Reservations & Rental Policies

Please read the following guidelines before requesting a facility reservation or tabling through the Department of Recreational Sports. After reviewing the policies, please use one of the links at the bottom of this page that best describes your organization to submit your reservation.

Recreational Sports Reservation and Rental Policies

  1. 1. The University of Florida and the Department of Recreational Sports are not liable for any charges incurred by the group reserving the facility, injury to participants or any one hired for the event by the group reserving the facility.
  2. 2. Insurance may be required in accordance with UF guidelines.
  3. 3. Approved events must start and end within the agreed upon contracted dates and times.
    1. a. Groups whose events start early or finish after contracted times may be assessed additional rental charges.
  4. 4. Non-Recreational Sports sponsored events may not collect fees and/or donations from UF students to participate in events held in the Student Recreation & Fitness Center or the Southwest Recreation Center.
  5. 5. Only service animals are permitted.
  6. 6. Alcohol is not permitted.
  7. 7. The use of any tobacco products is not permitted in accordance with the University’s Tobacco-Free policy.
  8. 8. The use, possession, display, or storage of any firearms, knives or other weapons, explosive devices, pyrotechnic devices or fireworks by any individual or group is prohibited on all land and buildings owned, leased, or under the control of the University of Florida.
  9. 9. Parking is only permitted in designated parking areas. Motorized vehicles (such as mini-bikes and scooters), skateboards, and skates are restricted to main roads and designated areas in accordance with UF Transportation and Parking Services guidelines.
  10. 10. Any requests for amplified sound usage must be cleared through the Department of Recreational Sports in accordance with Florida Regulations.
  11. 11. The sale of food and beverages is not permitted.
  12. 12. Any puncturing or breaking of ground, such as staked tents or sign installation, requires a permit from the Physical Plant Division.
  13. 13. Reservations are for the contracted site in its current condition.
    1. a. Any additions to the space, such as decorations, signage and/or materials used to adhere, must be pre-approved by the Department of Recreational Sports.
    2. b. Decorations for events are restricted to the area that is reserved by the group and must be pre-approved by the Department of Recreational Sports.
      1. i. Decorations must be hung with non-damaging materials such as painters tape, twine, or zip ties.
      2. ii. Confetti or glitter are not permitted inside Recreational Sports facilities.
  14. 14. If a rental is shortened or cancelled by Recreational Sports or due to weather, reserving groups will be contacted regarding reschedule options or a reduction in the final rental cost.
  15. 15. Operational Charges may be assessed as determined by the Department of Recreational Sports for the following:
    1. a. Staffing
    2. b. Equipment
    3. c. Lighting
    4. d. Technology
    5. e. Event Set-up/Break-down
    6. f. Administrative Costs
  16. 16. Service Charges
    1. a. Security Deposit
      1. i. Non-UF organizations are subject to a non-refundable security deposit before their reservation will be confirmed.
    2. b. Cancellation/No Show
      1. i. Cancellation or amendments of the reservation must be in writing and received by Recreational Sports staff by the assigned date and time stated in the reservation and rental agreement.
      2. ii. If the group cancels after the assigned date and time as stated in the reservation and rental agreement or no-shows, a cancellation/no-show charge will be assessed to the member or group reserving the facilities.
      3. iii. A no-show on the day of the event due to weather or unforeseen circumstances may result in the member or group being assessed a service and/or operational charge.
    3. c. Damage/Cleaning
      1. i. Damage to the facility and/or equipment will result in the cost of repairs and/or replacement charged to the member or group reserving the facilities.
      2. ii. A charge will be assessed to the member or group reserving the facilities and/or equipment, if not cleaned and returned to its pre-event condition and location.
  17. 17. Failure to pay charges will result in the following:
    1. a. Students – charges will be placed on the student’s UF account.
    2. b. Non-students – unpaid charges will be submitted to a collection agency and the user will be responsible for all collection fees.
    3. c. Forfeiture of the privilege to reserve facilities and services until the invoice is paid.
  18. 18. RecSports reserves the right to amend, refuse, or cancel rental requests.

