To reserve a facility, please complete a Reservation Request Form and submit online. Direct any other questions pertaining to events to Kevin Bates, Program Assistant, 407-823-2408.

Space is not guaranteed until you receive a confirmation through e-mail from the facilities department.

•  Responses titled "tentative " require additional information and are not confirmed until all information is received and approved.

•  Responses titled " FIRM " will indicate all information has been received and approved.

Timelines for Processing Requests

•  RWC Facilities Department will review requests in the order they are received.

•  Responses to submitted requests will be responded to within 3 business days.

•  The minimum time to submit event request prior to the date of your event is at least 3 weeks . Allowing additional planning time is recommended to ensure all details are discussed and additional forms can be accepted and event confirmed.

•  All reservations must be "confirmed " at least 8 days before scheduled event.

Priority of reservation space

Due to the high demand for recreation space, the following priorities have been established in order to utilize space effectively.

•  RWC Recreational Program Needs

•  RWC Sponsored Programs/Events

•  Student Organization Recreational Needs

•  Recreational requests - University/Affiliated Departments

•  Student Organizations/University/Affiliated Departments - With Guests

•  Student Organizations/University/Affiliated Departments - With Guests (Fundraising)

•  University Related - non recreational

•  Individuals are not approved to reserve facility space at this time.

Fees

Student groups (person reserving facility must be an officer with a Registered Student Organization ).

•  Fees are waived if event is approved and held within facility hours.

•  Events outside regularly staffed hours will incur a cost of $10.00/hour/staff with a 2 hour minimum (some venues ex: leisure pool requires 4 Lifeguards and 1 Building Manager minimum, $50.00/hr). Lake Claire is the only venue fees will not be attached for student organizations at this time.

•  Any group Fundraising must abide by University policies and will be charged facility fees.

• University/Affiliated rates:

•  Please contact Kevin Bates, Program Assistant, Facilities for all facility rates.

SAFE Form (Safety Action for Event Form)

• This form is required for all events that may have 1 or more of the following:
• Catered events
• Amplified sound (PA system/music)
• With a total attendance of 150 persons or more and those events that may include hazardous materials or pose hazardous situations.
• A potentially hazardous event is defined as any activity that might possibly result in some degree of harm to persons or in defacement or damage to public or private property. Examples include, but are not limited to: bonfires; use of firearms, explosives or munitions; fireworks; helicopter or other aircraft landings; low level aircraft demonstrations or fly-bys; motor vehicle races; gatherings in excess of 150 persons, including unregistered campus athletic events.

•  After the required signatures have been obtained, please provide a copy to the Recreation and Wellness Center 10 days prior to event.

Cancellation Policy

•  You are responsible for contacting RWC to cancel your event. If your function must cancel, a minimum of 48 hours notice prior to your scheduled event is expected. Failure to cancel event may prevent your group from reserving facilities in the future.

•  Invoices will require payment if a no show occurs at any venue that requires additional staffing.

•  Outdoor Functions and Rain Locations: Fees will be waived if inclement weather occurs during event.

Food

Grilling

•  Food is permitted to be prepared at home and then brought to the RWC venue for cooking and or distribution. Lake Claire and RWC Sand Volleyball Pavilions (adjacent to lap pool) have grills for groups to have cookouts.

•  If grilling using portable grills (with charcoal or propane) is approved through Hazardous Event Form, it must be 10' away from any building or structure. Grilling is prohibited under the Leisure Pool tensile structure.

•  Groups grilling at Lake Claire and/or Sand Volleyball Pavilion must provide own charcoal .

Catering on Campus

To cater on campus, a vendor must be on the "approved catering list" with UCF Business Services.

Approved Caterers (visit http://www.businessservices.ucf.edu for most up to date list).

