Attention Student Organizations!

• Per building policy, all space reservations will conclude on the last day of classes, Tuesday, December 10th, 2024. Reservation requests for the fall will no longer be accepted after this date.

• Reservations will reopen on Saturday, January 6th, 2025. Student organizations may begin submitting spring reservation requests after this date.

Important: No student organization reservations will be scheduled until the add/drop/swap period has concluded. This allows us to accommodate all groups fairly and ensure flexibility for any schedule changes during the first weeks of the semester. Groups can expect to receive confirmation of any spaces by January 31st and begin no earlier than February 2nd. During this period, the WPEC Aerobic Studio, courts, classrooms, and the SAAC Studio, courts, and classrooms will be available on a first-come, first-served basis.

Emory departments can email sgobrie@emory.edu for space requests during this time.  

 Space requests made through 25Live will not be considered for Athletics & Recreation spaces.

All space requests must be submitted at least two weeks prior to the reservation start date. We strongly suggest that events with over 50 participants; camp requests; an event with a band; or an event with food, drinks or games, submit the request much farther in advance.

Policies & Procedures for Reservations for Emory Affiliate Organizations

1. Events that are approved for use of space without a facility rental fee must be sponsored solely by an Emory chartered student organization or Campus Life department
2. Requests will not be considered until complete information is provided, including the speedtype account number of the sponsoring organization and other information required in each form. Changes to requests may be made by email. 
3. Upon submission of the space request form, the Department of Athletics & Recreation 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 approval confirmation for the event until they meet with the Departmental representative to review the event's details. The department has the right to rescind the tentative staff approval if the group does not fulfill the obligations set forth in this policy document. 
4. The sponsoring organization must provide confirmation 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 the department. 
5. The department reserves the right to limit the amount of time provided to the sponsoring organization for set-up and cleanup. Special circumstances that require more time for set-up or cleanup will be considered on an individual basis.  
6. The department 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 department also has the right to bill the sponsoring organization’s account for any damages to 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. The Athletics and Recreation department will not host events to raise money for an individual or group of individuals. The Athletics and Recreation department 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 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 memberships, those participants are required to purchase guest passes OR a rental fee may apply to the event. Guest passes are $10 per person per day. Purchase of the guest passes should be arranged prior to the event, and these guests will be required to present the passes upon entry to the facility. Event organizers must notify the department in advance if non-Emory guests will participate in the event. If such guest participation is found to occur without prior notice, the reservation may be cancelled and the organization may be restricted from future reservations.
11. All activity areas are cleared 15 minutes prior to the scheduled closing time.
12. Non-Emory affiliated organizations please email recwell@emory.edu for reservation policies and procedures.