Facility Rental Request Form

Facility Rental Request Form Process 

1. Review the Campus Recreation Policies and Procedures. 
2. Review the Campus Recreation Facility Schedule to ensure facility availability for your intended date and time. 
3. Review Campus Recreation Facility Hours. Any reservations outside of Campus Recreation facility hours will incur facility rental and staffing fees. 
   • Campus Recreation will not accept Reservation Requests in Fetzer Hall, Woollen Gym, or at Hooker Fields before 5pm Monday-Thursday. Fridays are subject to Campus Recreation discretion. 
   • Student Organization Facility Rental Requests will not be accepted and reviewed until the following dates for Spring 2025 and Fall 2025:
     • Spring 2025 – Wednesday, January 22nd, 2025
     • Fall 2025 – After Labor Day, specific date TBD.

As part of Campus Recreation’s pre-determined blackout dates outlined below – Fall 2024 Facility Rental Requests submitted for any date after LDOC (Wednesday, December 4th, 2024) will be declined.

Submit a Campus Recreation Facility Rental Request Form.

Campus Recreation Facility Rental Request Form

After Submitting a Reservation Request Form 

1. Allow 5-7 business days for Campus Recreation Event Staff to review your request for approval or denial. 
   • Review period may be longer to start the Fall and Spring Semesters. 
   • Submission of a Reservation Request does not guarantee approval. 
2. Campus Recreation Event Staff will review all submissions and appropriately update the status, as necessary. 
   • Additional information and documentation may be requested via email directly to the Event Requestor. 
   • Examples: Approval of and signature on Use Agreements, Certificates of Insurance, and any other policy required documentation. 
3. Events will not be moved to the ‘Approved’ status and/or added to the Events Calendar until all appropriate documentation and communication has been completed.

Events are not confirmed until an ‘Event Approved’ email has been received from Campus Recreation. 

Additional Facility Rental Information

1. All facility reservations are subject to Event Staff and Facility Use fees based on time, location, and organization’s UNC affiliation. Facility Rental and Staffing Fees can be found here. 
2. Facility Use Agreements must be signed and returned to Campus Recreation no later than 1 week prior to the event date. 
3. Reservation Request Blackout Dates: 
   • Campus Recreation reserves the right to blackout dates, including but not limited to the following: 
     • Weekend prior to and first week of academic semesters – August and January 
     • During Finals Week and Commencement Weekends – May and December 
     • University Holidays and Closures – Labor Day, Fall Break, Thanksgiving Recess, Winter Holiday, MLK Jr. Day, Spring Break, Spring Holiday, Memorial Day, Independence Day, and any Wellbeing Days