Facility Reservations

1. To reserve one of our facilities, browse our available spaces. 
2. Consider any event supplies and equipment you may need for your event, and review our facility rental rates that may apply to your event. 
3. Complete and submit the Facility Reservation Application at least 14 days in advance. Give as much information as possible for faster service. Requests will be processed on a first-come, first-serve basis. 
4. University Recreation & Wellness will review the request. Event requests may require a meeting with University Recreation & Wellness to discuss logistics and event plan or more information before confirming or denying the request.  
5. Upon event approval by University Recreation & Wellness, requester will receive confirmation, a cost estimate for the event (if applicable), and University Recreation & Wellness's terms and conditions.

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The University requires all outside entities involved in events on campus to sign a Facility Use Agreement, which outlines in detail financial arrangements, cancellation policies, and state-mandated policies and regulations. Any arrangements made with the University are not binding until the Facility Use Agreement is signed by an authorized representative of your group and countersigned by Florida Gulf Coast University.

Unaffiliated groups will also be required to submit proof of insurance. Groups must carry and maintain comprehensive general liability insurance, insuring against liability for bodily and personal injury to or wrongful death of persons, or damage or loss of property occurring in or about the facilities used by the group in an amount not less than:

• $1,000,000      Bodily Injury
• $1,000,000      Personal Injury Liability
• $1,000,000      Property Damage Liability

All certificates of liability insurance must name the State of Florida, FGCU BOT and its officers, agents and employees as additional insureds to be accepted.  

In addition and when applicable, unaffiliated groups must also carry Workers’ Compensation insurance in the statutory limits, as required by Florida law.

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The following equipment & supplies are available when reserving University Recreation & Wellness spaces. 

• Basketballs
• Volleyballs
• Footballs
• Soccer Balls
• Kickball & Bases
• Tug-of War Rope
• Cones
• Flag Belts
• 10' x 10' Tent
• Extension Cords
• Tables (6')
• Folding Chairs
• Giant Jenga
• Giant Checkers
• Giant Connect 4
• Cornhole
• Kan Jam
• Sound System 
• Grill
• Portable Scoreboards

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• All reservation request must be submitted a minimum of 14 days in advance. Requests submitted that do not meet this criteria will be automatically declined. 
• Requests are reviewed in the order in which they are received.
• Space is subject to availability.  
• Submitted requests with insufficient information may be delayed. 
• Events should not be advertised or promoted until a space confirmation is received.  
• University Recreation & Wellness reserves the right to determine the appropriate number of staff to manage an event.
• When applicable, University Recreation & Wellness must have the appropriate executed contract and copies of liability insurance for each request.
• Groups are expected to leave the space in the same condition in which it was found. Groups will be held financially responsible for any special cleaning, maintenance, or repair/replacement resulting from the event or activity.
• University Recreation & Wellness is not responsible for any lost, stolen, or damaged property belonging to the members of rental groups utilizing the facilities.  
• Groups renting a facility are required to observe all applicable policies of University Recreation & Wellness and Florida Gulf Coast University, as well as all local, state, and federal laws.
• Any event/program is subject to immediate cancellation with the violation of any University Recreation & Wellness or FGCU policy. All charges at that point are non-refundable.
• FGCU's Use of University Facilities policy can be found here.

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• Any reservation cancellation must be submitted in writing to University Recreation & Wellness within seven (7) days of the scheduled event.  
• Events canceled less than a week prior to the event will incur 50% of estimated charges. 
• Groups that fail to show up for a scheduled event will be invoiced the full amount of the fee estimate and reservation privileges may be revoked. 
• Reserved spaces will be released 30 minutes after a scheduled event's start time if a group fails to show up and/or communicate cancellation ahead of time.
• Events that are canceled due to acts of God, University Recreation & Wellness, and any reason deemed valid by University Recreation & Wellness will be allowed to cancel or postpone the event with no penalty.

FGCU University departments and student organizations looking to request University Recreation & Wellness officials to work their special events must adhere to the following policies. 

• Events must be approved and in good standing with the University. 
• Officials requests must be submitted and confirmed at least two weeks prior to the event.
• Event hosts are responsible for the behavior and actions of the event participants. Officials have the ability to forfeit an officiated game if the behavior is deemed unacceptable. If an individual is ejected or disqualified from a game due to behavior, they are not permitted to return to the event. If a Code of Conduct violation occurs the individual will be referred to the Office of Student Conduct. Severe incidents will result in cancellation of the event. 
• Officiated sports events must adhere to FGCU University Recreation & Wellness Intramural Sports rules. Any rule modifications must be agreed upon with University Recreation & Wellness department prior to the event. 
• University Recreation & Wellness determines the number of officials that are necessary to officiate each sport. Officials can only be requested for the following sports. 
  • Basketball (5v5) 
  • Dodgeball (6v6)
  • Flag Football (4v4) 
  • Flag Football (7v7)
  • Soccer (4v4) 
  • Soccer (7v7) - single gender 
  • Soccer (8v8) - corec 
  • Volleyball (6v6)

Fees

Staff fees for officials are $15 per hour for each official. The following chart outlines the cost per hour per game by sport. Please take this into consideration when planning your event. If you need assistance with planning games the University Recreation & Wellness staff can assist if provided notice. 

Responsibilities

Officials will come prepared to officiate. Their role is only to officiate games. The host organization is responsible for event planning, operations, and coordination. 

Any equipment needs and setup should be coordinated with University Recreation & Wellness staff prior to the event. 

Food is allowed on campus when:

1. Food is provided by the University Food Service Caterer, an outside caterer, or food service provider.  Groups using this method to serve food must ensure that all food is prepared and served by the licensed caterer or food service establishment.  A Business Information Application must be completed and returned to University Recreation & Wellness prior to the event. The caterer or food service establishment must provide their Department of Business Regulation license number AND Department of Revenue tax ID number.
2. Food is purchased off campus.  Groups that choose to purchase food that is not provided by a catering service for their event must purchase food that is prepared and packaged by a licensed food service establishment. These types of establishments include but are not limited to businesses or restaurants licensed to conduct business in the state of Florida such as Costco, Publix, Moe’s, Carrabbas and other similar entities. Food products must be stored, served and disposed of as outlined by the food service provider.
3. Food prepared in a non-commercial kitchen such as a home or outdoor grill, is permissible for small private events that are limited to members of a select group and not open to the general public.  Food prepared in a non-commercial kitchen is prohibited to be served at an FGCU event where the public has access. Fundraisers or events where food is prepared by or at the homes of volunteers and served to the public is prohibited. This includes potlucks and other fundraisers.

In order to comply with Section 504 of the Rehabilitation Act and the Americans with Disabilities Act, as amended, all campus events must be accessible to students, staff and guests with disabilities who participate.  The Accessibility Checklist can assist you in ensuring that your event is accessible and can be found at this link:  Accessibility Checklist

For questions and more information, please contact Adaptive Services at 239-590-7956, or by email at adaptive@fgcu.edu.

• Groups will be sent an invoice with final charges after their event.  
• Final charges are based on actual event duration, setup/breakdown of event, equipment used, staffing needed,  and custodial fees as necessary.  
• Payment is due within ten (10) days of invoice date.
• Groups who fail to make a timely payment will be prohibited from using any University Recreation & Wellness facility until payment is received in full.  

Alcohol Application

Animal Application

Business Information Application