General Policies and Procedures for Facility Space Reservations

Please read the following guidelines before using the online facility reservation form.  The link to access the form is at the bottom of the page.

  1. All activities using Department of Physical Education and Athletics indoor and outdoor facilities must be arranged for and reserved with the Associate Athletic Director for Facilities and Operations.
  2. Facility space requests must be submitted using the facility request form found at http://athletics.case.edu/facilities/facility_hours
  3. The online request will ask for the following information:
  4. Requested dates and times (alternatives if any)
    1. Space desired
    2. Name of organization
    3. Contact person and phone number
    4. Title of event
    5. Equipment the group is securing or will need
    6. Expected number of participants
    7. Purpose of event, description of plans (to include: entry fee's, possible attendees, admission charges, concessions, etc.)
  5. Scheduling an event well in advance is recommended.  The department encourages groups to request their space at least two weeks in advance.  Space requests will be reviewed on a first come first serve basis.
  6. All events or space usages will require a facility staff member to be present.  If the event either begins before or runs past standard operating hours or requires additional staff above what is typically scheduled, the group will be responsible for the staffing charges.
  7. Requests for the fall semester will be reviewed after July 1 and spring semester after October 1.  Department of Physical Education and Athletics programs and events will take priority.
  8. Due to the limited amount of indoor and outdoor Department of Physical Education and Athletics facility space, the Department is not able to reserve facility space on a regular basis for non department use such as university departments, student organizations or non-university groups.   
  9. The Associate Athletic Director for Facilities and Operations reserves the right to cancel any reservation up to twenty-four hours in advance due to University emergency.
  10. Overnight events are prohibited in all Department of Physical Education and Athletics facilities.
  11. Smoking, tobacco products and alcohol are prohibited in all Department of Physical Education and Athletics indoor facilities and only in designated areas at our outdoor facilities.
  12. Signs, posters, literature, booths, etc. will not be displayed without the consent of the Associate Athletic Director for Facilities and Operations.
  13. Rental fees for utilization of the Department of Physical Education and Athletics facility space may be applicable.  Charges for custodial coverage, security, parking and other facility charges will be determined by the Associate Athletics Director for Facilities and Operations and will be in addition to any rental fees or staffing costs.
  14. Set-up time and clean-up time must be included in the reservation (rental) request.  Opening and closing times will be strictly adhered to as additional charges will apply if event is held after hours.
  15. A deposit of 50 percent of the rental charge and a signed contract will be required to confirm an external group’s reservation.  All remaining rental fees will be paid by the start of the function or event, unless special arrangements have been made.  The deposit is refundable, if the organization cancels their reservation in writing 30 days in advance.  There will be no refunds issued due to cancellations (within 30 days of event) or inclement weather.  Affected groups may request make-up days through the Associate Athletic Director for Facilities and Operations.  Every attempt will be made to reschedule, however due to other scheduling commitments, space availability cannot be guaranteed by the Department of Physical Education and Athletics.
  16. The Department of Physical Education and Athletics is not liable for problems that might occur prior to or during the rental period (i.e. power failure, air-conditioning problems, inclement weather, etc.).
  17. The Department of Physical Education and Athletics will be responsible for setting up or dismantling most events.  The Associate Athletics Director for Facilities and Operations will determine if any exceptions can be made.
  18. The Department of Physical Education and Athletics is not responsible for acquiring any furnishings or equipment for any group, unless special arrangements have been made with the Associate Athletic Director for Facilities and Operations.
  19. The use of the facilities will be on a scheduled and supervised basis.  Facility users will not be given keys to open facilities or spaces nor will student employees be able use departmental keys unless on duty.   Maintenance and security personnel will not open facilities, unless special arrangements have been made by the Associate Athletic Director for Facilities and Operations.
  20. Children 17 and under must be under the direct supervision of a parent or guardian at all times.  The Department of Physical Education and Athletics cannot accommodate childcare services.
  21. The Department of Physical Education and Athletics reserves the right to postpone any outdoor field reservations due to damp, soggy, wet ground conditions.  The department requires a telephone number of a contact person that can be easily reached, between 8:00 a.m. and 5:00 p.m. in case the fields need to be closed due to weather or unexpected conditions.
  22. The group hosting the event is responsible for clean-up, returning all furniture and equipment to correct location; repair of damages, and replacing damaged equipment or facilities.
  23. Groups wanting to use any of the aquatic facilities MUST have a CWRU staff lifeguard(s) on duty during their scheduled activity at their cost.
  24. No tape or adhesive product is to be placed on any of the facilities floors or walls without prior approval from the Associate Athletic Director for Facilities and Operations. 
  25. Insurance Coverage: In some cases, a user of the facilities will be required to provide a Certificate of Insurance to cover bodily injury and property damage.  It must also include a clause stating that it will not hold Case Western Reserve University or its staff liable for fines, lawsuits, claims, demands, or actions, if any, and including personal injury, death, or damage, which may occur during the period of the event.  (See Facility Rental Contract)
  26. Medical coverage can be requested by the Department of Physical Education and Athletics for events held in its facilities.  A cost may be associated with this coverage.
  27. The Department of Athletics and Physical Education will follow all guidelines put in place by the university in regards to space usage.  Details can be found at http://case.edu/events/event-planning-resources/spaces-facilities/facility-policies/

Continue to the Facility Reservation Form