•  UCF Dining Services 407-823-4576 (ask for Wendy)

•  Domino's Pizza ( University Blvd ) 407-384-8888

•  Bubbalou's Bodacious BBQ ( Challenger Pkwy ) 407-423-1212

•  Sobik's of Altamont 407-767-8133

•  Too Jay's ( Waterford Lakes ) 407-249-9475

•  Gooding's (I-Drvie) 407-370-6960

•  UCF Bookstore Café 407-823-0118

•  Subway (Student Union) 407-273-2980

•  Kelsey's Pizzeria 407-282-0505

•  Wackadoo's Grub (Student Union) 407-282-1900

•  Crispers, Inc ( Waterford Lakes ) 407-482-4727

•  Puff N'Stuff (The Village Plaza , Maitland) 407-629-7833

•  Haydee's Kitchen Catering Inc. ( Kissimmee ) 407-344-0270

•  White Wolf Café ( N. Orange Ave. ) 321-439-8422

•  Mrs. Fields/Pretzel Time (Student Union) 407-736-1101

•  Boston Market ( Lake Underhill ) 303-273-8253

•  Levan's Catering ( Orange Ave , Winter Park ) 407-647-3253

•  Big City Catering, Inc. ( Satellite Blvd ) 407-438-3488

•  Panera Bread ( University Blvd ) 407-383-5805

Vendors Not on Approved Catering List

If in the event that the UCF vendors do not meet your food and beverage needs, it is possible to bring in an outside caterer for your event. This is done on a case-by-case basis and must be approved by Business Services. Upon approval, the following forms must be turned into Business Services no later than thirty (30) days in advance to your event.

. Vendor W-9 Form
. Vendor Occupational License
. Vendor Certificate of Liability Insurance
. Vendor Menu including Prices and Descriptions

Beverages

•  No liquor may be brought into RWC venues from outside sources.

•  Aramark is the only venue on campus with a liquor license. Approval needs to be obtained through following University guidelines.

•  UCF has a campus beverage policy - all beverages must be Coke products.

Emergency Evacuation

Severe Weather Detection - Thunderstorms and other disturbances include "accompanying winds and gusts, micro bursts, tornados, hail, heavy rainfall (flooding) as well as lightening."

• RWC staff will provide safety warnings in the absence of an alarm system.

•  If Lightning is detected Thorguard Lightning System will respond with 1 loud sirens and all

outdoor activities such as intramurals will cease until the Lightning has cleared.

•  Spectators must be instructed where to go or how to respond.

•  Thorguard Lightning System will indicate when it is safe to return to activities by 3 short

sirens.

•  Athletic Trainers are available and will be assigned for large scale events.

Decorations and Banners

The RWC is happy to assist you with decorations. The RWC will not permit affixing of anything to the walls, floor ceiling with nails, staples, tape or other means. Please consult the RWC for assistance and approval for the display of all materials. 

Lost and Found

If you loose an item please contact the RWC Building Manager. Found items may be turned into the Building Manager. Unclaimed items will be stored at RWC for 30 days and then donated. The RWC cannot be responsible for the damage or loss of any article or merchandise left in the building prior to or following your reservation. RWC can assist you with security arrangements for all merchandise or articles set up prior to the planned event.

Event Equipment

•  RWC does not provide event furniture - tables, chairs, stage, etc.

•  Sound, Lighting and Audio-Visual Requirements We will be happy to assist you in the planning of these details with recommending vendors, prices, etc.

•  Vendors (inflatable games, sound, lights, etc.) Certificate of Insurance must be provided. It must state limits $1 million Bodily Injury & Property Damage. The certificate must include the following additional insured's (UCF, Board of Trustees of UCF, State of Florida ). Submit to RWC via fax (407) 823-5446.

Animals

RWC welcomes Guide or Assistance dogs utilized by guests with disabilities. All other animals are prohibited.

Guest Conduct

RWC is committed to providing a fun, entertaining, exciting, and safe environment for all of our guests. Guests interfering with the event or causing offense to other guests may be asked to leave the facility and maybe subject to prosecution.

