FACILITY RESERVATION REQUESTS

The Student Recreation Center, Penberthy Rec Sports Complex, Omar Smith Instructional Tennis Center, and PEAP Building are available for reservation by recognized student organizations and university departments and agencies. Requests for facility reservations should be made online via events.tamu.edu.

Please keep the following policies in mind:

  • Rec Sports will not allow meeting/practice submissions via the Everyday User platform within three business days of the event date.
  • Rec Sports will not allow special event submissions via the Everyday User platform within 10 business days of the event date.
  • Requests submitted after 2:30pm will not be reviewed until the following business day.
  • Please note when making a reservation request using the Everyday User platform, it is a request for space that does not guarantee the exact room and time requested.

A rental fee may be charged for the use of Rec Sports facilities.

PLAN AHEAD

CREATE AN ACCOUNT

Online reservation requests can be completed through the Everyday User platform. If you are unsure what your log-in information for Everyday User is, please check with your organization’s president or primary contact. If your organization does not yet have an Everyday User account, you can request one here.

  • Once you have submitted your Everyday User log-in request, it will take up to two business days to process.
  • Each recognized student organization may request ONE single unique Everyday User log-in issued by the UCEN Event Services department. (Typically, this is the president of the organization).

On-campus departments are also strongly suggested to request Everyday User accounts.

RESERVATION REQUESTS

Please follow the steps provided below when making a booking or reservation request.

  • For student organizations requesting space for practice/meetings, please use the reservation template titled:
    • Practice/Meeting Request for Rec Sports
  • For all other requests please use the reservation template titled:
    • Student Org Events Requests for Rec Sports

Racquetball Court Bookings

Handball, racquetball, and squash courts are available on an hourly basis free of charge to Rec Sports Members. Bookings can be made HERE and selecting the appropriate space.

Online Reservation Request

Once you have your Everyday User account log-in, you are ready to begin the online reservation request process. Use the Everyday User platform to complete your reservation request.

How-to videos are provided in the tabs below.

WHEN TO RESERVE

Reservation requests for organizations, departments, and Rec Sports members and guests:

  • Fall 2023: 
    • Requests open: Thursday, Aug. 3 at 8am
    • Requests close: Friday, Dec. 1 at 5pm
  • Spring 2024: 
    • Requests open: Tuesday, Jan. 2 at 8am
    • Requests close: TBA
  • Summer 2024: 
    • Requests open: TBA
    • Requests close: TBA

Dates and times are subject to change. 

FORMS

Additional documents for Rec Sports facility reservation requests:

  • Facility Price list
  • Facility Reservation Request for Private Groups
    • All reservation requests for non-affiliated Texas A&M University groups must be turned in 21 days prior to their event date for consideration
  • Partnership Application
    • If you believe that you or your group might qualify for a Rec Sports sponsorship to help subsidize the cost of your event, please complete the Rec Sports “Partnership Application.”
    • Completed Partnership Applications can be dropped off to Office 272 at the Student Rec Center or emailed to recsportsevents@rec.tamu.edu.
  • Alcohol Request Form (for TAMU Departments and Private Groups)
    • Alcohol is not permitted at student events, with the exception of PhD programs. If you are a representative of an external organization, TAMU department, or PhD program event that will have alcohol, please note that the alcohol request form must be filled out and sent to your event coordinator NO LATER than 28 days prior to your event for alcohol to be considered.
    • A university police officer is required at any event that includes alcohol. Rec Sports will contact UPD to schedule an officer. Please note that UPD has a three-hour minimum charge for having security at events. Charges for UPD are the responsibility of the group.

EVENT PLANNING PROCESS

  • Reservation Request Submitted
    • Must be submitted at least 10 business days prior to the requested event date for consideration
    • Events requesting alcohol must be submitted at least 25 days in advance to allow time for required approval processes
    • Officiated sport event requests (5v5 basketball, soccer, football) must be submitted at least 21 days in advance to allow time for tournament planning.
  • Request is Reviewed and Approved or Rejected
    • Requests will be reviewed within the following business days:
      • 3 for practices/meetings
      • 10 for special events
  • If approved, a Pre-Event Planning Meeting will be Scheduled Between the Reserving Group and a Rec Sports Event Coordinator
    • Meetings are typically scheduled 2-3 weeks prior to the event date
  • Pre-Event Planning Meeting
    • This meeting is to discuss specifics of the event, including event times, food, number and type of attendees, equipment, and audiovisual needs. A detailed event estimate will be produced after this meeting
  • Follow-Up Steps
    • Completing any required forms or steps after the Pre-Event Planning Meeting
  • Event
  • Billing
    • After an event, groups will receive a preview invoice, typically within one week. Groups will have one week to review the preview invoice before it is finalized. Final invoices must be paid within 30 days.

Questions?