Party outside of Ping Center
Facility Reservations
Facility Request Form

Facility Reservations

Thank you for your interest in Facility Reservations with Well-Being and Recreation. Please see the facility listings for specific details regarding pricing, availability, policies for each facility. 

If you have specific questions regarding reservations, you can email recreservations@ohio.edu

Our Facilities

Policies

All renters are required to abide by OHIO Well-Being and Recreation policies in addition to those listed below. 

General Policies
  • Completing the Facility Reservation Request Form does not guarantee use of the requested space
  • Requests must be made two-weeks in advance of the event
  • OHIO Recreation and Well-Being Reservations and Events will respond to you in 3-5 business days
  • Student Orgs may only request re-occurring reservations beginning on the 1st of the prior month
  • A signed rental agreement is required to utilize the space 
  • Space capacities may vary depending on event request 

Rental Fees

All spaces come as is. Any equipment, trash, custodial or additional resources are subject to charge

OHIO Student Organizations

  • There are no fees for standard reservations, but are subject to fees for rental equipment, custodial and additional staffing depending on event requests
  • Student Org events that involve community members or members outside of the student org or fundraising are subject to normal facility rental rates
  • Student orgs must be registered in Bobcat Connect to qualify for any discounts

Ohio University Departments and External Rentals

  • University departments will be charged for space, equipment, custodial and additional staffing are subject to fees depending on event request
  • University Departments must provide an internal billing number to qualify for university rates

External Instruction

OHIO Well-Being and Recreation follows a non-compete. The use of facilities for instruction/coaching (paid or voluntary) is prohibited. If instructors are found facilitating activities outside of programming organized by Ohio University Well-Being and Recreation, the group will be asked to end their activity and subject termination of future reservation request. 

Self Defense Classes: OUPD is the only permitted to facilitate self-defense classes in the Ping Center

Re-occurring Standing Reservations

Reoccurring reservations are only permitted on a one-month basis. Registered student organizations wanting to schedule a reoccurring weekly reservation can submit their requests beginning on the 1st of the prior month. Requests are considered on a first-come-first-serve basis and pending space availability 

  • Ex: Requests for Wednesdays, 7pm-8pm in November can be submitted October 1st. The same Wednesday requests for December can be submitted November 1st. 

Facility Access

Most OHIO Well-Being and Recreation buildings are access controlled facilities. Renters must have an access protocol in place for the event, including staffing at facility front desk or lobby for registration or check-in for admission to the event. If a staff is not provided event participants and spectators will be expected to pay the facility daily fee to access the facility.

Signage & Decor
  • Signage placement and decorations must be approved through the OHIO Recreation and Well-Being Reservation and Events team one week prior to reservation date. Contact recreservations@ohio.edu with questions regarding approved signage and decoration locations
  • Helium balloons are NOT and confetti of any material are permitted in the facility
  • Signage/décor may NOT to be hung on walls or windows. Tape on any surface is prohibited as it can be damaging to the paint/drywall and remove finish from the floors. Signage can be placed on easels (brought by customer) and can be placed in approved areas of the facility. (All signage must be approved by RecReservations@ohio.edu)

Food & Alcohol

Food: If served or offered, a permit is required from Ohio University, Environmental Health Services 14 days in advance of the event. http://www.ohio.edu/riskandsafety/ehs/sanitation/policy.htm

  • Signed permit must be provided to University Well-Being and Recreation Reservation staff at least one week in advance of the event. Food must be served in designated areas.
  • If total food purchase (food, napkins, warmers, etc.) exceeds $250.00 Ohio University Catering must provide food, per University
  • policy 47.015: https://www.ohio.edu/policy/47-015.html.
  • Any event serving food will be charged a service fee for custodial and trash. No concessions may be sold within University Recreation facilities unless prior written approval has been given by the University Well-Being and Recreation Department

Alcohol: To serve or provide alcohol, an "F" permit is REQUIRED from the State of Ohio 30 days in advance of the event. The request to serve alcohol must be approved by Well-Being Recreation professional staff. Contact the Reservations and Events team for required forms and contacts. If approved, beverages must be served in designated areas.

