Reservations

Please read the following policy before requesting a facility reservation or tabling through the Department of Recreational Sports. If you have questions about these policies or the procedures you should follow please contact facilityreservations@recsports.ufl.edu.

Facility Request Form

Reservation Policy

The Department of Recreational Sports facilities are primarily for use by University of Florida students, faculty and staff. The guidelines below describe the process needed to reserve a facility depending on the type of organization and the type of facility being requested. All requests are processed on a first-come, first-served basis. The earlier you turn in your request, the better your chances at reserving the facility. A minimum processing time of three weeks is required for all outdoor and indoor requests (Exception: Rec Center activity rooms; please refer to section C below). Reservations cannot be made for open play or practices, which are on a first come basis at Norman, Flavet and Pony fields.

A. Registered Student Organizations

1. Obtain a Program Planning Form from the Center for Student Activities and Involvement. This form must be filled out and submitted electronically at http://www.union.ufl.edu/involvement/studentOrgs/permit/.
2. After receiving tentative approval from the Center for Student Activities and Involvement, fill out the facility request form. Please fill out the form in its entirety. Failure to fill out the form will prolong the process.
3. Notification of the decision will be emailed to the contact person whose information is provided on the facility request form.
4. Please refer to section F below for additional conditions regarding reservations.

B. Non-UF Organizations

1. For tabling requests by non-UF organizations, please contact the Marketing Coordinator, Jessica Gates, jessicag@recsports.ufl.edu.
2. The Department of Recreational Sports Board of Directors must approve the use of any facility by Non-UF Organizations.
3. If the request has been approved by the Board of Directors, then the individual who made the request will receive notification of approval along with information on fees and other conditions related to the request.
4. Please refer to section F below for additional conditions regarding reservations.

C. Rec Center Activity Room Requests

1. Activity Rooms can be reserved by registered student organizations.
2. Requests must be made at least one week ahead of desired date and no more than two weeks.
3. In order to reserve an activity room, fill out the facility request form. Please fill out the form in its entirety. Failure to fill out the form will prolong the process.
4. Notification of the decision will be emailed to the contact person whose information is provided on the facility request form.
5. Please refer to section F below for additional conditions regarding reservations.

D. Sport Clubs

1. Obtain a Department of Recreational Sports sport clubs facility request form from the Sports Club office at the Southwest Recreation Center. Please fill out the form in its entirety. Failure to fill out the form will prolong the process.
2. Bring the completed form to Room 120 in the Southwest Recreation Center.
3. Notification of the decision will be emailed to the contact person whose information is provided on the facility request form.
4. Please refer to section F below for additional conditions regarding reservations.

E. ROTC

1. In order to reserve a facility, fill out the facility request form. Please fill out the form in its entirety. Failure to fill out the form will prolong the process.
2. Bring the facility request form to Room 140 of the Southwest Recreation Center. You do not have to see the Facilities Graduate Assistant to drop off the forms. You may leave them with the secretary in the main office or with student staff.
3. Notification of the decision will be emailed to the contact person whose information is provided on the facility request form.
4. Please refer to section F below for additional conditions regarding reservations.

F. General Conditions

1. Fees and/or donations may not be charged to or collected from UF students to participate in events held in the Student Recreation & Fitness Center or the Southwest Recreation Center.
2. Only the following facilities may be reserved by UF student organizations and UF departments without the BOD approval:
   • SWRC Activity Room
   • SWRC & Broward Outdoor Basketball Courts
   • SRFC Activity Rooms
   • SRFC Multipurpose Floor
   • Norman Field
   • Flavet Field
   • Hume Field
   • Lake Alice Field
   • Maguire Field
   • UVS and Broward Sand Volleyball Courts
   • SW, Flavet and Broward Tennis Courts
3. No more than 10 tennis courts may be reserved at any time.
4. No more than four sand volleyball courts may be reserved at any time during normal operating hours.
5. Insurance will be required in accordance with UF guidelines.
6. If there is any damage to the facility and/or the facility is not cleaned properly, the cost of the repairs and/or clean up will be charged to the group responsible. The group will also forfeit the privilege to reserve the facilities in the future.
7. An hourly fee will be charged for the use of lights.
8. Staffing may be required as determined by the DRS. A per hour fee will be charged for staff.
9. Officials from the DRS or a local/national association are required for sporting events.

G. Additional Requests

1. Florida Gym requests must be made through the College of Health and Human Performance at (352) 392-0578.
2. Lake Wauburg requests must be made with Lake Wauburg directly at (352) 466-4112.

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