Reserve a space

Reservation Process

• Who can make a reservation? 
  • Current UWL students, student organizations, campus departments, and community groups are eligible to request a reservation within the facility.   

• Requesting a Reservation 
  • Advanced Reservation 
    • To make an advanced reservation, complete the online Reservation Form.  
      • An advanced reservation is needed for certain facility spaces, when an individual or group is requesting facility equipment (tables, chairs, sound equipment, etc.) and/or set-up is needed apart from informal recreation use.   
        • For single day use, reservations must be submitted no later than 48 hours prior to your requested reservation day and time.  For weekends, reservations must be made by 12pm on Thursday. 
          • For community groups, requests must be submitted no later than one month prior to the requested reservation day and time. 
        • For recurring reservations, requests must be submitted no later than 1 week prior to the anticipated start date and time. 
          • Community groups can make a reservation for an event which may take place over consecutive days; however, they are not eligible for recurring reservations.
  • Reservations will be handled on a first come, first served basis apart from Rec Sport programs and large university events, which have priority use within the REC. 
  • Reservation requests that are made after the deadline will be handled on a case-by-case basis, however, there is no guarantee the reservation will be accepted. 
  • Confirmation of Reservation 
    • Not all reservation requests guarantee the space has been approved for use.  Reservations are dependent on availability and the type of event or activity taking place.  Once the space has been approved, a confirmation email will be sent to the person who has made the request.   

• Maximum Reservation Length 
  • Weekday Reservations – Single or Multiple Days/Weekly/Semester/Academic Year 
    • Individuals and non-registered student groups – Allowed 1 hour per day/2 days a week. 
    • Registered student groups – 2 hours per day/2 days a week 
    • Campus Departments/Community– Based on time of event and availability. 
  • Weekend Reservations 
    • There is no restriction on hours for weekend days (Friday after 3pm – Sunday before 4pm) when space is available. 
  • Reservations will not be made outside of building hours except for approved campus/department/community events. 

• Rental Fees 
  • Current UWL students and student organizations do not have to pay facility rental fees. 
    • For student organizations, all non-UWL attendees are required to purchase a guest pass and have a sponsor to take part in scheduled events. 
  • For some campus departments and community groups, there may be rental fees and additional forms that are needed to use the facility.  For rental fees of all spaces, please visit the campus fee page or contact the Associate Director of Operations at 608.785.8698. 
  • All groups will be responsible for paying fees for any additional equipment or services that are needed apart from normal operations as determined by the Associate Director of Operations. 
  • For events that are scheduled outside of normal operating hours, the group requesting the reservation is responsible for additional student and custodial fees. 

• Reservation Cancellation 
  • If you need to cancel your reservation, contact the Associate Director of Operations at 608.785.8698 prior to your scheduled day and time.  For events, cancellations should be requested no later than 48 hours in advance of your scheduled day and time. 
    • For late cancellations or no shows, all groups will be responsible for paying 100% of any facility rental or service fees that were associated with their reservation.  

• Grace Period/No Show 
  • Individuals/groups are given a 15-minute grace period to arrive for their reservation.  If groups have not arrived within this time, their reservation will be removed, and the space will be open for others to use. 
  • If an individual/group does not show up for two previously made reservations, reservation privileges may be revoked.

Available Equipment

• The following equipment is available as part of any advanced facility reservation. 
  • Tables 
  • Chairs 
  • Cones 
  • Room specific sound equipment 
  • Sports equipment (basketballs, volleyball, dodgeballs, nets, etc.) 
  • Sports equipment should be checked out using a valid UWL ID unless other arrangements have been made with the Associate Director of Operations 
  • Fitness Equipment (mats)  
  • Portable A/V equipment (projector and speakers) 
  • Microphone 
  • Whiteboards/Directional Arrow Signs 
  • Permanent Facility Scoreboards 
  • Bag Toss Sets 
  • Sign holders 
  • Extension Cords 

• In addition to being available as part of a reservation, the following equipment can be requested without any reservation for on-campus programming, when available.  To make an equipment request, submit an Equipment Request form at least 72 hours in advance of your event. 
  • Fitness mats 
  • Tabletop Scoreboards (Electronic or Flipchart) 
  • Cones 

• Sports Officials 
  • Groups may make a request for intramural sports officials to assist with their event by contacting the Intramural Sports Program at intramurals@uwlax.edu, however, there is no guarantee officials will be available to work a scheduled event.   
  • Requests for officials should be made no later than 3 weeks prior to a scheduled event.   
  • Groups should receive a confirmation from the Competitive Sports Coordinator or the Student Officials Association when officials are available and approved to work. 

Facility Damage Policy

• All users are responsible for any broken equipment or damage to the facility as a part of their event during their reservation time.  Replacement costs will be determined by the Associate Director of Operations and the person(s) responsible will be billed accordingly. 

Parking

• For any event when external visitors are expected, groups may have to pay a fee to rent a parking lot. 
• All inquiries for parking lot use should be directed to the UWL Parking Office at parking@uwlax.edu or 608.785.8061. 

Event Planning Assistance

• When thinking about making a reservation and planning your event, have a well thought out plan so we can better serve your needs.  The following questions are just a few things that can help you with your planning. 
  • Is your event appropriate for space within the REC? 
  • What day and time works best for your group to host an event?  Do you have an alternative date if space is filled? 
  • How many tables and chairs do you need?  Do you have a room layout in mind for the tables and chairs?   
  • Do you need any additional equipment (A/V equipment, extension cords, etc.)?   
  • Are all the participants UWL students or will there be non-UWL attendees at your event? 

• For additional information on planning events, please reference the Student Organizations Resource Guide.