Reservation Cancelations
  • Notice must be provided in writing no less than seven (7) days in advance of the event date and confirmed by OHIO Well-Being and Recreation.
  • Renter is financially responsible for all related rental fees.
  • If the reservation is not cancelled seven (7) days in advance the renter will be responsible for 100% of the cost of all related space reservations in addition to event specific staffing and equipment fees already incurred.
  • Failure to show for a confirmed reservation will result in a no show fee of 100% of all related space reservations in addition to event specific staffing and equipment fees already incurred. 
  • All registered student organizations, University departments, and non-university renters are subject to this policy.

Reservation FAQs

General Reservation FAQs

How do I make a reservation?

To make a reservation, please fill out our Ohio University Well-Being and Recreation Facility and Event Request Form. To view our different locations available for reservations and learn more about specific policies, visit the Facility Reservations site.

If you have specific questions about the reservation process, reach out to the Campus Recreation Reservation Team at recreservations@ohio.edu. 

Where do I see what is available?

You can visit the Well-Being and Recreation Availability Calendar to see when all spaces are open or already reserved. The Availability Calendar is updated daily. If you'd like to look specifically at each space and their reservation options, you can visit the Facility Reservations site. 

Where can I view my reservations?

You can view your reservations on your DSE Online Dashboard, or in the DSE Rec Center app.

Viewing your reservations on the DSE Online dashboard: On the Well-Being and Recreation Availability Calendar site, log in at the top right of the screen. Below your name, click on the button, "My reservations." This will display a list of your reservations, filterable by space, date range, and status.

Viewing your reservations in the DSE Rec Center App: Tap "Modules" in the bottom bar on the screen. Then, tap the "Facility Reservations" block, which is the third block in the top row. Tapping "Facility Reservations" takes you to the website, where you can see the list of "My Reservations" with your reservations underneath the "Make Reservation" button.

If you have followed the steps above and cannot find your reservation in the DSE Rec Center app, please reach out to recreservations@ohio.edu.

How far out in advance should I make my reservation?

Generally, Campus Recreation Reservations prefers that all reservation requests are made at least 14 (fourteen) days in advance. This allows the Campus Recreation Reservations team ample time to coordinate between all related parties and make sure your group has everything you need. 

How do I sign my agreement?

All groups requesting reservations through Campus Recreation Reservations must sign the agreement associated with the space or program that they are requesting. 

Signing the agreement using the email from DSE Rec Center after reservation confirmation: In the email sent by DSE Rec Center, click the hyperlink to take you to the agreement. Sign into DSE Rec Center with your school account (for Ohio University associated groups) or your personal account (for non-Ohio University associated groups). If you are not associated with Ohio University, and do not want to make an account, please reach out to recreservations@ohio.edu to receive your agreement. Once signed in, you will be taken directly to the "Contract" page, where you can review your spaces, date(s), item(s), read the agreement, and check the box to say you agree to its contents. When you are ready, press "Accept" in the bottom right corner. While the agreement is unsigned, the "Status" will say "Pending." After accepting the agreement, the "Status" will say "Reserved," and the "Contracts" block will say "Complete."

Signing the agreement using the DSE Rec Center app: In the DSE Rec Center app, tap "Modules" in the bottom bar on the screen. Then, tap the "Facility Reservations" block, which is the third block in the top row. Tapping "Facility Reservations" takes you to the website, where you can see the list of "My Reservations" with your reservations underneath the "Make Reservation" button. In your reservation that you are trying to sign the agreement, tap "View." There, you will see your reservation with any possible reoccurrences. Scroll to the bottom to the "Contracts" block; if unsigned, the "Status" will say "Pending." Tap on "Details," beneath "Status." View your spaces, date(s), item(s), read the agreement, and check the box to confirm you agree its contents. When you are ready, press "Accept" in the bottom right corner. Afterwards, the "Status" in the "Contracts" block should say "Complete."

If you are not receiving emails from DSE Rec Center, or cannot find your reservation in the DSE Rec Center app, please reach out to recreservations@ohio.edu.

How and when do I pay?

Billing is processed on the 15th of the month following your reservation. 

Internal Groups such as student organizations, departments, and club sports pay through their University Account Number. You can locate this number by navigating to your organization's page on Bobcat Connect or contacting your advisor. 

External Groups such as community members/groups or any student wanting to reserve space through themselves (not a student organization) will receive an invoice from the Ohio University Bursar Office with instructions on how to pay online or where to submit a check payment. 

