are as follows.

  1.  Accessibility
    • If you require assistance in accessing or using any equipment, please contact us at recreation@ucmerced.edu or (209) 228-7732
  2.  Attire
    • Appropriate athletic attire must be worn throughout all facilities. Shoes must always be worn
    • Closed-toed athletic shoes (non-marking soles) are required. No boots or open-toed shoes
  3. Bags and Personal Belongings
    • Bags are not permitted. Personal belongings must be stored in external lockers or bathroom lockers
  4. Equipment Use
    • Wipe equipment after use
    • Do not move equipment from its location
    • Re-rack all plates, dumbbells, and attachments
    • Collars are required
    • Powdered Chalk is not permitted
    • Equipment must not lean against walls, pillars, or other equipment and mirrors
    • Do not throw balls against walls, pillars or mirrors
    • Be courteous and allow people to work in between sets during peak hours
    • Observe a 30-minute time limit on cardiovascular machines during peak hours
  5. Food and Drink
    • Closed-top bottles (water only) are allowed. No food or gum
  6. Personal Training
    • Personal training can only be conducted by UC Merced personal trainer employees
  7. Spotters
    • Spotters are recommended for all free weight exercises
  8. User Concerns and Safety
    • Direct all concerns and maintenance issues to the Recreation and Athletics employees and please follow all staff directions to provide a safe and secure environment

Locker Room

Day use and reserved lockers are available in each gender’s locker room.  It is the responsibility of the participant to properly secure their belongings in their locker (day use or reserved).

  1. Day use lockers must be cleared out at the close of each day.  Items in a day use locker will be removed by the Recreation & Athletics staff at closing and held until the end of the semester.  At the end of the semester all items will be donated to charity.
  2. Rental lockers are available on an annual and semester basis.

Student Activities & Athletics Center

Multipurpose Rooms (209, 211, 219)

SAAC multipurpose rooms are to be used for RCO meetings and departmental meetings.  Each room has a standard layout of tables and chairs with the ability to change the layout of the room based upon the needs of the particular event.  Charges may apply for staff time to make the layout changes.  There is also a full audiovisual system in each room capable of playing music, computer presentations and cable TV.  Use of the audiovisual system is by reservation only.

  1. Rooms may only be used by reservation, no drop-in use.
  2. Furniture must be returned to the layout posted in each room after each reservation. Moving furniture from one room to the next or out of the building is prohibited.

Multipurpose Room (217)

This room is primarily used for Recreation & Athletics group fitness programs, RCO martial arts and dance practices.  Additionally the room may be configured for a meeting space.  There is also a full audiovisual system in this room capable of playing music, computer presentations and cable TV.  Use of the audiovisual system is by reservation only.

  1. Furniture must be returned to the layout posted in each room after each reservation. Moving furniture from one room to the next or out of the building is prohibited.
  2. Food and drinks (other than water) are prohibited in this room. 

Weight Room

The weight room is open for drop in recreation only and cannot be reserved.  Use guidelines are as follows.

  1. Accessibility
    • If you require assistance in accessing or using any equipment, please contact us at recreation@ucmerced.edu or (209) 228-7732
  2. Attire
    • Appropriate athletic attire must be worn throughout all facilities. Shoes must always be worn
    • Closed-toed athletic shoes (non-marking soles) are required. No boots or open-toed shoes
  3. Bags and Personal Belongings
    • Bags are not permitted. Personal belongings must be stored in external lockers or bathroom lockers
  4. Equipment Use
    • Wipe equipment after use
    • Do not move equipment from its location
    • Re-rack all plates, dumbbells, and attachments
    • Collars are required
    • Powdered Chalk is not permitted
    • Equipment must not lean against walls, pillars, or other equipment and mirrors
    • Do not throw balls against walls, pillars or mirrors
    • Be courteous and allow people to work in between sets during peak hours
    • Observe a 30-minute time limit on cardiovascular machines during peak hours
  5. Food and Drink
    • Closed-top bottles (water only) are allowed. No food or gum
  6. Personal Training
    • Personal training can only be conducted by UC Merced personal trainer employees
  7. Spotters
    • Spotters are recommended for all free weight exercises
  8. User Concerns and Safety
    • Direct all concerns and maintenance issues to the Recreation and Athletics employees and please follow all staff directions to provide a safe and secure environment

Outdoor Facilities

Bobcat Field

Bobcat Field is reserved primarily for intercollegiate athletics practices and games.  The field may be open for scheduled intramural activities and open recreation during posted hours.  Use of the field outside of posted hours is not allowed.

  1. Facilities may be closed during inclement weather to protect the turf from damage.
  2. Recreation & Athletics department staff is responsible for determining the open or closed status of each facility.
  3. Use of the field is by reservation only through the Recreation & Athletics department.

Tennis Courts

  1. Tennis courts are open dawn to dusk each day.
  2. Appropriate footwear required (non-marking soles).
  3. Courts may be reserved through Recreation & Athletics following the priority matrix for Recreation & Athletics facilities.
  4. Tennis racquets and tennis balls may be checked out from the Joseph Edward Gallo Recreation Center with a valid Cat Card during normal Recreation Center hours.
  5. Tennis courts are for tennis use only.  No non-tennis activities are allowed on the courts.

Outdoor Basketball Courts

  1. Basketball courts are open dawn to dusk each day.
  2. Appropriate footwear required (non-marking soles)
  3. Courts may be reserved through Recreation & Athletics following the priority matrix for Recreation & Athletics facilities.
  4. Outdoor basketballs may be checked out from the Joseph Edward Gallo Recreation Center with a valid Cat Card during normal Recreation Center hours.
  5. Basketball courts are for athletic activities only.