Facility Rentals & Reservations
Reserve space with Recreation and Wellbeing!
Our goal is to assist you through the event planning process, help you navigate any campus or department policies and procedures, and ultimately provide your organization with the best possible event experience!
Two-week advanced notice is required to reserve space for all University-affiliated groups. Four-week advanced notice is required to reserve space for any external group to the University. The advanced notice is required to process paperwork and acquire the necessary approvals.
Please note – the primary purpose of RecWell facilities is to provide recreational opportunities to UIC students, faculty/staff, and members, while also extending a warm welcome to residents of the Chicagoland area who are seeking recreational options.
The Process
Please read these sections before completing a request to save time with the process.
Important Steps
Please familiarize yourself with the process and facility rental policies before submitting your request. Once a request has been submitted, a member of our staff will contact the event sponsor to clarify details, confirm availability, and provide additional instructions on how to fully confirm a reservation. Submitting a request does not guarantee availability or confirm a facility reservation. Requests are processed in the order in which they are received – you will be contacted within three business days of your request. In general, all of the following steps must be completed prior to a full reservation confirmation:
- Completion of facility reservation request form.
- Clarification of all event details, support services, and setup.
- Obtain all necessary event approvals.
- Sign facility reservation agreement or University contract.
- Payment of facility rental deposit, if applicable.
- Event walk-through with facility manager, if applicable. For more intricate rentals, an onsite walk-through may be required.
- Completion of all final reservation arrangements:
- Signed agreement or fully executed contract
- Method of final payment
- Participant list
- Setup details finalized
- Protection of Minors paperwork, if applicable.
Paperwork and Guidelines
- Two-week advanced notice is required to reserve space for all University-affiliated groups. Four-week advanced notice is required to reserve space for any external group to the University. The advanced notice is required to process paperwork and acquire the necessary approvals.
- External groups to the University will be required to obtain and submit a Certificate of Liability demonstrating liability coverage that indemnifies Campus Recreation, The University of Illinois at Chicago and The Board of Regents of the University of Illinois from liability for injuries and damages for the specific event.
- Four bookings may be reserved on the calendar at any given time. Additional booking(s) may be added after the first reservation has expired.
- Additional fees will be assessed for early opening or late closing beyond regular business hours.
- A non-refundable deposit may be required to reserve space.
- Reservations with a total invoice below $99.00 do not require a deposit.
- Reservations with a total invoice above $100.00 require a 25% deposit.
- *University departments are exempt from paying a deposit.
- Payment is required for the balance within the contract prior to accessing the facility. Should facility use or the number of attendees change throughout the event therefore adjusting the price, additional payment is required prior to leaving.
- Arrangements for final payment, entrance to the facility and other considerations must be made at least four business days prior to rental. Failure to meet this deadline may result in cancellation.
- Facility access will be permitted fifteen minutes before and after the rental. Access to space will be permitted for the reserved time only. Please include setup and strike times into your rental request.
- Decorations, hand-outs/flyers, and activities must be approved by RecWell staff during the reservation process. The following items are not permitted in any Recreation and Wellbeing facility: inflatables, glass containers, balloons, paint, silly string, glitter, sequence, stickers, tape (painters tape allowed).
- Food and beverage:
- All food must be store bought or delivered and must be maintained at the appropriate temperature.
- Storage and preparation of food on site is not allowed.
- Alcohol is not permitted in any Recreation and Wellbeing facility.
- Changes/Cancellation:
- Changes to a reservation must be made via email four days prior to the reservation. Changes requested within four days may result in a $25.00 fee. Changes will only be accommodated if resources allow. Examples of changes to a reservation include but not limited to: request for additional time/space, changes in anticipated participants that require a larger space or additional staff.
- Cancellations to a reservation must be made via email 14 days prior to the reservation for all indoor spaces. Cancellations to a reservation must be made via email 30 days prior to the reservation for all outdoor spaces. Cancellations made within respective indoor or outdoor time-frame may result in a 25% fee of the total invoice.
- Campus Recreation reserves the right to cancel a reservation due to but not limited to:
- failure to complete final reservation arrangements,
- inability to accommodate last minute changes to size and scope,
- inclement weather,
- not providing appropriate supervision,
- concerns for safety or security, or
- unforeseeable circumstances causing the space to be unavailable.
- Recreation and Wellbeing reserves the right to substitute a comparable recreation facility due to changes in availability or scope to reservation. Recreation and Wellbeing will make every effort to accommodate with similar space when changes are required.
- Indoor space is not accommodated in the event of inclement weather unless previously reserved during the reservation process.
Facility Rental Rates
All rates listed are hourly. Additional fees will apply for equipment, programs, and staff.
Student Recreation Facility
| Space | Student Organization | UIC Affiliate/ Department | Not-for-profit/ Recreation and Wellbeing members | Community |
|---|---|---|---|---|
| MAC Gymnasium (1/3-1/2) | $35 | $55 | $75 | $150 |
| MAC Gymnasium (whole) | $65 | $100 | $150 | $250 |
| MAC Suite | $35 | $55 | $75 | $150 |
| Multi-purpose Suite | $35 | $55 | $75 | $150 |
| Spin Suite | $35 | $55 | $75 | $150 |
| Mind/Body Suite | $35 | $55 | $75 | $150 |
| Meeting Room | $35 | $55 | $75 | $150 |
| 4-Court Gymnasium (per court) | $35 | $55 | $75 | $150 |
| Racquetball Court | $35 | $45 | $50 | $60 |
| Running Track (non-exclusive use) | $55 | $85 | $105 | $160 |
Outdoor Recreation Courts
| Space | Student Organization | UIC Affiliate/ Department | Not-for-profit/ Recreation and Wellbeing members | Community |
|---|---|---|---|---|
| Basketball Court (per court) | $60 | $80 | $125 | $190 |
| Doubles Tennis Court (per court) | $60 | $80 | $125 | $190 |
| Pickleball Court (per court) | $60 | $80 | $125 | $190 |
Sport & Fitness Center
| Space | Student Organization | UIC Affiliate/ Department | Not-for-profit/ Recreation and Wellbeing members | Community |
|---|---|---|---|---|
| Fitness Room 1 | $35 | $55 | $75 | $150 |
| Fitness Room 2/3 | $35 | $55 | $75 | $150 |
| Multi-purpose Room | $35 | $55 | $75 | $150 |
| Basketball Court (per court) | $35 | $55 | $75 | $150 |
| Racquetball Court | $35 | $45 | $50 | $60 |
| Lap Pool (per lane) | $35 | $45 | $50 | $60 |
| Lap Pool (six lanes) | $105 | $150 | $160 | $210 |
Outdoor Field Complex
| Space | Student Organization | UIC Affiliate/ Department | Not-for-profit/ Recreation and Wellbeing members | Community |
|---|---|---|---|---|
| West Field | $40 | $60 | $105 | $170 |
| East Field | $40 | $60 | $105 | $170 |
| Sand Volleyball Court (per court) | $35 | $55 | $75 | $150 |
| Sand Volleyball Court (three courts) | $90 | $140 | $190 | $380 |
Parties
Pool Parties
Our pool party rentals offer a fun and vibrant setting for birthdays and special events.
Climbing Wall Parties
Our climbing wall offers an adventurous setting perfect for birthday parties, team-building activities, and group outings.
Facility Rental Request Form
Contact
For more info or questions please contact Phil Marcinek at pmarcine@uic.edu.