Sport Clubs: Other Facilities


Approval of Other Campus Facilities

Any non-athletic facility reservations need to be initially requested through the Director of Intramurals, Recreation and Sport Clubs and may be contingent upon an evaluation of the condition, close proximity to emergency care, existence of an emergency action plan, etc. of these facilities.  The coach, an officer, captain or advisor – and in some instances, an approved building supervisor – must be present to supervise club members at practices. Due to the demand for activity spaces throughout campus, it is advisable to submit requests for all "other" facilities as early as possible.

Ida Noyes Hall

Ida Noyes Hall, located at 1212 E. 59th Street, is an 82,000 square foot facility originally designed to be a women's gymnasium and social center at the University of Chicago. Over the years, the facility has undergone modest changes and has hosted many events, large and small, for the University community. The central goal of Ida Noyes Hall (INH) is to provide facilities and services to student organizations and university departments.  Each year, Ida Noyes Hall hosts a variety of RSO activities, department events, corporate recruiting sessions, parties, and special events.

To Reserve Space:
Reservations for Ida Noyes Hall can be made either through ORCSA's scheduling website, or by email to idasched@lists.uchicago.edu. Hard copies of the reservation forms are also available in INH 106.

Requests for RSO weekly meeting are scheduled one quarter in advance through the Room Lottery. Organizations can request space up to one year in advance for special events.

Groups with questions about the use of space in Ida Noyes Hall should contact their ORCSA advisor or the Ida Noyes Scheduling Office via e-mail (idasched@lists.uchicago.edu) or phone (773) 702-3418 during office hours, M-F 9am-5pm.

Bartlett Hall

Located at 5640 S. University Ave., Bartlett Hall, originally a gymnasium, offers a unique ambiance.  Bartlett Hall is home to one of the best dining halls on campus. Located on the second floor, it offers a variety of different foods prepared fresh and often to taste. The Maroon Mart, a small convenience store, is located on the first floor of the building as well.

To Reserve Space: 
Reservations for Bartlett Hall can be made by filling out the online reservation request form. Reservation forms are also available in RC 003A.

Regularly held meetings can be scheduled one quarter in advance through the Room Lottery and organizations can request space up to one year in advance for special events.

Groups with questions about the use of space in the Bartlett Hall should contact their ORCSA advisor or the Reynolds Club Scheduling Office via e-mail (rcsched@listhost.uchicago.edu) or phone (773) 834-0858 during office hours, 9:00 a.m. to 5:00 p.m.


Reynolds Club

The Reynolds Club, located at 5706 S. University Ave., is the University's primary student center and is often thought of as the hub of student life. The building offers a variety of dining options, as well as performance spaces and meeting rooms to be reserved for students free of charge.

Sport Clubs can find most resources in the Reynolds Club: computer kiosks, ORCSA Financial Offices (RC006), RSO lockers, and the Student Activities Center (RC001). For more information on how to use these resources, contact your ORCSA advisor.

To Reserve Space:
Reservations for the Reynolds Club can be made by filling out the online reservation request form.  Hard copies of the reservation forms are available in RC 003A.

Regularly held meetings can be scheduled one quarter in advance through the Room Lottery and organizations can request space up to one year in advance for special events.

Groups with questions about the use of space in the Reynolds Club should contact their ORCSA advisor or the Reynolds Club Scheduling Office via e-mail (rcsched@listhost.uchicago.edu) or phone 773-834-0858 during office hours, 9:00 a.m. to 5:00 p.m.


The Room Lottery

In order to distribute the rooms in the Reynolds Club, Bartlett Hall, Ida Noyes Hall as well as classrooms in Harper and Stuart in a fair manner for regularly scheduled meetings, a lottery is held at the end of each quarter to schedule events for the upcoming quarter. Summer and Fall requests are both submitted in the Spring Quarter Lottery.

How do I enter the Lottery?
Turn in a request form (available the week of the lottery in RC 001 and RC 003A or in INH 106) detailing your intended meeting dates and times, as well as your preferred rooms. Lottery requests may be submitted during business hours of 8th week, and they are always due at 5pm on Friday of 8th week. Results are posted approximately one week later in INH 106, RC 003A, and RC 001.

What if I have multiple room requests?
If your organization meets more than once a week, you must fill out a separate request form for each day that you intend to meet (e.g., one form for Monday meetings, another for Wednesday meetings). Organizations may not meet more than three times per week. If your organization has two kinds of regularly scheduled meetings (e.g., executive committee meetings and large group meetings), you must fill out a separate request form for each type of meeting. Finally, if you turn in multiple requests, you must prioritize them (e.g., Monday meetings are a higher priority than Wednesday meetings).

What happens to my request after I submit it?
First, we divide the requests into multiple lotteries in order to accommodate multiple requests from many groups. For instance, if you turn in a request for Monday night meetings and a request for Wednesday night meetings, your two requests will be entered into separate lotteries according to the priority that you assign them. If Monday is your highest priority request, it will be put in Round I; your Wednesday request will be in Round II. If you only turn in one request, it will be part of Round I. Next, requests are picked at random and assigned a number. We post the results of these drawings immediately after they occur. The scheduling staff then records requests on our calendar in the order in which they are picked. Round I entries are recorded first, followed by Round II entries, and so on. After checking over all requests a final time to insure that there are no conflicts, our staff signs your request. This process takes time, so we ask for your patience. You will be notified once your request has been approved, usually by email. A copy of your confirmation will be emailed to you; be sure to read it carefully.

What if I have a special once-a-year event that I'd like to book early?
If your organization is planning a special event that occurs only once a year, you don't need to wait until lottery time to make a reservation: we take reservations for special events up to a year in advance. However, please note:

  • If your organization is having a once-a-year performance for which you need rehearsal space, we can reserve only the performance date - we cannot reserve your rehearsal dates before the lottery. You should enter your rehearsal requests into the lottery the quarter before you plan to start practicing.
  • We are unable to reserve several dates for a single event while you are deciding on a date. Please make reservations only if you plan to keep them. This helps us control the possible abuse of our year-in-advance reservation policy.

 

If you have any questions, please talk with your advisor or contact either the Reynolds Club Scheduling Office (773) 834-0858 or the Scheduling Office at Ida Noyes Hall (773) 702-3418.