Facility Reservations

 

Facility Reservation Policies

General Overview

Facility space reservation requests can only be made by ETSU departments and registered student organizations for University-related activities. Student organizations must be registered with the Student Activities and Organizations office (www.etsu.edu/sao).

  • Individual use of open facility space is on a first-come, first-serve basis.
  • A valid ETSU I.D. and CPA membership is required for admittance to the CPA and for use of Campus Recreation facilities. For events open to non-ETSU individuals (e.g. alumni of a student organization), a guest list may be required of the sponsoring group at least two business days prior to the event date.
  • If there are 6 or more people using a recreation space for an activity, excluding open/informal recreation where “pick-up” games occur, this is considered an organized group that must have an approved reservation to use the space.
  • Student organizations, clubs, classes and athletic teams wishing to hold organized (private) activities that are not open to all students and members must go through the facility reservation processes.
  • Reservations are not permitted for the purpose of intramural team practices. Space for this is available on a first-come, first-serve basis and is not considered private. 
  • Reservations may not be allowed during peak usage times, generally defined as 4:00 pm - 9:00 pm, Monday-Thursday during the fall and spring academic semesters.
  • Facility reservations that occur outside of normal CPA operating hours are subject to staffing fees and availability of staff.

ETSU-affiliated organizations holding revenue generating events and any outside organizations must go through the University's Office of Conference Services.

Reservation Request Submission

A facility reservation request must be submitted at least 10 days prior to the event. Large or more complex events may require additional planning time. A staff member will contact the requester within 3-5 business days to approve/deny the request or to ask for additional information.

Campus Recreation reserves the right to deny any request submitted less than 10 days prior to the event, that conflicts with Campus Recreation programming or an existing reservation, or that is outside the purpose of the facility use. Events should not be publicized or promoted until the requester has received an approval in writing from Campus Recreation staff.

Submit Reservation Request Here

Reservation Cancellations

Reservations must be cancelled in writing via email to the reservation coordinator at least 5 days prior to the reservation date. Groups that do not comply with this policy may lose reservation privileges in the future and may be assessed a late cancellation fee. 

Reservable Spaces

  • Basketball Courts

    Court 1, Court 2, and Court 3 are wood floor basketball courts.

    Court 4 is separated from Courts 1-3 and has a multi-surface court. This is sometimes referred to as the "blue court."

    At least one court must remain open for open rec during CPA operating hours. 

    Groups are limited to a maximum reserved space of two courts.

  • Fitness Studios

    Studio A (first floor) and Studio B (second floor)

  • Indoor Pool

    The indoor pool has eight lanes and is 75 feet long.

    Private pool reservations may be available outside of regular open swim hours (subject to lifeguard availability).

    Fees for lifeguards will apply. 

  • Conference Room

    The CPA conference room can accommodate 14 individuals at the board table. The room has a basic computer set-up and a 75-inch presentation screen.

  • Fields

    The CPA Front Yard is located to the northeast of the CPA, directly across from Lot 21. The CPA Side Yard is located directly north of the CPA, across from Lot 22. Both of these fields have scoreboards and field lights.

    The Campus Recreation Field Complex is located at 1510 Seminole Drive.

    • Field 1 is a 100% synthetic turf softball field with bases at 60', 65', and 70' and a 300' outfield fence. There is a 40 yard x 100 yard flag football field inlayed in the outfield.
    • Field 2 is a natural grass field that can be configured for softball with 65' and 70' bases and an outfield fence that ranges from 270' to 300'. A rectangular field up to 50 yards x 110 yards can be placed on the field.
    • Both fields have scoreboards and field lights. 
  • Courtyard

    The courtyard is adjacent to the pool and enclosed by a brick wall providing a private space for outdoor events. The courtyard is the location of the Alumni Association football tailgate and is not available during home football games. 

Additional Reservation Policies

Event Setup

Event organizers should discuss their needs with the Campus Recreation staff member coordinating the reservation request, including their need for tables, chairs, sound equipment, etc. 

A minimal level of setup can be provided by Campus Recreation staff. Up to 25 tables and 80 chairs can be provided for indoor and courtyard reservations. Tables and chairs needed for events held on a field or in excess of what Campus Recreation can provide must be ordered by the event organizer through Facilities Management. 

Tape, paint, confetti, and/or glitter are not permitted on any surface including, but not limited to, floors, walls and windows. For field reservations that need lines painted, prior authorization is required. 

Food and Drinks

Any group wishing to provide food and/or drinks at their event should discuss their plans with the Campus Recreation staff member coordinating their reservation and must receive written approval to provide food and/or drinks. 

Cleaning

All trash, food, and messes must be properly cleaned up by the event organizer(s), by the conclusion of the approved reservation time. It is expected that the facility space be left in the manner that it was when the event reservation began. Any groups who do not comply may be assessed cleaning up fees and may lose reservation privileges in the future.

Damages

Any damages incurred while using the Campus Recreation Departments facilities will result in fees assessed for replacement or repairs. These fees may be assessed to individuals and/or organizations. Groups and organizers may lose reservation privileges in the future and in the event of gross misconduct suspension from CPA facilities may apply.

Fees and Staffing

Event organizers can incur reservation fees for the following:

  • Event Staffing - Depending on event size, Campus recreation reserves the right to require additional staffing at the expense of the organizer. Staffing begins at $15/hr and can range up to $75/hr. For events held outside of the normal CPA hours of operation, staffing fees begin at $40/hr. 
  • Lifeguards - A minimum lifeguard fee of $25/hr up to $50/hr for events held in the pool. The fee total will depend on the number of anticipated people in the pool and on the pool deck. 
  • Field Lining - $100-$175 depending on the sport being lined as that dictates the amount of labor and paint needed. 
  • Extra Setup / Court Tarping
  • Cleaning
  • Damages
  • Late Cancellation



 

For reservation information, please contact Adam Knobloch (knobloca@etsu.edu)
and submit a Facility Rental Reservation Request through the Member Portal.

 

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