Facility Reservations & Events
Rec Sports offers a variety of versatile spaces designed to elevate any event, from student org meetings to memorable banquets. Explore how our facilities can bring your vision to life.
Make A Reservation
Recognized student organizations and university departments and agencies may reserve space at the Student Recreation Center, Penberthy Rec Sports Complex, Omar Smith Instructional Tennis Center and PEAP Building.
To get started, request a Virtual EMS (Event Management System) account, then log in to the Virtual EMS Reservations page to schedule your meeting time and location.
Please keep the following policies in mind:
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- 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.
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.
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- Once you have submitted your Everyday User log-in request, it will take up to two business days to process. Rec Sports creates Everyday User Accounts on Tuesdays and Thursdays between 11am-2pm.
- Each recognized student organization and department may request ONE single unique Everyday User log-in issued by the Department of Recreational Sports.
When to Reserve
Reservation requests for organizations, departments and Rec Sports members and guests
*Dates and times are subject to change
Summer
Requests open: Monday, May 12 at 8am
Fall
Requests open: Monday, Aug. 4 at 8am
Reservation Requests
For student organizations requesting space for practice/meetings, please use the reservation template titled:
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- Practice/Meeting Request for Rec Sports
- Practice Policies for Rec Sports
For student organization event requests please use the reservation template titled:
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- Student Org Events Requests for Rec Sports
For TAMU Departmental Requests please use the reservation template titled:
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- TAMU Departmental Requests for Rec Sports
For Private/External group requests, please visit the policies page 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.
Make a bookingEvents With Minors
The department of Recreational Sports adheres to the guidelines set forth by the University Rule for Campus Programs for Minors (24.01.06.M1) and Texas A&M University Youth Programs. Recreational Sports will not confirm an event with minors without documentation that a program has taken the proper steps outlined by University Youth Programs to be a compliant program. Proof of approval is required. It is the responsibility of the reserving party to fulfill all requirements set out by University Youth Programs.
Information and steps necessary for events with minorsOnline Reservation Request
Once you have your Everyday User account log-in, you are ready to begin the online reservation request process.
Make A Reservation RequestHow-To Videos for online reservation requests
How to submit a one-time reservation request online
How to submit a reoccurring reservation request online
Room Reservation Options
Explore a variety of room reservation options at the Student Recreation Center, designed to accommodate everything from small meetings to large-scale events. Discover each space’s unique features, capacities and amenities by viewing photos and detailed descriptions to find the perfect fit for your event.
Event Process Timeline
Planning an event with Rec Sports is a streamlined process designed to keep your reservation on track from submission to billing. Review the timeline below to understand key deadlines, approval processes and event requirements to ensure a successful experience.
Reservation Request Submitted
Reservation requests must be submitted at least 10 business days before 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, and officiated sport event requests, including 5-on-5 basketball, soccer and 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:
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- 3 for practices/meetings
- 10 for special events
If Request Is 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
Your event day is where all planning comes to life, supported by Rec Sports staff to ensure everything runs smoothly. From setup to execution, our team is there to help create a seamless and successful experience for you and your attendees.
Billing
After an event, groups will receive a preview invoice, typically within 30 days. Groups will have 3 business days to review the preview invoice before it is finalized. Final invoices must be paid within 30 days.
Questions or Need Assistance?
If you have questions or need additional support, the Rec Sports team is available to assist you throughout the event planning process. Please reach out to Rec Sports Events for guidance, and a team member will respond promptly to help ensure a smooth and successful experience.