Student Organizations – One-Time Events
The Reservation Application must be completed and returned to Campus Recreation at least twenty days prior to the scheduled event. Events impacting other University entities must be submitted at least sixty days in advance for University approval. Events are reviewed on a weekly basis. It may take five to seven business days to be reviewed and confirmed. The application will receive an initial review to ensure it meets all requirements to be considered a student organization event and to check if the date and time are available. The event will then be reviewed by the appropriate Assistant Director to determine additional needs for the event. This may require a meeting between the event leaders and the Assistant Director or facility staff. Approval and confirmed reservation may or may not be granted at this time.
Student organizations shall not use their privileges for access to Campus Recreation space and services inappropriately to "front" for a non-university group 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, 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.
Student groups must notify Campus Recreation if they wish to cancel an event prior to two weeks before the event date. If a group does not cancel an event appropriately, the estimated direct costs will be sent to the group as an invoice. The organization will lose their event space for the specified term. Campus Recreation will provide you with an estimate for your event. At this time, method of payment must be declared.
Event charges are due thirty days following the date of event. In addition to the Campus Recreation Department's approval of the reserved event & space, the student organization must complete an Event Review Form and the Event Review Process for the Marshall Student Center, Event & Meeting Services: MSC 4100, (813) 974-5213. If you have questions, please contact the Campus Recreation office at (813) 974-7084.
The organization must be a recognized student organization in good standing by the University through the Center for Leadership and Civic Engagement. Student organizations are allowed one event (1-2 days) each semester (Fall, Spring, and Summer) without paying a facility rental fee. Second events during the specified term will results in facility rental fees.
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.
Student groups are not allowed to make an on-going reservation on the fields (e.g. 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.
For additional concerns, please contact Rachel Stepien, Special Events & Student Development Coordinator at:
Rachel Stepien c/o USF Campus Recreation
4202 E Fowler Ave
Tampa, FL 33620