University of Chicago

Sport Club Facility Policies

The Associate Athletic Director for Recreation and Fitness will assist clubs in the usage of University athletic facilities using the following guidelines;

1. The Athletic Facilities Staff within the Department of Athletics & Recreation is responsible for the management and administration of all athletic facilities on campus.
2. All on-campus athletic facilities are supervised by Athletic Facilities Managers (AFMs) who perform all opening and closing procedures. These AFMs also administer any needed emergency safety procedures.
3. Facility reservation requests are to be submitted to the Associate Athletic Director for Recreation and Fitness for review and approval on a quarterly basis. After initial review, these requests will then be forwarded to the AFM in charge of scheduling for final approval.
4. Sport Clubs should only use the UChicago athletic facilities within normal operating hours.  If approved for use outside of these hours, clubs will be responsible for all applicable fees for such things as building supervision, custodial service, front desk staffing, etc.  The Associate Athletic Director for Recreation and Fitness, in conjunction with the Athletic Facilities Staff, will review all off-hour requests.  All applicable facility fees will be determined by the Athletic Facilities Staff.

Facility Reservation Requests

All areas needed for practices and contests will be made available, and must be scheduled, through the Associate Athletic Director for Recreation and Fitness.  Clubs must have approved facility reservations to formally use any University fields or buildings. It is recommended that all clubs have their UCIDs with them when they practice or compete.

The following athletic facilities may be reserved through the Associate Athletic Director for Recreation and Fitness. Please note, however, that final approval for some of these locations may, ultimately, come from outside organizations.

1. Indoor Facilities – Ratner Athletics Center, Henry Crown Field House, Lab School
2. Outdoor Facilities – Stagg Field, Campus South Field, Midway Plaisance, Washington Park, Jackson Park

The University has established the following facility scheduling priority list for its athletic facilities:

1. Varsity Sports
2. FitChicago Programming
3. Intramural Sports
4. Sport Clubs
5. Open Recreation
6. Special Programming

Facility Usage

Due to the relatively limited space available within the applicable facilities, not to mention the sheer number of internal groups utilizing these spaces, reservations may not always be possible. For this reason, clubs are encouraged to share facilities when needed.

Clubs are also encouraged to use good judgment when deciding to play or practice during inclement weather. Clubs that use outdoor facilities are also encouraged to schedule back-up indoor facilities for activities with the Associate Athletic Director for Recreation and Fitness.

Spikes, or other athletic shoes, that have collected dirt or that will mark or damage the floor should not be worn into any indoor facilities.

Locker Room Usage

Sport Clubs hosting approved events at the University of Chicago should request locker room facilities through the Associate Athletic Director for Recreation and Fitness, if needed.

Summer Recognition and Reservations

Sport Clubs wishing to operate over the Summer Quarter should notify the Associate Athletic Director for Recreation and Fitness.  Clubs may only be active during the Summer Quarter if all procedural requirements have been met, including the submission of applicable reservation forms, updated coach/instructor pass requests and the completion of Acceptance of Risk waivers for all new members.  All forms are to be submitted by the deadlines set forth by the Associate Athletic Director for Recreation and Fitness.

Facility Rental Fees

The rental fees for all UChicago athletic facilities will be waived for normal Sport Club activity (i.e. practices, competitions, etc.), but any “pass-through” fees for such extras as custodial services or building management may be the responsibility of the club.  To avoid surprise fees, all facility requests should be submitted to the Associate Athletic Director for Recreation and Fitness for review/approval.  Usage of non-UChicago athletic facilities, such as Chicago Park District fields, may have associated fees.  Proposed use of these locations should still be submitted to the Associate Athletic Director for Recreation and Fitness to ensure, amongst other things, the proper completion of permits and discounted University rates.