Where can I park?

Ohio University Transportation and Parking Services offers an online map for general on-campus parking. Other event parking options include:

Non-Guaranteed Parking: daily visitor permits, electronic visitor permits, evening & weekend parking (Dark Green & Purple lots)

Guaranteed parking: meter reservations, lot/space reservations (several options through Campus Recreation Reservations)

Please reach out to Campus Recreation Reservations at recreservations@ohio.edu for a full list of parking options and with any questions. 

Are all reservable areas accessible?

While we strive to make all spaces accessible via wheelchair, there are currently some areas that are accessible only by staircase. These spaces include the mezzanine space in Bird Arena, as well as the party room space located in the Aquatic Center. 

Are food and/or alcohol permitted at my reservation?

Food is allowed at reservations only if a group fills out the Food Permit form, provides the form to Campus Recreation Reservations, and follows instructions associated with the form. Additionally, any other relevant forms like the Alcohol Permit (discussed below) or the Catering Exemption Form (information and form provided, if necessary, by the Reservations team after receiving the reservation intake form) must be completed, provided to Campus Recreation Reservations, and all associated instructions must be followed.

Alcohol is allowed at reservations with proper permitting and by following strict policies. The administration of the alcohol policy on the Ohio University Campus is the responsibility of Event Services. The permit process is completed online by visiting https://com.ohio.gov/divisions-and-programs/liquor-control/ohio-permit-and-licensing and selecting the correct permit for your event. The application must be submitted at least 30 days prior to your event date. Common permits include the $40 F-Permit that allows beer sales, and the $150 F-2 Permit that allows beer, wine, and spirituous liquor sales. The permit must be supplied and posted on site during the event. Contact the Event Services team at Baker University Center by emailing Erin Wooten dunne1@ohio.edu or Tim Epley epley@ohio.edu with any permit or University alcohol policy questions. 

Not every area available to reserve through Campus Recreation Reservations allows food or alcohol throughout their entire sites. Please reach out to recreservations@ohio.edu with questions regarding any specific site to learn more about where/if food or alcohol are permitted. 

How do I reserve tennis or pickleball courts online?

Individuals can auto-book any tennis or pickleball court online on the Well-Being and Recreation Availability Calendar site for up to two hours for one tennis court/two pickleball courts. If a reservation will require more than two hours, or more than one tennis court/two pickleball courts, Campus Recreation Reservations should be contacted via the Ohio University Well-Being and Recreation Facility and Event Request Form.

To reserve a tennis or pickleball court for yourself or a small group, navigate to the Well-Being and Recreation Availability Calendar. Make sure you are logged into your DSE account on the top right of the screen. Under "Category," select "Golf and Tennis Center." In the pop-up, select your desired date, time, and court by left clicking in the labeled boxes. Check your reservation for accuracy, and press “Confirm.” To view your reservation, follow the steps above in Where can I view my Reservations?

Student-Specific Reservation FAQs

What do students pay for when making a reservation?

In general, students may reserve most spaces for free. A bill may only be associated with a reservation if that student requires an instructor for their event, or requests additional items not already encompassed in the space, such as tables and chairs, pickleball paddles, etc. Spaces like the indoor pickleball/tennis courts and golf simulators are reservable with a fee.

Although spaces themselves are generally free, what students pay for may depend on the space and if the building (such as Bird Ice Arena, the Aquatic Center, or Walter Fieldhouse) is being opened specifically for their group. Each reservation is reviewed on a case-by-case basis depending on the location and time of the reservation, and any items requested. 

Reach out to recreservations@ohio.edu or fill out the Ohio University Well-Being and Recreation Facility and Event Request Form, and the Campus Recreation Reservations team will process your request, answer any questions, or reach out to gather relevant details.

How are students billed for their reservations?

Billing is processed on the 15th of the month following your reservation.

Internal Groups such as student organizations, departments, and club sports pay through their University Account Number. You can locate this number by navigating to your organization's page on Bobcat Connect. Please note that even if there are no fees associated with a rental, we still require an account number to be associated with the reservation.

If students want to reserve a space through themselves (and not through a student organization), they will receive an invoice from the Ohio University Bursar Office with instructions on how to pay online or where to submit a check payment.