HPER BUILDING: Facility/Equipment Reservation Forms
The health, physical education and recreation building houses many facilities that you can reserve. Please submit your facility reservation form at least 48 business hours prior to the event and time.
HPER Building Policies
Overview of Risk Management Policies
HPER Building- Facility Rental Agreement Policies
Concession & Vendor Guidelines
HPER Building Facility Reservation Form
HPER Building Equipment Reservation Form
HPER Building Liability Waiver
Birthday Party Participant Agreement
In order to rent HPER facilities, there are a few steps you must follow:
1. HPER Building Facility Reservation Form:
INSTRUCTIONS: Complete the front and back of the HPER Building Facility Reservation Form (listed above) as completely as possible. PLEASE SUBMIT ALL REQUESTS AT LEAST 48 BUSINESS HOURS PRIOR TO THE EVENT DATE/TIME. If you are requesting multiple rooms with different use times then write the days and/or times for each room in the space provided. Incomplete forms will not be processed. Please make sure to indicate what category pertains to your reservation request.
CANCELLATIONS: Cancellations must be made 48 (business) hours in advance. All reservations posted on the daily facility schedule will be invoiced. Please submit your cancellation in writing to the contact listed below.
DISCLAIMER: Participation in all activities in the HPER Building, at the University Recreation Sports Complex, or any program sponsored by the College of Education and Health Professions or the department of University Recreation, regardless of location, is voluntary on behalf of all participants. All participants acknowledge and agree that the University of Arkansas does not provide insurance for any of its activities and shall not be liable for any injuries that occur at any of these locations or any of its programs.
2. HPER Building Equipment Reservation Form:
If your event requires equipment, you must also fill out an equipment request form (listed above). All of the special event equipment fees are listed on the second page of the form.
DAMAGE TO FACILITIES/EQUIPMENT: Users must agree to clean up trash and spills that occur at the facilities. Any damage to the facility of its furnishings and/or equipment must be reported. The user will be responsible for costs of repair or replacement.
3. Confirmation E-mail:
You will receive a confirmation e-mail from UREC personnel with all the information you need for your event.
FEES: Fees may apply if:
- You are charging fees for your event – even if it is a charity event.
- You are representing a U of A department, Registered Student Organization, or other campus group and want to reserve space for conferences, meetings, or sporting events.
- You represent an EXTERNAL organization outside of the university.
4. Invoices/ Payments:
For University departments, events are invoiced after the last event date listed on the reservation. For events billed to university cost centers, the correct number needs to be on the original Facility Reservation form you submit. If you do not include a cost center number, your invoice will be sent to the address located on the back of your form.
***RSO'S, BIRTHDAY PARTIES, EXTERNAL ORGANIZATIONS AND GENERAL USE RESERVATIONS (STUDENTS, FACULTY/STAFF, UREC MEMBERS) MUST REMIT PAYMENT ON OR BEFORE THE EVENT DATE.***
Payments for these events are due at the UREC Main Office on or before the event date. Please make your payment during normal business hours Monday – Friday at the UREC Main Office (HPER 225, 2nd floor of HPER Building). Please ask to speak to a professional staff member. You may also pay via telephone with a major credit card, if that is more convenient (479-575-4646). If payment is not made in advance, access to the facility will not be granted.
HPER BUILDING: Facility Reservation Rates
RATES EFFECTIVE FOR ALL REQUESTS MADE AFTER JULY 1, 2012.
All rates are per hour and are not pro-rated. All rates are per room/ court/ gym/ table/ etc. For certain reservations, rates for supervision, equipment, and chemicals may apply and are in addition to room rental rates.
|Facility||University Organizations/Affiliates||Non-University Organizations|
|UREC Conference Room||$10.00||$30.00|
For more information on each facility and amenities available, please click here. Floor maps of the HPER Building are also listed below.
The Donna Axum Fitness Center, faculty lounge, and computer lab are not available for reservations.
Hallways and foyers are available for tabling to university-affiliated events and/or programs benefiting the overal mission of University Recreation and/or the Department of Health, Human Performance, and Recreation. Facility and equipment fees are waived. All tabling requests must be approved in writing prior to the event by the Assistant Director of Facility Operations.
Natatorium reservations and/or any special event with 200 or more estimated attendees require supervision.
All summer camps are billed at the non-university rates listed above.
All summer camps and programs will be assessed supervision fees during reservation times, especially those with reserved equipment.
A $15.00 chemical fee will be added for specialized uses such as ROTC drown-proofing and large swim meets or other activities which demand a high chemical use.
If an event is expected to have 500 or more people in attendance, if a security assessment is requested by a university official, or if, in the opinion of the organizer, the event might require security, the event may incur UAPD security costs. All security costs will be the responsibility of the sponsoring event/organization.
University facilities shall not be used by non-University groups nor organizations for private purposes, for the conduct of private business and/or to raise money for projects not connected with a University activity except as otherwise permitted by University policy.
NOTE: A supervision charge will be assessed for all events that require supervision by UREC staff. Please contact Brittany Acuff for employee event charges and/or room capacity questions.
**Pool Birthday Party Rates (Located in HPER 208, Level 2 of HPER):
All birthday parties are responsible for the staffing fee, in addition to the hourly rental fee. All parties under 50 people require two extra lifeguards on duty; with one additional lifeguard added per 25 additional guests over 50. Lifeguarding fees during normal hours of operation are $10.00/hr./lifeguard. During non-operational pool hours, rates are $14.00/hr./lifeguard.
|Students||$20.00/hr.||+ staffing fees|
|Faculty/ staff/ UREC members||$30.00/hr.||+ staffing fees|
**Climbing Wall Birthday Party Rates (Located in HPER Gym 1- 222, Level 2 of HPER):
A minimum of two hours are required to rent the climbing wall. Wall cannot be rented for a birthday party during climbing wall normal hours of operation. Rentals are based on availability of staff and space, it is recommended to request space at least two weeks prior to event. Basic rental fees include two climbing wall staff, climbing equipment, all necessary instruction, and use of climbing wall for two hours. The basic rental fee does not include the reservation of Gym 1, just the climbing wall area. To reserve Gym 1, please see gym facility rental rates. Tables and chairs are also an additional cost.
Participants must be at least 5 years of age and safely fit in a harness. Legal parents and guardians must read and sign waiver prior to birthday party. It is the responsibility of the birthday party host to collect and bring waivers to birthday party. Rental rates are based on 8-15 climbers. Please contact Jennifer Hazelrigs (email@example.com; 479-575-6834) for rental rates if your party has more than 15 attendees or if you would like to utilize the wall for more than two hours.
|Faculty/ staff/ UREC members||$125.00|
HPER BUILDING: Floor Plans:
UREC Sports Complex: Reservations
In order to make reservations for the UREC Sports Complex, please fill out the reservation form found here.
Please Note: You will need Adobe Acrobat Reader to view the forms on this page.
Upon completion, please return HPER Facility Reservation Forms to:
Assistant Director of Facility Operations
Fayetteville, AR 72701
Upon completion, please return UREC Outdoor Sports Complex Reservation Forms to:
Associate Director, Intramural Sports & Special Events
Fayetteville, AR 72701