Any group looking to reserve space for an event at University Recreation facilities must first fill out a request with the University’s Conferences, Reservations, & Event Services (CRES) office (cres.charlotte.edu). Use the appropriate link below to continue with your reservation

• [OPTION 1] UNC Charlotte Departments, Athletic Programs and Student Organizations
• [OPTION 2] Non UNC Charlotte Groups (External Groups)

Upon receiving an approval from CRES, a University Recreation designee will be in contact with the client within 10 business days to fill out additional information for records with University Recreation. 

Clients will be asked to complete a UREC event request form so that our staff can collect additional information including expected participants/spectators, food and drink, equipment needs.

A UREC designee will meet with the client to finalize details for event setup, layout, and needs. 

An event confirmation will be provided to the requesting group/individual no less then 48 hours before the event.

All reservations/events must adhere to all University Recreation policies. Failure to do so may result in additional charges or disciplinary action.

UREC is NOT responsible for the planning of the event. It is UREC’s expectation you will have prepared necessary services. (EX. Referees for basketball or football tournaments, servers for catering, etc.) 

Reservations/Event Requests with University Recreation spaces must be made no later than 30 days prior to the date of the event.

All reservations/event requests are subject to approval based on availability of space and feasibility of support.

Adherence to the hours indicated on your reservation is required. Use of the space outside of those times may result in additional fees.

University Recreation is not responsible for lost items that are left behind after your event.

UREC reserves the right to change space assignments of your reservations/event as necessary.

To ensure a safe and secure environment, University Recreation staff members reserve the right to check on any space at any point in time, regardless of an in progress event.

Events may not interfere with or disrupt other events or activities in the building. At their discretion, University Recreation staff may check sound levels during sound checks or during the event. Building staff reserve the right to determine appropriate sound levels for events and ask for them to be adjusted. Failure to comply can result in the ending of the event or activity and/or loss of privileges for future events or activities.

Event staff holds the right through their discretion to request removal of an attendee or participant who fails to comply with university or venue policies. 

All cancellations of reservations/events must be submitted in writing no later than 48 hours prior to the date of the event. Failure to do so may result in charges incurred by University Recreation staff.

Persons or organizations reserving space are responsible for any damage and shall repair the damage to the satisfaction of University Recreation staff, or pay for repairs. Damage to the facility or equipment will be billed directly to the party responsible for reserving the space.

1. All groups that reserve University Recreation facilities are responsible to clean up after each session and properly dispose of materials (i.e. recycling in recycling bins and trash in trash bins) 
2. Lack of clean up and proper disposal will lead to additional charges of a minimum of 1 hr of support service.

All equipment required for the event (tables, chairs, scoreboards, etc.) must be confirmed no later than 24 hours before the event to allow for proper inventory assessment.

Any event that requires setup from University Recreation is subject to a 1 hour minimum labor charge.

Staffing for University Recreation reservations/events is subject to a minimum of 2 hour charge based on hours of operations and needs.

Parking for either participants or spectators must be requested prior to the date of your event.

Food and catering for events must first be approved by Conferences, Reservations, and Event Services (CRES) or University Designee prior to the date of the event.

Special Accommodations (ADA) for your event must be discussed with University Recreation staff prior to the day of your event.

University Recreation spaces may not be set up or decorated in any manner without prior consent from the building staff. Building staff must approve the location and type of special decorations, balloons, banners or signs (indoor and outdoor). Standard building signage must not be covered or otherwise obstructed. All exit doors, exit lights, fire sprinkler heads, fire alarm pulls, fire extinguishers and other emergency or safety equipment must be kept free of obstacles or decorative material and remain visible. All decorations must meet the standards of the UNC Charlotte Environmental, Health and Safety Fire Prevention Plan, Section 8. University Recreation is not responsible for the loss of any materials, displays, gifts, favors or other items left in the building. Please note the following items that are not permitted in any University Recreation spaces:

1. Straw or other dry plant material 
2. Special effects equipment, such as smoke, oil-based fog and fire machines, sparklers, etc.
3. Confetti, glitter, rice, dance wax, powder or similar materials
4. Any paint, chemicals or liquids that can damage the facility 

Any special needs for decorations, exhibits and displays beyond the scope of this policy must be approved by the University Recreation staff.