Clemson University Online Forms

Facility Reservation Request

Please note that processing takes time and that standard requests submitted within 2 weeks of the requested date may not be considered. Special event requests requiring set-up and/or staffing must be submitted at least 4 weeks prior to the requested date for consideration.

Reservation Procedure

Reservations are accepted on a case-by-case basis and must be submitted at least two weeks prior to the requested date. Reservations will only be accepted for registered student organizations of 10 or more, university departments and select community groups.

Space requests from recognized student organizations will be reviewed on a case-by-case basis. The parameters for approval and charging will include:

- Open recreation hours will be protected when accommodating special events. Every effort will be made to manage space resources so the activity and open recreation can co-exist but open recreation is a consistent priority.

- Student-run special events engaging Clemson students and open recreation will be considered as a higher priority than student-run events that cater to non-students of the University. Reservation rates will be applied to events or reservations that include guests who are not Clemson students.

- Events that are organizational fundraisers and charge an admission/participation fee will be charged for use of space, staffing, etc. utilizing the approved billing rates, which can be found under the additional information tab.

- Student events for non-recreational activities including philanthropies, may fall under the same expectations as listed above. If space costs are donated by Campus Recreation, staffing fees will be recovered.

Additionally, student organizations will not be granted reoccurring reservations. Each organization may only host one event per year. Any additional event requests will be reviewed by the Events Coordinator, and approval is not guaranteed.

Reservation requests are considered in order of the date received and in accordance with facility/field availability and the following priority: 1) Campus Recreation programs, Academic Classes, Athletics, Student Affairs, and the President's Office; 2) Clemson University Registered Student Organizations 3) Clemson University Departments; and 4) Non-University affiliated organizations. Reservations are not considered confirmed until the organization receives such notice from the Events and Scheduling Team.

The only spaces currently available for common reservation at the Snow Family Outdoor Fitness and Wellness Center are the picnic shelter (to the left of the beach) and sports fields. Other spaces, including the beach, outdoor volleyball court, and picnic area (to the right of the beach) are open from sunrise to sunset for general use on a first come-first served basis.

For additional information on the reservation and use of Campus Recreation facilities and fields, including rules and regulations and the fee schedule, please visit the Campus Recreation website
at http://www.clemson.edu/campus-life/campus-recreation/reservations.html. 

Agreement for use of Facilities/Fields

The organization reserving space agrees to abide by all Clemson University and Campus Recreation rules and regulations that apply to the reservation and use of Campus Recreation facilities and fields.

The organization reserving space understands that Campus Recreation reserves the right to cancel reservations due to inclement weather (or the threat of inclement weather) when departmental officials feel such action is warranted to ensure the safety of participants and/or to protect the fields from destruction (when possible, at least 24 hour notice will be given). 

The organization reserving space understands that all outdoor activities are to cease immediately and participants are instructed to seek shelter upon the first warning of severe weather (lightning, tornado warning, etc.) by way of the Sky Guard weather management service and siren warning system in place on campus. 

The organization reserving space understands it will be invoiced for all charges (including billing rates for space usage, event personnel and custodial service as applicable and agreed upon in advance, as well as any charges resulting from damages to property or equipment), and that payment is due prior to each event occurrence. Late payments are subject to penalty. 

The organization reserving space understands that completion of an Assumption of Risk and Release from Liability by individual participants may be required in addition to the organization's proof of Assumption of Risk and Release from Liability. 

Assumption of Risk and Release from Liability

The organization reserving space voluntarily assumes full responsibility for any risk of lost, damaged or stolen property, or personal injury, which may be sustained by members and guests as a result of your use of Campus Recreation facilities/fields.

The organization reserving space hereby releases, waives, and discharges Clemson University and its Board of Trustees, its officers, agents, employees and representatives from all claims, demands, liabilities, rights and causes of action of whatever kind or nature that may result from or occur during or in connection with your event or your use of Campus Recreation facilities/fields and equipment for this event. You also agree to indemnify and hold harmless Clemson University for any loss, liability, damage or costs, including court costs and attorney’s fees that may occur as a result of any negligent or intentional act or omission by your organization or its officers, agents, employees, representatives, vendors or volunteers in connection with this event.

* Denotes a required field

Name of Organization/Group *

Type of Group *

Name of Contact Person *

First NameLast Name

Contact E-Mail *

name@example.com

Phone Number *

-- Ext.

Space to be Reserved *

Lower Fitness Studio
Climbing Wall
Racquetball Courts (6 courts)
Sundeck
Natatorium-Diving Tank
Natatorium-Lap Pool
Intramural Fields- Upper (2 Fields)
Intramural Fields- Lower (2 Fields)
Main Gym (5 Courts)
Club Gym (1 Court)
Outdoor Fitness and Wellness Center Field A
Outdoor Fitness and Wellness Center-Entire Site
Outdoor Fitness and Wellness Center-Picnic Shelter
Mat Room

Units Needed *

Day of Event/Reservation *

/ / (mm/dd/yyyy)

Set-up Start Time *

:

Event Start Time *

:

Event End Time *

:

Clean up End Time *

:

Description of Activity/Event *

Number of Expected Participants *

Number of Expected Teams *

Number of Expected Spectators *

Age Range of Participants/Teams *

Will this function involve persons from outside Clemson University? *

Yes
No

Is there any fee associated with participating in/attending this event? *

Yes
No

Amount to be charged?

Will this function include alcohol? *

Yes
No

If yes, will the alcohol be served or sold?

Will this function include food and/or beverages (other than alcohol)? *

Yes
No

If yes, what kind of food and/or beverages?

Preferred means for providing the food and beverages:

Function to be catered by one or more vendors.
Food/beverages to be purchased by the organization for resell.
Food/beverages to be sold on site by one or more vendors.
Food/beverages to be purchased by the organization...

Will other items be sold? *

Yes
No

If yes, what item(s) will be sold?

Will this function include music or other entertainment coupled with sound amplification?

Our equipment will only rent for inside of the Fike Recreation Center. *

Yes
No

Additional Needs

Trash Bins
Recycling Bins
Outdoor Lights
Tables
Chairs
Sound Equipment
Coolers

Special Needs

Do you plan to have anything donated or sponsored for this event? If so, what, how much value, and from who/where?

If you are a Student Organization or University Department paying by IDO, please enter your CUBS # here:

Please note that payment will not be collected until after the event. If total invoice changes from the quote, we will seek approval before processing.

Customer Signature

By signing and submitting this form, I agree to the above policy and liability statements. I agree to pay for this reservation if not canceled at least 72 hours prior to the event. *