Facilities

We are not accepting reservations during our temporary closure due to COVID-19.

Woodruff P.E. Center (WoodPEC)

CALENDAR 

Student Activity & Academic Center (SAAC):

CALENDAR 

Department of Athletics facilities are available for Emory University departments and student organizations to reserve for meeting, tournaments, charity events, and other types of functions.

Events that are approved for use of space without a facility rental fee must be sponsored solely by an Emory organization and may not be co-sponsored by outside organizations. Student organizations must provide an Emory speedtype at the time they request a reservation. Request forms without a speedtype or request forms without complete information will not be processed.

Student organizations must submit requests at least two weeks prior to their event. We strongly suggest that organizations sponsoring a large event; an event with a band; or an event with food, drinks or games, submit the request much farther in advance.

All organizations must get written approval PRIOR to advertising the event. Cancellations must be received in writing at least one week prior to the first date of the event, or the sponsoring organization may be responsible for paying a processing fee. 

Specific Policies & Procedures for Reservations

  1. All requests must be received by the Associate Director of Athletic Facilities' Office at least two weeks prior to the first day of the event in order to be given consideration.  Requests will not be considered until complete information is provided, including the speedtype account number of the sponsoring organization. Changes to requests may be made by email or by submitting the form available via the above link to office 320E on level three of the PE Center.
  2. The Associate Director of Athletic Facilities will notify the sponsoring organization’s representative within 3-5 business days by e-mail if the date is open and will tentatively schedule the group’s event. The group does not get final confirmation of approval for the event until they meet with the Associate Director of Athletic Facilities or his/her designee to review the details of the event. The WPEC has the right to rescind the tentative staff approval if the group does not fulfill the obligations set forth in this policy document.
  3. The sponsoring organization must provide confirmation to the Associate Director of Athletic Facilities that they have made appropriate arrangements with Emory Customer Service (404-727-7463) for items such as tables, chairs, trash cans, and trash pick-up. Also, any deliveries from outside vendors must be planned in advance and delivery times communicated to the Facilities Staff. All deliveries must be approved by the WPEC Facilities Staff.
  4. The Facilities staff reserves the right to limit the amount of time provided to the sponsoring organization for set-up and cleanup. In general, a time period of two hours is granted to groups for their set-up and two hours for the cleanup. Special circumstances that require more time for set-up or cleanup will be considered on an individual basis.
  5. The sponsoring organization will be responsible for canceling the event at least one week prior to the first date of the event.
  6. The WPEC staff has the right to cancel the event due to inclement weather, or if the facility is deemed unsuitable for occupancy for any reason. 
  7. The WPEC also has the right to bill the sponsoring organization’s account for any damages to WPEC facilities or equipment, or if any additional staffing or additional cleanup is required.
  8. All Greek organizations must contact the Office of Fraternity/Sorority Life for approval for their event PRIOR to completing the WPEC Facility Reservation Request form. Contact Office of Fraternity/Sorority Life in Raoul Hall 1st floor or at 404-727-4142.
  9. WPEC will not host events for the purpose of raising money for an individual or group of individuals. Furthermore, WPEC will not host events that raise money for an organization unless the money is to be donated to a specific charity. If an event is organized to raise money (e.g., tickets will be sold, entry fees charged, or food/beverages sold), the sponsoring organization must have a prior arrangement with a charity or service organization and all profits (other than any operating costs) must be donated to the charity. There may be a rental fee assessed for use of WPEC facilities if money is being raised for any purpose.
  10. If an event will have participants who are not current Emory students or faculty/staff/alumni with paid WPEC memberships, those participants are required to purchase WPEC guest passes, OR a rental fee may apply to the event. WPEC guest passes are $10.00 each or $75.00 for 14 passes. Purchase of the guest passes should be arranged through the WPEC Facilities Staff prior to the event, and these guests will be required to present the passes upon entry to the facility. Event organizers must notify WPEC staff in advance if non-Emory guests will participate in the event. If such guest participation is found to occur without prior notice to WPEC staff, the reservation may be cancelled and the organization my be restricted from future reservations in WPEC spaces.
  11. All WPEC activity areas are cleared 15 minutes prior to the scheduled closing time. Scheduled reservations will also conclude 15 minutes prior to the scheduled WPEC closing time.