FACILITY RESERVATION REQUESTS

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
  • Practice Policies for Rec Sports

• For student organization event requests please use the reservation template titled:
  • Student Org Events Requests for Rec Sports

• For TAMU Departmental Requests please use the reservation template titled:
  • TAMU Departmental Requests for Rec Sports

• For Private/External group requests, please navigate to the “Forms” tab and follow the Facility Reservation Request for Private Groups link.

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 2024
  • Requests open: Aug. 1 at 8am
• Spring 2025:
  • Requests open: Dec. 2 at 8am
• Summer 2025:
  • Requests open: May 1 at 8am

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
• 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 30 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 2.5 hour minimum charge for having security at events. Charges for UPD are the responsibility of the group.
• Concessions
  • A concessions form is only required if you are making sales, distributing items, or collecting money at an event. This will need to be completed at least one week prior to the event.
  • Recognized Student Organizations will now complete Concessions Permit Forms on the Get Involved Only student organization officers listed on the organization’s StuAct Online roster will be eligible to access the form. For more information on how to access the form, watch this brief tutorial video on the updated process.
  • Groups may collect cash, however keeping the cash safe is the responsibility of the group. Please note that the maximum amount of cash that is allowed to be collected without security is $300. If $300 in collections is to be exceeded, a UPD officer must be scheduled and the cost of this will be the responsibility of the group.
• Events with food
  • Food is permitted at events at Rec Sports facilities, with the following exceptions:
    • Food cannot be homemade.
    • Food must come from a commercial company or licensed catering company.
    • Food cannot be on any courts/fields and must stay within the designated event area, as agreed upon between the group and the Rec Sports Event Coordinator. The decision of what food is permitted at an event is at the discretion of the Rec Sports Event Coordinator.
    • More guidelines and information can be found here

EVENT PROCESS TIMELINE

• 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 30 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
• Staffing
  • Tournaments/Competitive Events:
    • Any competitive events will require an intramural supervisor to be present. This is at the discretion of the Rec Sports Event Coordinator.
    • Not all competitive events will require officials, however officials must be utilized for the following sports: 5v5 basketball, soccer, and flag football.
    • Officials may still be scheduled for non-required events upon timely request
  • Events with alcohol
    • An event supervisor is required at any event with alcohol
  • Events with 200+ attendees
    • An event supervisor is required at any event with 200+ attendees
  • Events outside of facility hours
    • Staff is required for events that run outside of facility hours
  • The need for an event supervisor is determined by the Rec Sports Event Coordinator.
• Event Occurs
• Billing
  • After an event, groups will receive a preview invoice, typically within one week. Groups will have 3 business days to review the preview invoice before it is finalized. Final invoices must be paid within 30 days.

Cancellation

Rec Sports Event Cancellation Policy

1. 15 business days prior cancellation: no charges will be applied
2. 10 business days prior cancellation: 50% space rental will be applied
3. 5 business days prior cancellation: 100% space rental will be applied
4. 48 hours prior cancellation: room 100% space rental and set up/tear down fee will be applied
   1. For Penberthy, Omar Smith Tennis Courts and PEAP: 100% space rental and staffing hours will be applied
5. No show: 100% charge of total event estimate

Inclement weather: Rec Sports will allow event to be rescheduled based on event type, services, and current space availability. If unable to reschedule, there will be no cancellation fee.

Exception:  If there is an emergency in which the University requires Rec Sports facilities to close prior to the event, the cancellation fee will not be issued. Rec Sports and Texas A&M University will not be liable for any other costs incurred by the group.

• What happens if event already started and we have to stop?
  • Pay for only staff, do not worry about space cost.
  • Rec Sports will allow event to be rescheduled based on event type, services, and current space availability. If unable to reschedule, there will be no cancellation fee.

Rec Sports Event Last Minute Changes Policy

1. Equipment reductions made less than 48 hours prior to the event: group will be charged for the equipment in the agreed upon layout.
2. Equipment additions made less than 48 hours prior to the event: group will be charged for the equipment in the agreed upon layout plus the additional equipment.
3. A $100 fee will be applied for any additions/reductions over 10 chairs and/or 4 tables.

Cancellation Policy for Rec Sports Practices and Meetings

1. All groups must arrive within 10 minutes to the start of their reserved practice time.
   1. Rec Sports staff will unlock the room and check group in for reservation.
2. Groups will be considered a “no show” if they do not arrive within 10 minutes of reserved practice time. “No show” groups will lose the guarantee of the space.
   1. Groups need to reach out to [email protected] by 2:30pm day of to reschedule or cancel their practice.
3. If a group “no shows” an after 5pm practice, they will be charged for the full reservation. Group will then be charged for all practices for the rest of that week.
4. Groups can only have 2 “no shows” for a semester. If group reaches 2 “no shows” the remaining practices will be cancelled for the rest of the semester.
5. Groups can only have 5 practice cancellations for a semester. If group reaches 5 cancellations the remaining practices will be cancelled for the rest of the semester.
   1. No show: not showing up to reservation without prior communication.

Cancellation: Email to [email protected] prior to 2:30pm day of practice.