University of Central Florida - Recreation and Wellness Center

Reservations and Event Policies & Procedures

Every person, group, or organization utilizing the Recreation & Wellness Center facilities will be deemed to have read these policy statements.  A waiver of any of the provisions in these policy statements for one group or organization does not constitute a waiver for any other group or organization.  Failure to abide by any of these policies or any other RWC policy may result in forfeiture of reservation privileges. 

Reservation Request Procedures
To request use of a facility, please complete a Reservation Request Form and submit online.  Requests not submitted through the online system will not be processed.  Request form can be found at http://www.rec.ucf.edu/Freservations1.htm

Requests submitted that do not meet this criteria will be automatically declined.

Requests for events requiring a SAFE form must be submitted a minimum of 4 weeks prior to the requested date due to the extra planning necessary for these types of events.
• Events requiring a SAFE form include, but are not limited to:
• Events with DJs or other external vendors
• Events with inflatable games
• Events with catering
• Events which exceed an expected attendance of 200 people
• Events which are fundraising or collecting funds
• Requests for events that do not require a SAFE form must be submitted a minimum of 3 weeks prior to the requested date.  
	
RWC Reservations Department will review requests in the order they are received.  Requests are processed on a semester by semester basis.  Requests submitted for dates in future semesters will not be processed until 30 days prior to the start of that semester.  
The facilities in the Recreation & Wellness Center are available to:
1. RWC Recreational Programming
2. RWC Sponsored Programs/Events
3. Registered Student Organizations
4. Affiliated/University Departments
5. Non-Affiliated Organizations (on a space-available basis only)

Individuals are not permitted to reserve any RWC facilities.  

Requests made by Registered Student Organizations must be submitted by students who are registered officers listed with the Office of Student Involvement.  Changes to a request/reservation can only be made by the person who submits the request.  Any request by a Registered Student Organization that is not submitted by an approved officer will be declined

Reservation Status:
• Requested - a facility has been requested for a specific date/time.
• Tentative - a tentative reservation has been made and requirements have been set for the event to take place.  
• These requirements must be met in order to confirm a reservation.

Confirmed - a reservation is approved and confirmed contract has been signed.  A reservation is not confirmed until a contract is signed.  If a reservation requires a SAFE Form, an approved SAFE Form must be returned to the Recreation & Wellness Center Facilities Scheduler prior to confirmation of the event.  

• Declined - the request to use the facility has been declined and the event has not been approved to take place.

• Requests typically take 3-5 business days to process.  Responses are sent via email and a status update will be sent within 3-5 business days.

Fees
Registered Student Organizations
• Registered Student Organizations are not charged facility fees if the event occurs within normal operating hours.  • Please visit www.rec.ucf.edu for current hours of operation.
• For events which take place outside normal operating hours or require extra staff, the sponsoring organization will be charged staffing fees.  
• The Recreation & Wellness Center staff reserves the right to determine proper staffing levels for events and the right to assess additional charges to organizations sponsoring events that require additional staff.
• Fees for staff are $10.00 per hour per staff member.  Staff fees are waived for Registered Student Organizations during regular hours of operation.
• No event may take place at any RWC facility without staff present.
• Payment is due one week prior to the event.

University/Affiliated and Non-Affiliated Organizations
• Please contact the RWC Facilities Scheduler at 407-823-2408 for facility rates and fees. 

SAFE Form (Safety Action for Event Form)
• The SAFE Form is required for any event deemed as potentially hazardous as defined in the Golden Rule.
• The Recreation & Wellness Center Staff reserves the right to require a SAFE Form for events deemed potentially hazardous by RWC Staff.  
• Upon submission of a request, the Facilities Scheduler will review and advise the requestor if a SAFE form is required.  
• SAFE Forms must  be turned into the Facilities Scheduler at the Recreation & Wellness Center Facilities Scheduler a minimum of 20 business days prior to requested date. 
• If the SAFE form is not approved, the event will be declined

Cancellation Policy 
Failure to notify the Recreation & Wellness Center of event cancellations may result in a loss of building privileges and/or the assessment of appropriate fees.  Cancellations must be made within 2 business days of scheduled reservation.

Damages
Organizations reserving RWC facilities are responsible for any damages that occur during their time of reservation.  Damages will be assessed and documented after the event by RWC staff.  Fees will be assessed to the organization based on cost of facility repairs.  Organizations may face further consequences for severe or intentional damage.

Food & Beverage Policy
Food is permitted to be prepared at some RWC facility locations.  Food prepared at home may be brought to the facility and distributed.  Food or drink at no time may be sold at RWC Facilities.  

