Facility Reservations
How to make a facility reservation:
1. Check the rental fees to be sure they fit with your budget.
Facility Fees
All Registered Student Organizations (RSOs)
- $10 per booking (regardless of space - with the exception of Tennis and Pickleball Courts which are $3). If the length of your reservation is more than four hours, you will be charged hourly at the same rate.
VT Affiliates
- $10 per hour (regardless of space. Except tennis courts, which is $3 per hour)
Non VT Affiliates
- Exercise studio: $25 per hour
- Pool: $30 per hour
- Basketball Court: $25 per court per hour
- Artificial Turf: $30 per field per hour
- Tennis Court: $6 per court per hour
Staffing (per hour)
Additional staffing may be required depending on the needs of your reservation
Building Supervisor: $20
- Needed when reservation takes place outside of regular business hours
Housekeeper: $20
- Needed for events with large numbers of people. At the discretion of the operations team
Event Supervisor: $20
- Needed for events that require activities to be led
Group Ex or Small Group Training Coach: $25
- Reservations that use strength equipment or leading an exercise class
Lifeguards (x2): $40
- Needed for all reservations at the pool (up to 50 participants). Additional $20 per additional 25 participants
Turf Field Supervisor: $20
- Needed when reservation takes place on the outdoor fields
2. Check the availability of the space you want based on date, time, and location.
3. Before filling out the reservation request form, please review the following information:
- Due to a high volume of facility requests, all submissions must be made 14 days in advance (Meeting spaces are 5 business days)
- Please note that reservation requests requiring staffing must be submitted 10 business days in advance. This includes all turf field reservation requests and anytime a request is outside of normal facility hours.
- Registered Student Orgs (RSO's) will be charged an hourly rate if their reservation is longer than 4 hours.
- Studio Requests will not be accepted until 2 weeks prior to the semester starting. Due to a high volume of requests, we will only be allowing 2, 1.5-hour timeslots Monday - Thursday between the hours of 8 p.m. - 10:45 p.m. (6 p.m. - 8 p.m. is reserved for Rec Sports Fitness programming).
- For Roller Hockey Rink requests please email David Christian at dvd04240@vt.edu
- We do not book Rec Sports spaces as a rain location.
4. Fill out the reservation request form.
Reminder: A certificate of insurance is needed for:
- Events expecting 100 or more people in attendance
- Events involving food sales or consumption
- Events where alcohol is being served
- Events with minor participants
- Aquatic events
- Sports, exercise, or recreational activities where there is a potential for bodily injury.
5. Review the Reservation Manual for further details.
Reserve a space for an on-campus race:
Recreational Sports is the official reservation office for reserving space on campus for the purpose of races. We are here to support race directors/event coordinators to:
- Plan and design your event
- Reserve space for your event
- Rent equipment such as (include here)
- Guide you through the event planning process
For planning purposes, we request a minimum of 30 days notice for all race reservation requests. It is important to note that most routes will require Virginia Tech Police (VTPD) present for safety purposes. There is an associate cost for VTPD security and those will be shared during the reservation process and are determined by the route, number of road crossings which impacts the number of officers needed. All races will require a certificate of insurance with a $1M insurance policy.
Reservations can be requested for:
- Fall on Aug. 15
- Spring on Dec. 1
- Summer on April 1