Facility Reservations

Facility Reservations

Facility space reservation requests may only be submitted by ETSU departments and registered student organizations for University-related activities. Student organizations must be registered with Student Activities and Organizations.

ETSU-affiliated organizations holding revenue-generating events or camps, as well as all external organizations, are considered facility rentals and do not follow the facility reservation process. These groups must go through the University’s Office of Conference Services for a facility rental contract. For more information, email spacemanagement@etsu.edu.

• Individual use of open facility space is available on a first-come, first-served basis.
• A valid ETSU ID and CPA membership are required for entry into the CPA and use of Campus Recreation facilities. For events open to non-ETSU individuals (e.g., alumni of a student organization), the sponsoring group may be required to provide a guest list at least two business days prior to the event date.
• If 6 or more people are using a recreation space for an activity, excluding open/informal recreation where “pick-up” games occur, this is considered an organized group and must have an approved reservation to use the space.
• Student organizations, clubs, classes, and athletic teams wishing to hold organized (private) activities that are not open to all students and members must go through the facility reservation process.
• Reservations are not permitted for the purpose of intramural team practices. Space for this purpose is available on a first-come, first-served basis and is not considered private. 
• Non-Campus Recreation-sponsored reservations may not be allowed during peak usage times, generally defined as 4:00 pm - 9:00 pm, Monday-Thursday during the fall and spring academic semesters. Reservations for the Training Room may not be allowed while fitness classes are occurring in the adjacent fitness studio. 
• Facility reservations occurring outside of normal CPA operating hours are subject to staffing fees and staff availability.

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Submitting a Reservation Request

A facility reservation request must be submitted at least 10 days prior to the event. Large or more complex events may require additional planning time. A staff member will contact the requester within 3-5 business days to approve or deny the request or request additional information.

Reservations for the fall semester may not be approved until after July 1. Reservations for the spring semester may not be approved until after December 1.

Campus Recreation reserves the right to deny any request submitted less than 10 days prior to the event, that conflicts with Campus Recreation programming (including open recreation high usage times) or an existing reservation, or that is outside the purpose of the facility use.

Events should not be publicized or promoted until the requester has received written approval from Campus Recreation staff.

Recurring Reservations

Student organizations not sponsored by or affiliated with Campus Recreation (i.e., sport clubs) are limited to one reservation per week. Recurring reservations are limited to two hours per reservation and may only be requested for one-half of a semester at a time. Fall and Spring Breaks will be considered the midpoint of each semester for enforcing this policy.

Submit Reservation Request         View Facility Availability

Reservation Cancellations

Reservations must be cancelled in writing via email to the reservation coordinator at least 5 days prior to the reservation date. Groups that do not comply with this policy may lose future reservation privileges and may be assessed a late cancellation fee. 

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Additional Reservation Policies

• Event Setup

  Event organizers should discuss their needs with the Campus Recreation staff member coordinating the reservation request, including requests for tables, chairs, sound equipment, and other event needs. A minimal level of setup assistance may be provided by Campus Recreation staff.

  Events held outside the CPA must submit a work order for Facilities Management to provide tables and chairs.

  Tape, paint, confetti, glitter, and similar materials are not permitted on any surface, including but not limited to floors, walls, and windows. For field reservations requiring painted lines, prior authorization is required.

• Audio/Visual Support

  The Conference Room, Training Room, and Multi-Purpose Room have computers connected to projectors or displays for A/V needs. Campus Recreation can provide a minimal level of technical assistance for this equipment. Depending on the needs of the group, additional coordination with ITS may be necessary.

• Food and Drinks

  Any group wishing to provide food and/or drinks at their event must discuss their plans with the Campus Recreation staff member coordinating the reservation and receive written approval prior to the event.

• Cleaning

  All trash, food, and event-related materials must be properly cleaned up by the event organizer(s) by the conclusion of the approved reservation time. The facility space should be left in the same condition as it was when the event reservation began.

  Groups that do not comply may be assessed cleaning fees and may lose future reservation privileges.

  Depending on the size and nature of the event, a work order for additional custodial coverage may be required. This requirement is at the discretion of Campus Recreation staff and Custodial Services. Any charges for custodial coverage will be the responsibility of the event organizer.

• Damages

  Any damages incurred while using Campus Recreation facilities will result in fees assessed for replacement or repairs. These fees may be charged to individuals and/or organizations.

  Groups and organizers may lose future reservation privileges. In cases of gross misconduct, suspension from CPA facilities may apply.

• Fees and Staffing

  Event organizers may incur reservation fees for the following services:

  Event Staffing
  Depending on event size and needs, Campus Recreation reserves the right to require additional staffing at the expense of the organizer. Staffing fees begin at $15/hour and may range up to $75/hour. For events held outside normal CPA operating hours, staffing fees begin at $40/hour.

  Lifeguards
  Pool events require a minimum lifeguard fee of $25/hour, up to $50/hour. The total fee will depend on the anticipated number of participants in the pool and on the pool deck.

  Field Lining
  Field lining fees range from $100–$175 depending on the sport, which determines the amount of labor and paint required.
  
  Additional fees may apply for:

  • Extra setup
  • Court tarping
  • Cleaning
  • Damages
  • Late cancellations

For reservation information, please contact Adam Knobloch (knobloca@etsu.edu)
and submit a Facility Reservation Request through the CPA Member Portal.