Facility Reservations

The below form must be completed NO LATER THAN 14 DAYS PRIOR TO THE SCHEDULED EVENT. Please note that the completion of this  form does not guarantee approval. Final approval will be indicated via email confirmation. Questions concerning applications may be directed to  Recreation Services staff at 294-4980, or via e-mail to darrows@iastate.edu.

If you are a Sport Club reserving a facility for an event, do NOT use this form! Instead, enter your request into the Event Authorization System at https://events-stuorg.sws.iastate.edu/ and you will then be notified if your facility is reserved.

Facility Reservation Form

Aquatics Reservation Forn

Facility Reservation Review Dates: Advance requests normally will not be considered until 3 weeks prior to the start of each semester. Requests must be made at least 14 days prior to the event request date. Requests will be acted upon based upon priority scheduling, availability and date of request. Confirmations/Denials will be sent via e-mail.

Priority Scheduling: Reservations are based upon the following order: 1)Intramurals, 2) Sport Clubs, 3) Campus Organizations, 4) University Affiliations, 5) Off-Campus Groups.

Availability: Facilities are open for use on a scheduled basis during facility open hours.  Please view our homepage for the latest operating hours.  Due to limited facilities, all requests cannot be accommodated. Recreation Services reserves the right to modify or cancel all scheduled events.

Equipment: A limited inventory of sports equipment is available at the Outdoor Recreation Program, located in 0180 State Gym (Phone: 294-8200). A nominal fee is required to check out equipment, which can be reserved up to 30 days in advance. An ISU card is required for equipment rental.

Setup and Cleanup: All setup of facilities will be scheduled and accomplished by the applicant during rental agreement hours and will be arranged with the Assistant Director of Facilities. No equipment shall be removed from the facility. All cleanup not completed by the user will be completed by the university and these costs charged to the user. Please clean up any trash during and at the end of your event.

Prohibitions: Food and gum are not allowed in the gymnasium and pool facilities and drinks must be in resealable containers. Clean gymnasium shoes are required to protect the wood floors. Street shoes or shoes that mark or damage the floors are not allowed. No rollerblades, skateboards or other similar items are allowed in the facilities. The sale or consumption of alcohol and use of tobacco products/smoking is expressly prohibited.

Outdoor Fields: Field preparation or field lining by Recreation Services employees requires a fee and payment by the applicant. If it is necessary for the applicant to have this done, please contact the Assistant Director of Facilities to determine how to make these arrangements. The applicant shall not alter the fields in any way without first receiving approval. No vehicles, other than university service vehicles, are allowed on University fields. Service vehicles (i.e. Deliveries or concession equipment) shall be allowed access to specific areas as necessary to perform their service function with Facilities Planning and Management prior approval.

INCLEMENT WEATHER CANCELLATIONS MAY BE MADE AT ANY TIME BY RECREATION SERVICES STAFF.

Certificate of Insurance: All individuals and groups not affiliated with Iowa State University wishing to utilize indoor facilities and outdoor recreational fields must provide a Certificate of Insurance. Questions concerning insurance coverage and requirements may be directed to University Risk Management, 515-294-5315.