Purdue University, Division of Recreational Sports Website

Rec Sports
Facility Rentals
Updated 11/19/14

Facility Rentals

The Division of Recreational Sports has a variety of space available to rent for Purdue student organizations, academic departments, alumni, and non-university affiliated groups. Facility reservations are on a first-come, first-serve basis. Groups should submit their request a minimum of 7–10 Business days in advance in order to receive full consideration. Scheduling will not be final until the Assistant Director: Reservations and Facilities Management or the Associate Director of Aquatics have confirmed your reservation.

Please follow instructions below to request space

  1. Review Rental Rates on the right hand side of this page.
  2. Request space by clicking on one of the following links:
  1. Login using PUID and full email address. If you do not have a PUID or Purdue email address, please contact Greg Boylan, Assistant Director of Reservations (gboylan@purdue.edu)
  2. Once logged in, Click on Reservations
  3. Choose the facility you want to reserve (if you want to reserve all three courts of one of our three court gymnasiums you have to reserve each court separately)
  4. Choose the time frame you want based on the time slots indicated as available and click “submit request” link
  5. Fill in all fields on the next page
  6. Click the “submit permit request” link
  7. Permit is then submitted for review. Current semester requests will be notified via email in 7–10 business days if your request is approved or denied. Future semester requests may require additional time for processing contingent on time of year.
  8. Click Print Permit Request Link. This will verify your request has been submitted.
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Purdue Affiliate Groups

Groups who are Current Students. Additionally, Purdue Student Organizations and Purdue Departments can also reserve space, but their rental must fall under their mission towards their involvement with Purdue University.

Purdue Affiliate Usage Information

  • All requests must be submitted via the Online Facility Request.

  • For best consideration please submit 7–10 Business days in advance.

  • DRS Staff will determine the viability of all requests. Every effort is made to ensure informal recreational space availability to membership.

  • Recognized student organizations must file a Dean of Students Office Event Planning Form.

  • Event Meeting with DRS Staff may be deemed necessary and if meeting is not arranged in a timely manner the reservation may be in jeopardy of being canceled.

  • Departments and organizations requesting space for non-university related activities may be charged the Non-University Rate and Insurance may be required.
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Non-University Groups

Groups who do not fall under “Purdue Affiliate” status. This can generally be described as a group holding an event not fulfilling a mission to Purdue University or affiliated with Purdue University.

Non-University Group Usage Information

  • For minimal consideration please submit 7–10 Business days in advance. It is strongly suggested Non-University Groups request space at least one month before the event for appropriate “University Agreement” (University Agreement) circulation for all appropriate signatures.

  • DRS Staff will determine the viability of all requests. Every effort is made to ensure informal recreational space availability to membership.

  • Event Meeting with DRS Staff no less than one week before the event date to ensure all logistics.

  • Depending on the scope of the event, a non-refundable deposit or full payment may be required at the time of reservation. This will be determined by DRS staff.

  • Criminal Background check of all people volunteering for the event.

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Insurance

Non-University Groups shall at all times maintain in force (i) worker's compensation insurance with limits complying with Indiana law, (ii) comprehensive general liability insurance (including product and completed operations coverage) with policy limits of at least $1,000,000 combined single limit per occurrence for bodily injury and property damage, and (iii) automobile liability insurance with policy limits of at least $1,000,000 combined single limit per occurrence for bodily injury and property damage. Upon request, User Group will provide to Purdue duly executed certificates of insurance evidencing these coverage's, together with satisfactory evidence of the payment of the premium thereon. Each certificate shall specify that the policy cannot be canceled without providing Purdue at least 30 days prior written notice, that Purdue is named as an additional insured, and that the insurer waives any subrogation rights against Purdue.

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Conference Rentals

Eligible participant-conferee will have seven options. Conferee will also have to cover the cost of the card if supplied by CoRec, which is currently $3.00.

  1. Daily admission fee of $7.00
  2. Conference pass of $1.00 per day for length of conference
  3. Monthly Pass (unlimited visits) of $40.00
  4. Weekend Pass (Friday-Saturday) of $12.00
  5. Weekly Pass (7 Days) of $20.00
  6. Twenty Visit Punch Pass $100.00
  7. Ten Visit Punch Pass $50.00

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Long Term Rentals

Defined as groups requesting multiple spaces over the duration of a semester and are returning groups every semester. May be eligible for a rental discount of up to 30%. DRS director will approve all discounts applied to rental groups.

Rain Site Location

If a group would like the option to hold a rain site, they will be charged the average of the outdoor space and the comparable indoor space.

