Facilities

Registered Student Organizations

Reservation Overview

  • The Reservation Application must be completed and returned to Recreation & Wellness at least twenty (20) days prior to the scheduled event.
  • Events impacting other University entities must be submitted at least sixty (60) days in advance for University approval.
  • Events are reviewed on a weekly basis.
    • It may take five (5) to seven (7) business days to be reviewed and confirmed.
  • Event space is on a first come, first serve basis.
  • Student Organization reservations are subject to be canceled or relocated due to USF or Non-USF event bookings.
    • You will receive notification from Recreation & Wellness of any modification to your reservation.
    • Reservations are also subject to change due to any break week or holiday.

Reservation Process

  • Event applications are reviewed on a weekly basis.
  • It may take five (5) to seven (7) business days to be reviewed and confirmed.
  • Once your application has been received, our staff will take an initial review to ensure the application meets all requirements and verify that the requested date and time are available.
  • A meeting may be required between the event leaders and Recreation & Wellness staff.
    • Approval and confirmed reservation may be granted at this time.
  • Once the initial review is completed, Recreation & Wellness will provide you with a cost estimate for your event.
    • At this time, method of payment must be declared.
    • Event charges are due thirty (30) days following the event.

Fronting

  • Student organizations shall not use their privileges for access to Recreation & Wellness space and services inappropriately to "front" for a Non-USF group, USF Department, or commercial vendor in order to avoid or reduce expenses and/or provide access to campus for those entities.
  • Student organizations are not to reserve space for events in which they are not directly involved and present.
  • All instances of "fronting" for other student organizations, off-campus groups, other USF Departments, or commercial vendors will result in an adjustment of all related fees to the non-university rate and may result in the loss of reservation privileges.

Food Policy

Indoor Reservations

  • Food is not permitted inside of Recreation & Wellness. Concession stands are approved on a case by case basis.
    • If food is approved, additional rental and direct costs associated with floor tarps will be incurred and added to the invoice.
  • Groups that wish to have concession stands must run the stand themselves.
  • Reservations that wish to have drinks sold are only permitted to sell drinks that are re-sealable.

Outdoor Reservations

  • Food is permitted on a case by case basis.
  • If you plan to have a food truck present at your event, you must fill out this link.
    • This process needs to be approved through the University.
  • If you have any questions about food on campus for your event, you should contact Savanna Newsom at newsom-savanna@aramark.com.

Cancellations

  • To cancel an event, student groups must notify Rachel Stepien (rstepien@usf.edu) at least 72 hours of before the start of an event.
  • If a group does not cancel an event appropriately, the group will be billed for 50% of what the rental would have cost and full estimated direct costs. This will be sent to the group as an invoice with instructions on how to pay the associated costs.
  • The organization will also lose their privileges for the specified term.

Reservation Guidelines

  • The organization must be a recognized student organization in good standing by the University through the Center for Leadership and Civic Engagement (CLCE) and on BullSync.
  • Student organizations are allowed one event each semester (Fall, Spring, and Summer) without paying a facility rental fee.
    • Additional events during the specified term will result in facility rental fees and operational costs.
  • Student organizations may be charged fees for direct costs (facility staff, lifeguards, custodial, security, lights, field lining, additional restrooms, etc).
  • Additional fees will be charged to the organization for damage to any university facilities directly relating to the event.
  • Student organizations with delinquent charges will not be allowed to reserve facility space until that charge is paid in full.
  • Student groups are not allowed to make an on-going reservation on the outdoor fields (i.e. Tuesdays at 8:00 pm).
    • If you are interested in an activity that requires you to utilize the fields more than a single event, please contact the Sport Club Office and find out if you qualify as a sport club.
  • On-going reservations for indoor facilities are reserved at the beginning of each semester after internal programming has been scheduled.
  • Event space is able to be reserved only after all internal Recreation & Wellness programming has been scheduled. Reservation requests may be submitted after the following dates, listed by term:
    • Fall Semester Reservations: After 2nd Friday of August
    • Spring Semester Reservations: After 2nd Friday of December
    • Summer Semester Reservations: After 3rd Friday of April

To start your reservation application, click here

Please contact Ben Dryden if you have any further questions or need clarification at (813) 974-4759.

Email: bdryden@usf.edu | Fax: (813) 974-2792

Mail: Ben Dryden c/o USF Recreation & Wellness
4202. E. Fowler Ave.
REC 111
Tampa, FL 33620