Facility Reservations

Please complete the Campus Recreation facilities space request form. All reservations for off-campus organization must have their agreements finalized through the Conference and Events Services (CES). 

EXTERNAL REQUEST >

The following guidelines must be followed when requesting and reserving Campus Recreation facilities.

• Food and Catering: All food served on campus must comply with University food service policies. Food must be approved through the University's contracted food service provider, and outside food must follow University guidelines.

• Outdoor Amplification: Events using amplified sound at the outdoor pool must comply with the University's Outdoor Amplification Policy.

• Event Safety: For safety and liability purposes, it is recommended that a CPR-certified individual be present during special events.

• Insurance Requirements: Non-UofM organizations must provide proof of insurance and meet applicable liability requirements.

• Field Lighting: Lighting for Echles Field and Memorial Field (adjacent to the Elma Roane Fieldhouse) is available with an approved facility reservation. Requests for field lighting must be submitted at least ten days in advance.

Scheduling Coordination

Campus sponsors should consult with the Director of Operations before finalizing event schedules to identify potential conflicts and confirm facility availability. Campus sponsors are responsible for coordinating all games, classes, activities, and competitions.

Advance Scheduling Requirements

• Multiple Facility Reservations: Submit a finalized schedule using the appropriate request form at least two months before the first event.

• Detailed Event Schedules: Submit an itemized schedule at least one month before the first scheduled activity.

• Athletic Practices: Requests must include exact dates, times, off-days, and any anticipated travel-related adjustments.

• Athletic Training: Requests for individual instruction, conditioning, and out-of-season workouts must be submitted at least two months in advance.

• UofM-Sponsored Events: Requests for camps, clinics, meets, tournaments, and other University-sponsored events must be submitted at least one month in advance and comply with applicable University policies and procedures.

• Schedule Changes: Changes to approved schedules require prior authorization and are subject to facility availability.

 

Campus Recreation facilities are scheduled according to established priorities to ensure fair and efficient use of available spaces. When scheduling conflicts occur, priority will generally be given in the following order:

1. Campus Recreation Programs and Activities – Department-sponsored programs, intramural sports, club sports, fitness classes, special events, and other Campus Recreation activities.

2. University Athletics – Scheduled practices, competitions, and other approved athletic activities.

3. University-Sponsored Events and Activities – Events, programs, and activities organized by UofM academic departments, student organizations, and other University-affiliated groups.

4. External Organizations and Events – Approved events hosted by non-UofM organizations, including camps, clinics, tournaments, and community groups.

Additional Scheduling Considerations

• Scheduling priority does not guarantee facility availability.

• Once reservations are approved, higher-priority groups may not displace previously scheduled activities unless special circumstances exist.

• Scheduling decisions may also consider facility suitability, operational needs, maintenance, and previously established commitments.

• Exceptions and unresolved scheduling conflicts will be reviewed by the Campus Recreation Executive Director.

 

Applicable Fees

Depending on the facility, event type, and staffing requirements, the following fees may apply:

• Per-person usage fees

• Facility supervisors and/or entry staff

• Lifeguards

• Game officials

• Clock operators

• Custodial services

• Security personnel

• Physical Plant services

• Maintenance and work orders

• Field lighting

Payment Policies

On-Campus Organizations

University-affiliated organizations are responsible for all applicable rental fees and any costs associated with facility damage. Organizations with outstanding balances will not be permitted to make additional reservations until all fees are paid. A deposit may also be required for future reservations.

Off-Campus Organizations

• Advance Payment: All initial rental fees must be paid at least one week before the scheduled event.

• Additional Charges: Costs associated with damages, equipment, additional staffing, or other services will be billed following the event.

• Outstanding Balances: Organizations with unpaid invoices may have their reservation privileges suspended or revoked at the discretion of Campus Recreation management.

• Late Payments: Failure to pay outstanding balances may result in late fees, loss of reservation privileges, or legal action.

• Future Reservations: Organizations with a history of late or unpaid balances will be required to pay in advance for future reservations once their accounts are in good standing.

Accepted Payment Methods

Campus Recreation accepts the following forms of payment:

• University Journal (formerly known as Transfer Voucher)

• Cash

• Credit cards

• Checks

Questions?

For questions about facility rental fees, payments, or reservations, please contact recspacerequest@memphis.edu.

 

Personal photography and videography

Personal photography and videography of your own workout is permitted in Campus Recreation facilities using phones, cameras, or other recording devices, provided the following guidelines are followed:

• Walkways, entrances, exits, and access to equipment must remain clear.
• Do not photograph or record others without their consent.
• Photography and video recording are prohibited in all locker rooms and restrooms.
• Photography and videography for academic, commercial, promotional, or professional purposes require prior approval from University Marketing and Communications using this request form or email logo@memphis.edu with your questions. Additional approval from Campus Recreation may be required.
• Campus Recreation staff reserve the right to ask individuals to relocate or stop recording if necessary.