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Rental Guidelines

General Facility Policies

  • The DRS reserves the right to alter staffing, regulate the continuation of participation, or cancel the event due to circumstances that may pose a hazard to the safety of the participants or to the condition of the facilities, including inclement weather. 
  • Participants must comply with Federal and State Law and Purdue University and DRS rules and regulations. Persons misusing equipment or non-compliant to safety rules or instruction will be asked to leave the facility.
  • Purdue University prohibits the possession, consumption or distribution of alcohol.
  • Smoking is prohibited except within designated areas on campus.
  • Cancellations must be received in writing. One week in advance for Purdue Affiliate Groups. One month for Non-University Groups. Reservations not canceled within these time frames are subject to non-refundable charges.
  • Any group expecting to reserve or rent facility space may be required to turn in an event plan along with all details including a diagram of the set-up.
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Group Representative

The representative for the group and event assumes responsibility for the adherence to the regulations and policies pertaining to Division of Recreational Sports Facility Reservations. They are also required to play an active role in the planning and supervision of the event and will assume financial responsibility for fees assessed for this event. The event sponsor (or his/her designee) will be on site throughout the reservation and will be held responsible for the conduct of all members of the group while using DRS facilities. This group representative needs to be present at the Event Meeting.

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Facility Access-Purdue Affiliate

  • General-Photo ID is required by all participants/spectators:
    • Students need to show Purdue University Student ID Card.
    • Facility Members need to show Purdue University ID Card (spouses/dependents-Conference Card).
    • Non-Students/Non-Members need to provide photo ID and be on the group roster. Spectators who are not members may purchase a non-sponsored $10.00 guest pass.
  • Specific-access requirements, based on group type is listed below:
    • Academic Class-Students MUST swipe Purdue University ID to gain access to facility; Class Instructors names must be provided to the facility contact in advance; Instructors must show Purdue University ID to Member Services Staff to gain entry into the facility.
    • Purdue Department-Roster of Attendees must be provided to the facility contact one week in advance; access limited to those on roster. Attendees must show picture ID to Member Services Staff to gain entry into the facility.
    • Sport Clubs (meetings/practice)-Roster of official members must be provided to the Assistant Director Reservations and Facilities Management; access limited to those on roster. Club Members who are PU Students must swipe in with PU ID.
    • Student Organizations-Roster of official members must be provided to the Assistant Director Reservations and Facilities Management; access limited to those on roster. Student Organization Members who are Purdue Students who have paid the fitness/wellness fee must swipe in with PU ID; Student Org Members who are not PU Students must purchase a day pass for each visit.
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Facility Access-Non-University Groups

  • General-Photo ID is required by all participants/spectators. Spectators who are not members may purchase a non-sponsored $10.00 guest pass.
  • Specific: Roster of Attendees must be provided to the Assistant Director of Reservations and Facilities Management 1 week in advance; access limited to those on roster. Attendees must show picture ID to Member Service staff to gain entry into the facility. Note: Large events may require a check-in table to be staffed for the event entry.
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Commercial Sponsorship

Commercial sponsorship and solicitation must be approved in advance. All vendors not affiliated with the organization must have separate rental contract with the DRS.

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Damages

The event sponsor will be held financially responsible for all lost, stolen or damaged equipment.

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Decorations, Signage and Marketing

All postings, field or floor markings must be approved in advance.

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Equipment

Equipment may only be reserved if the patron has a facility reservation (indoor, outdoor, or aquatic center). Any exceptions are under the discretion of the Assistant Director of Reservations and Facilities Management or Associate Director of Aquatics.

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Food/Beverages

http://www.housing.purdue.edu/Departments/FoodStores/faqs.html

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Outdoor Facilities

The Division of Recreational Sports reserves the right to cancel or alter any outdoor event due to inclement weather. Each group is expected to have a back-up plan in case event is canceled due to weather concerns.

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Parking

Parking is extremely limited. Any special parking requests need to be arranged through University parking. For more parking information, please call Purdue University Parking at 765-494-9494 or visit their website: http://www.purdue.edu/parking/

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Policy Exceptions

Any exceptions to this policy require the approval of the Assistant Director-Reservations & Facilities Management.

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Staffing

Staffing needs and associated costs will be determined by DRS staff.

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Still have questions?

If you have any problems, concerns or questions, please contact Greg Boylan-Assistant Director: Reservations and Facilities Management at gboylan@purdue.edu or call 765.494.3116. For Boilermaker Aquatic Center Reservations, please contact the Associate Director of Aquatics, David Fraseur at fraseur@purdue.edu or call 765.496.1346.

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