Facility Request Form

 

Campus Recreation Reservation Policy

• Room reservations should be made at least one week in advance for meetings and two weeks in advance for larger events that will be utilizing more than one area of the facility. 

• Campus Recreation requests a 48 hour notification of cancellation.  If an organization/department fails to give proper notification, the department may be unable to use the facilities in the future or be charged for staffing costs.  Cancellations must be sent to the Coordinator of Facilities by phone or email.

• If there are specific setups, the Coordinator of Facilities is available up to one day in advance for assistance.  It is the requestor’s responsibility to arrange a time prior to the event for instruction.  Campus Recreation staff are not available to coordinate or operate audio-visual equipment for events.  Campus Recreation will not be responsible for any charges incurred.  If your event needs assistance with specific AV equipment needs, it is suggested you make arrangement with the Student Union.

• Changes or additions made to the original request affecting the reserved space should be communicated to the Coordinator of Facilities 48 hours prior to the event.

• The Coordinator of Facilities will post general room signage.  Additional signage is the responsibility of the requestor. 

• Tape, glue, tacks or nails are prohibited on the walls.  Open flame candles are not allowed.  Helium balloons are not allowed.

• Each reservation will be confirmed with an approved copy of your request via fax or email.  At that time, your event and space is officially approved.

• An insurance binder may be required by your agency depending on the event.  Groups may also be asked to have participants complete informed consent waivers in order to use the facility.

• Non-university groups requesting facility reservations require a usage fee in order to reserve a facility.  University groups requesting facility reservations require a usage fee for staffing some areas in the facility; for example, swimming pools and the bowling center.

• All groups using University space are expected to adhere to the laws of the State of Texas, all local and federal laws and general policies, regulations, and guidelines of Campus Recreation and University of Texas-Brownsville & Texas Southmost College.  Failure to comply with these regulations may result in forfeiture of privileges utilizing University facilities.

• The requestor is expected to leave the room in the same condition in which it was found.  Food and beverages are to be removed upon the completion of the meeting by the group using the facility.  Failure to do so may result in denial of future privileges.  Food or drink is not allowed in the fitness areas.  All food arrangements for other rooms should be made directly with an outside catering service.  However, these arrangements must be approved through the Director of Campus Recreation.

• Rooms are reserved in the order in which requests are received.  Consideration will be given based on the size of the group, needs of the group and space available.  Campus Recreation provides meeting space when appropriate, but assumes no responsibility for the success of scheduled meeting(s)/event(s).

 

Organizations or individuals with outstanding balances will not be allowed to reserve facilities.

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For Facility Request Form click here