Requesting Space

Sport Clubs may request use of the Recreational Sports facilities for recurring events (practices) and special events (games, tournaments, clinics, etc.). As part of your organization's sponsorship, you are provided priority scheduling for RecSports spaces along with these other campus entities:

• RecSports: Intramural Sports, Fitness & Wellness, Outdoor Adventures, Instructional, Facility Renovations, Maintenance, Staff Meetings, etc.

• Kinesiology & Health Education

• Theatre & Dance

• Intercollegiate Athletics

Sport Clubs must not publicize any recurring practices or special events in a RecSports space without RecSports approval. Requests are never guaranteed and should not be assumed to be held for your organization. Only share dates/times once confirmation from the University is received.

Facility Requests are submitted one semester in advance (e.g., clubs will request Spring Semester hours in the Fall Semester) via a process referred to as PAFAC. Generally, all recurring practice requests and "large-scale" special event requests must be submitted by the PAFAC Deadline. Smaller special events may be requested on a rolling basis, at least 6 to 8 weeks prior to the requested date. See the Paperwork Overview page for normal timelines.

Recurring Practice Requests

Practice Requests should be made by submitting the Facility Request Form via the link above. All practice requests will be reviewed by Sport Clubs Administration before submitting for final approval by the Facilities Office. These must be completed by the deadlines set forth in the paperwork overview. 

Special Event Requests

Special Event Requests for RecSports spaces are made by submitting the request online through RS Internal Services. All special event requests will be reviewed by Sport Club staff before submitting for final approval by the Facilities Office.

 Please arrange to meet with staff several months prior to organize areas including:

• Duration of event including any set-up needs

• Food Permits

• Parking Permits

• Athletic Training

• Equipment/space needs

• Selling t-shirts and/or other apparel/equipment

• Accommodating spectators / Event Pass

• Providing proper information to RecSports Facilities Staff: The club may be asked to review and complete a facility sheet about their event that includes information about set-up, event logistics, and strike (tear-down). 

Any request made outside of regular practice hours OR if a practice needs to be converted to an event to allow guest is considered a Special Event. Special Event requests should be submitted according to the following schedule: Spring semester requests should be submitted in September, Summer semester requests should be submitted in November, Fall semester requests should be submitted in March.

Parking Accommodations Request

All parking spaces at UT-Austin are managed by Parking & Transportation Services. If you need parking accommodations for your event, speak with your primary Sport Club advisor. Ultimately, all parking requests must be submitted with the PTS Special Event online form by your Sport Club Advisor. The preferred parking option for events near a garage is through Garage Chaser Tickets; a form must be filled out by your advisor to complete this purchase. Parking Accommodations are not guaranteed and will come at a cost to your organization. This includes all parking spaces at Wright Whitaker Fields.

Reservation Cancellations

Any time a club has reserved a facility, it must be used. If the club cancels a practice, game or any reservation, the club representative(s) must contact the Sport Club Staff at least 48 hours before the reservation is in effect. Failure to use a reserved area may result in financial penalties and jeopardizes the club's ability to reserve facilities for future use. Clubs are responsible for set-up and cleanup of all sites.

Non-RecSports Space

Clubs that practice off-campus must submit the Practice Request Form each semester. If you are looking for space on campus, but not with RecSports, please reach out to those units directly. Clubs commonly work with Student Organizations and University Unions. General purpose classrooms on campus may be reserved by submitting a Room Application Form to the Student Organizations Office.