Program Specific Reservation and Rental Policies

Lake Wauburg Cypress Lodge & Pavilions Reservation Policies

  1. 1. Weekday Reservations:
    1. a. Monday – Friday reservations are open to all groups according to the established related pricing structure.
  2. 2. Weekend Reservations:
    1. a. Fall and Spring Semesters – Saturday and Sunday reservations pavilions are only available to student groups and at no charge during operational hours.
    2. b. Summer C Semester – Saturday and Sunday reservations are available to all user groups according to the established related pricing structure.
  3. 3. Nails and tape in the lodge and pavilions are not permitted.
  4. 4. Spiked sole shoes are not permitted in the Cypress Lodge.

UF Outdoor Team Challenge Courses (UFOTCC)
General Policies

  1. 1. A Participant Acknowledgement of Risk, Release and Agreement form must be completed to participate.
  2. 2. Participants may only use RecSports provided climbing equipment. Personal climbing shoes or closed-toe/heel athletic footwear is required. For users’ safety, “toe shoes” are not permitted.
  3. 3. Food and drinks are allowed in designated UFOTCC activity areas.
  4. 4. Climbing on any of the equipment is permitted only with direction from the supervising staff members.
  5. 5. Disorderly conduct, abuse of UF property, equipment, staff and/or disregard of RecSports and UFOTCC policies will result in immediate dismissal from the activity at the participant’s expense.
    1. a. Additional sanctions may include: disciplinary action, reimbursement for damages, and/or potential suspension from RecSports programs and services.
    2. b. A participant asked to leave by RecSports staff will not be refunded any paid charges.

UF Outdoor Team Challenge Courses (UFOTCC) Reservation Policies

  1. 1. A pre-course meeting is required prior to the scheduled reservation. Failure to attend the pre-course meeting will result in an automatic cancellation of the reservation.
  2. 2. All Challenge Course programs are non-refundable after services have been rendered.
  3. 3. Non-UF organizations are subject to a non-refundable security deposit before their reservation will be confirmed.
  4. 4. Students:
    1. a. A student group consisting of 10 – 24 participants can reserve a UFOTCC program, if available, at no charge on weekends during fall and spring semesters.
      1. i. Groups larger than 24 participants will be assessed a charge according to the pricing structure of their program choice.
      2. ii. A minimum of 10 participants or 80% of the group members must be present at the agreed upon start time on the day of the scheduled course. Failure to meet this minimum will result in a charge according to the UFOTCC pricing structure.
    2. b. Student groups requesting weekday reservations will be assessed a charge according to the pricing structure of their program choice.
  5. 5. Lake Wauburg staff reserves the right to cancel a reservation. If a rental is shortened or cancelled by Recreational Sports or due to weather, reserving groups will be contacted regarding reschedule options or a reduction in the final rental cost.
  6. 6. Operational Charges may be assessed as determined by the Department of Recreational Sports for the following:
    1. a. Staffing
    2. b. Equipment
    3. c. Lighting
    4. d. Technology
    5. e. Event Set-up/Break-down
    6. f. Administrative Costs
  7. 7. Service Charges
    1. a. Cancellation/No Show
      1. i. Cancellation or amendments of the reservation must be in writing and received by Recreational Sports staff by the assigned date and time stated in the reservation and rental agreement.
      2. ii. If the group cancels after the assigned date and time, as stated in the reservation and rental agreement or no-shows, a cancellation/no-show charge will be assessed to the member or group reserving the facilities.
      3. iii. A no-show on the day of the event due to weather or unforeseen circumstances may result in the member or group being assessed a service and/or operational charge.
      4. iv. Late Cancellation/No Show Charge
        1. $60 for Student Groups
        2. $100 University Groups and Non-profit Groups
        3. $200 for Non-University/Corporate Groups
    2. b. Damage/Cleaning
      1. i. Damage to the facility and/or equipment will result in the cost of repairs and/or replacement charged to the member or group reserving the facilities.
      2. ii. A charge will be assessed to the member or group reserving the facilities and/or equipment, if not cleaned and returned to its pre-event condition and location.
    3. c. Failure to pay charges will result in the following:
      1. i. Students: Charges will be placed on the student’s UF account.
      2. ii. Non-students: Charges left unpaid for more than 20 business days will be submitted to a collection agency and the user will be responsible for all collection fees.
      3. iii. Forfeiture of the privilege to reserve facilities and services until the invoice is paid.