FACILITY RESERVATIONS        

View Procedures

 

Campus Recreation manages a variety of facilities available for student groups, FAU Departments, and external organizations to reserve for special events. Please review Facility Reservations Policies and Procedures for designation, processing, and payment information.

After your review, please refer to the guide below to begin the reservation process.

 

STEP 1 - SUBMIT APPLICATION

If you are an external group or FAU Department, please complete and submit the Facility Reservation Application.

  • All requests must be submitted at least  10 business days prior to the date of the event.

If you are an RSO (Registered Student Organization) please complete and submit the Student Event Request Form through Owl Central. All communication about event logistics and confirmation will be communicated via Owl Central.

  • Please note, payment may be required for labor and equipment considerations, based on your request.
  • If you are having difficulties submitting an Owl Central Request, please refer to this Quick Reference Guide.

Follow up for a reservation request can be made by emailing reservations@fau.edu or by calling the Recreation & Fitness Center front at 561-297-0591.

STEP 2 - SIGN AND EMAIL

If you are an external group or FAU Department, please note that the following documents may be sent for signature as they relate to your event request, and will be communicated and sent by the Coordinator of Reservations & Event Operations, only after your request has been reviewed and approved.

  • Facility Use Application
  • Facility Use Agreement
  • Media Addendum
  • Pre-Collegiate Activities Addendum
  • COI Example

Please submit all relevant paperwork once received, signed, to the Coordinator of Reservations & Event Operations and cc reservations@fau.edu.

STEP 3 - PAYMENT

Upon receipt of all required paperwork and completed processing, an invoice will be sent, reflective of agreed upon facility date, time, and labor considerations.

Please refer to our rental rates to see what rates apply to your designation and event request.

If you are a non-profit organization, you must have a Florida Tax Exemption Certificate to qualify for no sales tax on your rental.

All payments must be received 10 business days prior to your first event date. Failure to resolve outstanding balances prior to the start of your event will result in cancellation by the Coordinator.

Please refer to our Facility Reservations Policies and Procedures for more information on cancellations, payments, designations, facility policies, etc. Or reach out to reservations@fau.edu for more information.

 

 

ADDITIONAL FEES

Please note that fees for each facility, staffing, and additional accessories will be charged for each reservation. Clean up and damage fees will only be charged if necessary and by discretion of the Coordinator. A deposit may be required to reserve a space; if so, the deposit will be applied to your invoice.

 

CATERING & OTHER EVENT NEEDS

Certain events will require the group to provide insurance documentation if working with vendors or sponsors and/or work with FAU Police.

Certain requests including technology, amplified sound, and music may be restricted during operational hours if it could cause a disruption or if power is not sufficient. Details and special requirements will be provided by the Assistant Director of Facilities on a case-by-case basis.

Catering must first be approved by the Coordinator before requested by the user.

Any event that would like to serve food must contact Chartwell’s for catering information. Should the user wish to use another vendor, a food waiver needs to be filled out and approved in order to do so.

Catering must first be approved by the Coordinator, Reservations and Scheduling with FAU Campus Recreation before requested by the party.  

Any event that would like to serve food must contact Chartwell’s for catering information. Bringing in off campus food or another vendor is prohibited.

Facility reservation policies and procedures

 

Media Requests

Requests for photography or video of Campus Recreation participants or facilities must be made at least 2 business days in advance by submitting a completed MEDIA REQUEST FORM to campusrec@fau.edu or by turning into the Membership Office at the Recreation and Fitness Center.

Each individual in the picture or video must have a signed waiver. A Campus Recreation staff member will be in contact with you to either approve or deny your request.

  • Photographic devices may not be used in the locker rooms and restrooms.
  • Personal privacy of participants must be respected, and participants can decline to be included in shots. A Campus Recreation staff member must supervise any recording or photography in the Recreation and Fitness Center.
  • All other media issues/requests fall under the Office of Media Relations policies.

University Media Policies

  • Reporting and Filming on Campus News Crews FAU welcomes the media to its campuses, centers and other locations.
  • Members of the press are encouraged to contact the Office of University Communications before arriving at FAU. Prior clearance is needed to conduct interviews, to film or photograph inside campus buildings, residence halls/facilities, classrooms, or other restricted areas.
  • Access to all locations may not be available at all times.

Commercial Crews

Commercial and student crews interested in filming on any of FAU's campuses should contact the Office of University Communications for permission and guidelines. Requests should be submitted in writing several weeks prior to the requested date, since proper paperwork, documentation, and review by other departments may be required. The Office of University Communications may be reached at 561-297-3020. News crews should be directed to Lisa Metcalf. Commercial crews should be directed to Diego Meeroff. Please note that University policies and regulations remain in effect at all times.

 

Facility Policies and Procedures

Policies and procedures for access and facility spaces are outlined below. Programs and services may have additional policies that are outlined on the corresponding website.