Latest information on operational modifications for fall 2021 Roadrunner Roadmap

Facility Reservation

Campus Recreation facilities and resources are available to rent for your organization's events and needs.

Room and event reservations may be requested by (Click the link below that most closely describes your organization):

UTSA Departments and Registered Student Organizations
UTSA Joint Sponsored Groups
Non-UTSA Groups

Individual Students
Current UTSA students, not hosting an event as a Registered Student Organization, may only request space with Campus Recreation as a Special Use Event (fees apply).

Use the Quick Reference guide below for room usage options.

Quick Reference Guide (Room Information)

Terms and Conditions

Please read Campus Rec Terms and Conditions for use of space.

UTSA Campus Rec Terms and Conditions

Facility Request Restrictions

  • Campus Rec will only process space requests for recreation/wellness activity type events.
  • Campus Rec does not provide general meeting space to Registered Student Organizations. For general meeting space, please contact UTSA Events Management and Conference Services (EMCS) at 210.458.4155 or EMCSevents@utsa.edu for accommodations.
  • Studio spaces may only be requested for one day per week for up to two hours.
  • Campus Rec does not provide space for group fitness events that are not led by Campus Recreation staff.
  • Campus Rec does not provide space to groups for the purpose of practice for Intramural Sports.
  • Campus Rec does not assign space to Registered Student Organizations when classes are not in session nor during study or finals dates. 

Scheduling Dates

While you may submit your space request prior to the upcoming semester, the request will not be processed prior to Campus Recreation programs being scheduled for the semester. Reservation requests will be handled on a first-come, first-served basis. Space requests will be reviewed after the following date each semester.

  • Fall Semester – July 15
  • Spring Semester – December 15
  • Summer Semester – April 15

 


Submit a Space Request

Prior to making your request:

  • Read over our Quick Reference Guide above to understand what type of spaces we have available.
  • Read over the pertinent Facility and Resource Fees document above.
  • Read over Request Restrictions above.

UTSA Departments, Offices, and Registered Student Organizations:

  • Make your request with enough lead-time. It normally takes five (5) business days to review and approve space requests.  Major events as defined by UTSA HOP 9.50 may extend turnaround time.
  • Reserve space by utilizing RowdyLink to browse, reserve, and submit event details.
  • Registered Student Organizations Note: An Authorized Representative listed on your organizations RowdyLink page must make the request on behalf of the organization. Student organizations are allowed up to three (3) Authorized Representatives who may book space on behalf for the organization.   
  • Login to RowdyLink using your UTSA ID and complete the Event Request Form.
  • For instructions on how to complete the form, visit the resources website*If you do not yet have a department/organization page on RowdyLink, fill out a request form to create a page.
  • Once your event submission is reviewed, the space secured, and event is approved, you will receive a confirmation email. 
    • It will be sent electronically to the email address setup with your RowdyLink account.
    • Please read the attached reservation carefully so that you are aware of your event space, room access time, any special requirements and/or any dates where we were unable to locate space for your event.
    • Your event reservation is not confirmed until you receive this confirmation of reservation notice.

Non-UTSA Organizations (Special Use Events):

  • The event request process has two steps.  First, you must secure your event space.  Second, you will submit the details of the event for university review and final approval.
  • Make your request with enough lead-time. It normally takes five (5) business days to review space requests and another five (5) business to review event details submissions. Major events as defined by UTSA HOP 9.50 may extend turnaround time.
  • Requests for event space are made using the Visitor and Guest Space Request Form
  • Once your request for space has been reviewed and the space secured, you will receive a tentative confirmation with instructions on how to submit the details of your event for university review and approval.
    • It will be sent electronically to the email address you provide in your request form.
    • It will contain a reference number you will use when submit the details of the event.
    • The event details form you will be provided must be filled out completely. If any part is incomplete, the review process may be slowed. Be as detailed as possible when describing your event.  Please make sure all information is correct before you submit.
  • Final confirmation of your event reservation will come once your event details are reviewed and approved.
    • It will be sent electronically to the email address you provided and state Confirmed.
    • Your event reservation is not confirmed until you receive this confirmation of reservation notice.

When your event is confirmed:

  • Confirm payment for any rental and/or resource fees. Fees are additional in events that:
    • Occur outside of regular facility operation hours.
    • Include an admission (enrollment fees, registration fees, admission fees, monetary donation, etc.).
  • All applicable fees must be paid to UTSA Campus Recreation or payment arrangements must be confirmed prior to the event.
  • Have a great event!