University Departments


Reservation Overview

  • The Reservation Request Form 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 to seven business days to be reviewed and confirmed.
  • Event space is reserved on a first come, first serve basis.
  • University groups are not allowed to make a recurring reservation on the outdoor fields (i.e. Tuesdays at 8:00 pm).
  • Event space is able to be reserved only after all internal Recreation & Wellness programming has been scheduled.

Reservation Process

  • Event request forms 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. 
      • All USF or USF sponsored groups are required to pay via interdepartmental transfer (chart-field). Credit card or check are no longer accepted.
    • Event charges are due thirty (30) days following the event.
  • Event space is only confirmed once usage agreement is signed by both parties.

Fall 2021 submissions will be accepted beginning August 20, 2021

Fall Event Reservation Request Form 

Spring 2022 submissions will be accepted beginning January 7, 2022


  • USF Departments shall not use their privileges for access to Recreation & Wellness space and services inappropriately to "front" for a Non-USF group, student organization, or commercial vendor in order to avoid or reduce expenses and/or provide access to campus for those entities.
  • USF Departments are not to reserve space for events in which they are not directly involved and present.
  • All instances of "fronting" for other USF Departments, off-campus groups, other student organizations, 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 facilities. 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.


  • USF Departments must notify Recreation & Wellness, via email, at least two (2) weeks prior to the scheduled event.
  • If a group does not cancel an event appropriately, the estimated direct costs will be sent to the group as an invoice and the organization may lose their reservation privileges.

Contact Us

Sosie Kae Quarrie, Special Events Coordinator

Email: rec-reservations@usf.edu