Grilling
• If grilling using portable grills (charcoal grills only) is approved through a SAFE Form, it must be 10 feet away from any building or structure. Grilling is prohibited under the Leisure Pool tensile structure. 
• Groups using permanent grills at Lake Claire or Sand Volleyball Pavilion must provide charcoal.  Use of permanent grills does not require SAFE Form Approval.
• All ash and charcoal must be disposed of in a proper ash container.  Hot ashes or charcoal should not be left in grills or dumped inappropriately.
• Large or commercial grills/smokers and propane grills are strictly prohibited at RWC facilities.

Catering 
Any catering must be provided through a vendor on the UCF Business Services List of Approved Caterers.  Use of catering services will also require approval on a SAFE Form.  For the most up to date list of Approved Caterers, please visit http://www.businessservices.ucf.edu/catering/

Vendors Not on Approved Catering List 
If in the event that the UCF vendors do not meet your food and beverage needs, it is possible to bring in an outside caterer for your event. This is done on a case-by-case basis and must be approved by Business Services. Upon approval, the following forms must be turned into Business Services no later than thirty (30) days in advance to your event. 
• Vendor W-9 Form
• Vendor Occupational License
• Vendor Certificate of Liability Insurance
• Vendor Menu including Prices and Descriptions 

Beverages
• No alcohol may be brought into RWC venues from outside sources. Aramark is the only venue on campus with a liquor license. Approval must be obtained in compliance with University guidelines.  Approval from the Recreation & Wellness Center Associate Director of Facilities is also required. 
• Any distribution of alcohol requires SAFE Form approval.
• Any distribution or consumption of alcohol at Recreation & Wellness Center facilities without prior approval is strictly prohibited.  In the event distribution or consumption of alcohol is suspected by RWC Staff, UCF Police will be contacted.

Fundraising Policy
Fundraising at events at RWC facilities is permitted however under strict guidelines.  All University policies regarding fundraising must be adhered to.  For University policies on fundraising please see the Golden Rule.

Sound Policy
Any sound amplification must be kept at a courteous level.  Any amplified sound must be directed towards the center of campus when possible and be in accordance with all University sound policies.  Any requests made by RWC staff to reduce the volume of amplified sound must be followed. 

Emergency Evacuation 
The RWC has installed a lightning prediction system called Thor Guard. The system, when lightning is predicted, activates a series of horns and strobe lights to warn those working outside to seek shelter immediately. If severe weather is predicted, Thor Guard will activate and sound one long horn blast along with a continuous flashing strobe light.  Three, five second horn blasts are activated when the areas are safe.  The system is active 7 Days a week from 10:00am to 12:00am.  The system will be used for all outdoor facilities controlled by the RWC including Lake Claire. The staff has been given instruction on the system on when to instruct users to evacuate the areas and when the areas are safe.  RWC staff will provide safety warnings in the absence of an alarm system.  RWC staff has the authority to close a facility based on visual observations of severe weather.  

Decorations and Banners
The RWC will not permit affixing of anything to the walls, floors, or ceiling.  Please consult the RWC for assistance and approval for the display of all materials.

Lost and Found 
In the case of a lost item, please contact Member Services at 407-823-5011 with a detailed description of the item in question.  Unclaimed items will be stored at the RWC for 30 days.  If an item is not claimed within the 30 day time period, valuable items (cell phones, mp3 players, jewelry, etc.) will be turned over to the UCF Police Department and non-valuable items (clothing, basketballs, shoes, etc.) will be donated to charity.  The RWC is not responsible for the damage or loss of any article left at RWC Facilities prior to or following your reservation.

Event Equipment
The Recreation & Wellness Center has the following limited equipment available upon request:
• EON Speaker System
• Tables
• Stage
Equipment is subject to fees if returned damaged.  Equipment may not be available at the time of request. Any external vendor providing equipment or services to an event must be approved with a SAFE Form and provide a Certificate of Liability Insurance.  For more information regarding insurance requirements, please contact the department of Environmental Health & Safety.

Animals
RWC welcomes Guide or Assistance animals utilized by guests with disabilities in accordance with ADA regulations. All other animals are prohibited at all RWC facilities.

Guest Conduct 
RWC is committed to providing a fun, entertaining, exciting, and safe environment for all of our guests. Guests interfering with an event or causing offense to other guests may be asked to leave the facility and maybe subject to prosecution.  Users are expected to be responsible, courteous, and safety conscious.  Users and/or organizations that disregard policies and guidelines may be asked to leave the facility and could experience a loss in recreational services.  

Facility Policies
Each facility has a set of policies pertaining to that recreational area.  For individual facility policies, please visit the Recreation & Wellness Center website at www.rec.ucf.edu.