Lake Claire

Services and Facilities

Pavilion 1

•  4 picnic tables (seats 24 comfortably)

•  1 grill

•  1 water fountain

Pavilion 2

- 6 picnic tables (seats 36 comfortably)

- 1 grill

- 1 water fountain

Boat House

- 4 canoes

- 3 kayaks

- 2 paddle boats

- Life jackets

Sand Volleyball

- Volleyballs

- Frisbees

Gazebo

Restroom Facilities

Lake Claire

- Large open lake for recreational use

- 4 benches facing lake

Policies and Procedures

•  No permanent alterations shall be made to the Lake Claire facility without discussion by the Outdoor Adventure Coordinator.

•  If any damages to the facility or its equipment occur during a reservation or student use, the user will be charged.

•  The use of life jackets is strongly encouraged by the RWC.

•  One life jacket per person is mandated to be present on each boat.

•  No life guards are present at the Lake Claire facility; users swim at their own risk.

•  Liability waivers must be signed by all boat users.

•  All Lake Claire equipment will be signed out using the standard forms, and presentation of UCF student ID card is required.

•  There is no alcohol permitted on the premises.

•  There are no pets permitted on the premises.

•  Motorized boats are prohibited.

•  Feeding wildlife at Lake Claire is not permitted.

•  Cars are not permitted to park on the grass.

Leisure Pool Complex 

1. Outside Pool Area (2 green spaces, restrooms, vending - 1000 person capacity)
2. Leisure Pool Area (2 green spaces (400 capacity, pool & deck, 2 locker rooms)
3. 4 Sand Volleyball Courts
4. 7 Tennis Courts

Pool Policies The Following Is NOT Permitted:

•  Running on pool deck

•  Diving

•  Flotation Devices

•  Alcohol and/or tobacco products

•  Food and/or drink on pool deck

•  Glass Containers

•  Spitting, blowing nose, or discharging bodily waste into pool

•  Shower before entering.

•  Proper/Appropriate swim attire must be worn.

•  Bathing Load: 141 persons

•  No Coolers

•  Pets are not permitted inside pool area, except for animals providing assistance to users with

disabilities.

•  Large or loose jewelry is prohibited in the pool. Lifeguards will determine the safety of any

questionable jewelry.

•  Thongs, transparent swimwear, or risky bathing suits are prohibited. Lifeguards will determine

the appropriateness of any questionable swimwear.

•  Personal sound devices permitted with headsets.

•  All amplifiers and sound equipment, if possible, shall be arranged so as to channel the sound

away from the outskirts of campus. Large scale events must direct sound into the center of

campus. Sound directed into the center of campus is still not permitted.

RWC Park

The 3 Intramural Turf Fields are designed for the following activities:

• Approved Sports activities
• Pedestrian foot traffic
• Physical activities (Running, Jogging, movement)

The following activities/usage are not permitted:

• Vehicle traffic other than Gators/Golf Carts designed for maintenance with pneumatic tires
• The placement of heavy static loads and storage materials such as drums, lumber, etc
• Placement of bleachers, garbage cans, or items without proper weight abatement underneath
• Unauthorized movement of goals by non RWC Park staff
• Fireworks, tobacco, cigarette, or any other open flames
• Golfing, shot putting, discus, or javelin throwing
• Use of metal cleats or long spike track shoes, or any cleat longer than 3/4 inch
• High pressure water spraying
• Bikes, skateboards, rollerblades, or motorized methods of transportation
• Placement of tent spikes into the ground
• Use of chairs with pointed legs
• All other items as stated by the RWC Park staff

The following items are prohibited on the Intramural Turf Fields:

• Tobacco products (smoking or chewing)
• Sunflower seeds
• Chewing Gum
• Pets
• Metal Cleats
• Food and open beverage containers (other than sealable water/sports drink containers)
• Glass containers
• Sharp objects