Campus Recreation

URI Student organizations/Clubs

URI Student organizations/clubs are required to submit an event form through the URI Student Involvement office prior to the Campus Recreation Facility Reservation Request Form.  The approved form/email must be attached to the request below.  This is mandatory for all URI student organizations/clubs. 

https://web.uri.edu/studentinvolvement/student-groups/event-planning/

Independent Student/Non Club/Non Student Organization

Independent URI Student/Non Club/Non Student Organization are required to submit an event form through the URI Student Involvement office prior to the Campus Recreation Facility Reservation Request Form.  The approved form/email must be attached to the request below.  This is mandatory for all URI student organizations/clubs. 

https://web.uri.edu/studentinvolvement/student-groups/event-planning/

URI Greek Life

URI Fraternities and Sororities are required to receive written/Email approval from Greek Life Student Engagement prior to this Campus Recreation Facility Reservation Request Form. The approved form/email must be attached to the request below.  This is mandatory for all URI student organizations/clubs. 

URI Academic Departments

URI Academic Departments are required to receive written/email approval from their department dean prior to this Campus Recreation Facility Reservation Request Form.  The approved form/email must be attached to the below request.

External Events (booked through Conference Services, fees apply):

The majority of attendees are external to the URI community of enrolled students and staff/faculty. External events may be booked by an external organization or an internal representative and all campus resources are booked through URI Conference Services based on the classifications below. Fees apply for facility use, services and labor and a contract and certificate of insurance or internal agreement and advanced deposit are required for booking.

External Non-Sponsored Event (standard facility fees):

Defined as an initiative of a private company, non-profit or individual. These events are not intended for the university community although may include some university participation. These events are paid for with non-university funds and are charged the standard facility rental rate*. All external events and conferences are charged the Conference Services Administrative Fee.

*Special considerations for external events:
Not-for-profit 501c3 RI organizations and RI State Government Agencies with approved affiliation to URI may be eligible to receive a discount to the standard facility fees of 25%** depending on the date and volume of booking.

For more information on URI Conference Services Click Here

Note: If this is your first time hosting your event or the first time it is being held at of our facilities/spaces, a Campus Recreational professional may be in contact with you to review additional information regarding the facility/space.

Due to the number of participants/attendees, this event is required to be registered with URI Public Safety. Pending further details, the fire department and police may be required at the event.

https://web.uri.edu/campusrec/hours-pages/

Note: If approved, you may be required to submit additional documentation (e.g., certificate of insurance, contracts, permits). All external vendors must be approved by the appropriate campus departments prior to the event.

Please Note the Following

• A submitted Facility Reservation Request form does not guarantee a confirmed booking.
• Approval of the request depends on priority scheduling, space availability, date(s) of the reservation request, scope and nature of the activity/event, and impact of existing programs.
• All requests must be received at least three weeks in advance to be considered. Requests within the three-week minimum lead time will be accepted.
• Requests are reviewed on a first-come, first-served basis.
• Online requests through EMS, email, or a phone call WILL NOT be accepted.
• The primary contact person will receive notification by email if the request is approved OR denied, along with reservation confirmation and agreement.
• Campus Recreation reserves the right to approve or deny any reservation requests.
• All approved events fall under the Department of Campus Recreation's policies and procedures: Department Policies Page

I have reviewed the information and understand the requirements. I acknowledge that I have completed this form, along with any additional forms requiring approval, accurately and completely.