FAQ’s for Campus Recreation Reservations & Scheduling
1. When do I, as a student, need to reserve space in the Rec Center? When your student group or club is planning on coming into the Rec Center during any time and monopolizing a set space (like the studio’s, gyms, lobby, meeting rooms, or lounge) you need to reserve the space by filling out a request form and turning it in at least 2 weeks in advance to the time you desire the reservation.
2. What happens if I do not reserve the space and choose to use it anyways? If you do not have a proper reservation for the space desired and you still choose to come into the Rec Center, you must share that space with all other participants in the building. If the space is reserved already, you do not have rights to the space and must leave the area. If you choose to monopolize the area and “kick out” other participants the building supervisor will ask you to leave the Rec Center and you may be subject to suspension from further reservations.
3. What if I am a sport club, and do not have the specific dates for practice in a Rec Center room? Can I reserve the room for a large blanket of space and time? No, you cannot as a sport club or any other group reserve the space for blanket times and dates. Suggestion; before turning in your reservation request meet with your team and figure out dates and times for practice for the semester. There will be consequences for not showing up to reserved times without warning or cancellation.
4. Where can I find the reservations request forms? You can find these forms online at www.sonoma.edu/campusrec/reservations, at the Front Desk of Campus Rec, or in the Glacier Bay offices (upstairs of Campus Rec).
5. Where do I turn in my completed request forms? You can turn these forms in at the Front Desk of the Rec Center.
6. What is needed when filling out a request form? When filling out a request form please fill out all the information that is asked for. It is important that the Reservations & Scheduling Coordinator has as much information as possible when deciding the confirmation of a reservation. It is also important to be able to contact the person planning the event and turning in the form (so be sure to include the phone number and e-mail address for the contact person). All signatures are required when turning in a request form, without the required signatures your request will be sent back to you.
7. Where can I find my department or student group billing information and account signer? The information can be found by asking your department chair, or your club president. You can also contact the Reservations & Scheduling Coordinator who can help you find the information. Do not turn in a reservation request form without this signature.
8. When do I need my account signer signature? You need this signature for every request turned in. This does not mean the account will be charged, but if something is broken during your reservation or charges have to be made after the reservation for any reason this information is needed.
9. If I am an off campus group and want to reserve space within the Rec Center, what form do I need to fill out? Neither form. You need to contact Sonoma State’s Conferences Events and Catering office to set up your reservation. If you are not a student group chartered through CSLIS then you are an off campus group.
10. Where can I find more information on how to Reserve space with in the Rec Center? The Reservations & Scheduling Policy and Procedures can be found on the web page, www.sonoma.edu/campusrec/reservations. Here you can also find more information on what color form you need to fill out (yellow or blue).