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Reserving and Renting University Recreation & Wellness Facilities

Please note:  We now require all student organizations and university departments to use our online reservation system, Virtual EMS.  To get started, new users must request an account on the Virtual EMS website.  Accounts will typically be created within 2 business days and users will be notified with their log-in information via e-mail.  Once your account is created, you will be able to request space, browse schedules, view information about facilities, and view past requests made online using the system.  (If you are not currently a UMD faculty, staff, or student, you will not need to create an account and you may request space by using the Non-UMD User form in Virtual EMS.)  

To check the availability of a space or informally discuss potential events, organizations and departments may call the University Recreation & Wellness (RecWell) Coordinator for Facility Scheduling at (301) 226-4404.

Organizations who are ready to formally begin the reservation process for a RecWell-managed facility should submit a request online using the Virtual EMS Online Reservation System. Reservation requests should be submitted as early as possible, and no less than 2 weeks prior to the requested event date. Requests submitted less than 14 business days in advance usually cannot be accommodated, regardless of facility availability.

Submitting a request does not guarantee availability or confirm a facility reservation. Once a request has been submitted, a RecWell facility scheduling representative will contact the requesting group to clarify details, confirm availability, discuss pricing, and provide additional instructions for fully confirming a reservation. Requests are processed in the order in which they are received – you will be contacted within 3-4 business days of your request. In general, all of the following steps must be completed prior to a full reservation confirmation:

  • Submit a request online using the Virtual EMS Online Reservation System
  • Clarify all event details, support services, and set-up
  • Complete facility reservation agreement, if applicable
  • Pay facility rental deposit, if applicable
  • Obtain all necessary event approvals and submit any required documentation
  • Complete an event walk-through meeting with the facility manager

Our goal is to assist you through the event planning process, help you navigate any campus or facility policies and procedures, and ultimately provide your organization with the best possible event experience!


Reservation requests should be submitted as early as possible, and no less than 2 weeks in advance of the requested event date. Requests submitted less than 14 business days in advance usually cannot be accommodated, regardless of facility availability.

Due to the nature of our internal programs and other campus priorities that we host, University Recreation & Wellness (RecWell) takes facility reservations on a semester-by-semester basis. Our facility reservations processes open each year as follows:

  • Winter term reservations: First business day in December
  • Spring semester reservations: First business day in December
  • Summer term reservations: First business day in April
  • Fall semester reservations: First business day in July

Except in very rare circumstances, RecWell does not rent or reserve any facilities during study, final exam, or commencement days of any semester or term. We will absolutely not reserve these dates for events hosted by student organizations.


A typical reservation timeline would proceed as follows:

  • At least 3-4 weeks prior to event date: Reservation request submitted
  • At least 2-3 weeks prior to event date: Reservation agreement completed
  • 10 business days prior to event: Rental deposit paid, all approvals obtained, all known services and furnishings/equipment ordered, and event walk-through scheduled
  • One week prior to event: Event walk-through completed and any additional services or equipment ordered
  • Day of event: Have a great event!
  • 2-3 weeks after event: Final event invoice sent to organization
  • 30 days after invoice date: Final payment due in full

Special events and reservations in University Recreation & Wellness (RecWell) facilities follow the same general event management policies as all other facilities on campus. For specific information regarding campus-wide policies, please refer to the Stamp

Event Management Handbook.

Additionally, many RecWell facilities have internal policies that differ from, or are more restrictive, than campus-wide policies, due to the nature of our facilities. If you have any questions about campus or RecWell facility and event policies, please call the RecWell Coordinator for Facility Scheduling at (301) 226-4404.

You can now pay your RecWell Reservation Deposit and/or Invoice with a credit or debit card by clicking on the link below and following the payment steps.

 

University Recreation and Wellness Online Reservation Payment


Rental Contact

Please direct all facility rental questions to recwellreservations@umd.edu or (301) 226-4404.  All formal requests should be submitted using Virtual EMS.


Virtual EMS - Facility Reservation Request

Important Dates

The RecWell facility reservation request process opens each year as follows:
Winter term reservations

   First business day in December
Spring semester reservations
  
First business day in December
Summer term reservations
   First business day in April
Fall semester reservations
   First business day in July