Requesting Space

Sport Clubs may request use of the Recreational Sports facilities for recurring events (practices) and special events (games, tournaments, clinics, etc.). As part of your organization's sponsorship, you are provided priority scheduling for RecSports spaces along with these other campus entities:

• RecSports Programs
  • Sport Clubs: 43 sponsored student organizations
  • Intramural Sports: Events, Leagues, Tournaments
  • Fitness & Wellness: Group Exercise Classes, Events, Personal Training
  • Outdoor Adventures: Events, Trip Meetings
  • Instructional: Training Sessions
  • Other: Facility Renovations, Maintenance, Staff Meetings, etc.
• Kinesiology & Health Education
• Theatre & Dance
• Intercollegiate Athletics

It is imperative to note: Sport Clubs must not publicize any recurring practices or special events in a RecSports space without RecSports approval. Requests are never guaranteed and should not be assumed to be held for your organization. Only share dates/times once confirmation from the University is received.

Facility Requests are submitted one semester prior to that of which is requested (ex. clubs will request Spring Semester hours in the Fall Semester). Generally, all recurring practice requests and "large-scale" special event requests must be submitted by that previous semester deadline as well. Smaller special events may be requested on a rolling basis, at least 6 to 8 weeks prior to the requested date. See the Paperwork Overview page for normal timelines.

Recurring Practice Requests

Submit RecSports Recurring Space Request

Practice Requests should be made by submitting the Facility Request Form via HornsLink. All practice requests will be reviewed by Sport Clubs Administration before submitting for final approval by the Facilities Office. These must be completed by the deadlines set forth in the paperwork overview. 

Limited facility space exists for athletic and physical activities. The faster the request is discussed with the staff and submitted, the better the chances are for approval of the requested facility. Since schedules are printed and distributed to many users of the facilities, it is very difficult to change a practice reservation once a semester has begun. Make sure that your request is what the club wants and needs before submitting.

Special Event Requests

Submit RecSports Special Event Space Request

Special Event Requests for RecSports spaces are typically made by submitting the request online through RS Internal Services. All special event requests will be reviewed by Sport Club staff before submitting for final approval by the Facilities Office.

The Sport Club Staff takes pride in our ability to assist in the planning of Special Events with your club. There will be certain areas in which we will work together to ensure your Special Event is planned in the most productive and organized manner. Please arrange to meet with staff several months prior to organize areas including:

• Duration of event
• Food permits
• Parking Permits (see below)
• Athletic Training needs
• Equipment/space needs
• Selling t-shirts and/or other apparel/equipment
• Accommodating spectators / Event Pass
• Providing proper information to RecSports Facilities Staff: The club may be asked to review and complete a facility sheet about their event that includes information about set-up, event logistics, and strike (tear-down). 

Any request made outside of regular practice hours is considered a Special Event. Special Event requests should be submitted according to the following schedule: Spring semester requests should be submitted in September, Summer semester requests should be submitted in November, Fall semester requests should be submitted in March. After that, requests will be accepted, but availability is limited. It may take 6 to 8 weeks before a facility reservation request can receive confirmation or denial.

Please keep in mind that the facilities are shared not only with other program areas within Recreational Sports, but also with the Department of Kinesiology and Health Education, Department of Theater and Dance and Intercollegiate Athletics. Also, all Sport Clubs compete for the same facility spaces.

Parking Accommodations Request

All parking spaces at UT-Austin are managed by Parking & Transportation Services. If you need parking accommodations for your event, speak with your primary Sport Club advisor and make plans at least 15 business days in advance. Ultimately, all parking requests must be submitted with the PTS Special Event online form. The most preferred parking option for events is the Garage Chaser Tickets; a form must be filled out by your advisor to complete this purchase. The club must submit a Purchase Request to receive account information needed to submit a request to Parking and Transportation Services. Method of payment will be an IDT (interdepartmental transfer). Parking Accommodations are not guaranteed and will come at a cost to your organization. This includes all parking spaces at Wright Whitaker Fields.

Reservation Cancellations

Any time a club has reserved a facility, it must be used. If the club cancels a practice, game or any reservation, the club representative(s) must contact the Sport Club Staff at least 48 hours before the reservation is in effect. Failure to use a reserved area may result in financial penalties and jeopardizes the club's ability to reserve facilities for future use. Clubs are responsible for set-up and cleanup of all sites.

Non-RecSports Space

Sport Clubs that utilize space off campus may be subject to purchasing policies that require a service agreement/contract. Those clubs must submit the Non-RecSports Facilities Info Form each semester.

If you are looking for space on campus but not with RecSports, there are lots of options with Student Activities and University Unions. General purpose classrooms on campus may be reserved by submitting a Room Application Form to the Student Activities Office.