1. A facility reservation contract must be completed at least two weeks prior to the event. It is recommended that outside groups begin communication with the department no less than one month prior to the event. This contract will contain information specific to the event. The contract must be signed by the appropriate administrative authority and submitted by the indicated date.

2. The following information is required for a facility reservation:

• Name, address, phone number, Banner ID, and mailing address.
• Name of group or organization.
• Name of event.
• Description of event.
• Area(s) desired.
• Date(s) of event.
• Time of event (set-up time/start time/end time/tear down time).
• Estimated attendance? Is the event open to the community or is it a University event?
• Will food and beverages be served?

3. All facility requests will be reviewed within a reasonable period.

4. Once a contract is confirmed, a copy will be provided to the requestor.

5. The contract must be provided upon request at the site.

6. Planning meetings between the event organizers and the CRW Staff may be required.

7. A manager/supervisor may be assigned to the event based on the nature and scope of activities planned. In the absence of an assigned manager, the person requesting the reservation will be responsible for the security and safety of participants and spectators by adhering to the safety considerations expressed in the facility policies and procedures. These items specifically relate to inclement weather, including lightning, as well as unsuitable field conditions. Dialing 911 can immediately contact campus or city police.

	2 Hours	4 Hours	8 Hours	Lights
Students/Student Organizations	$0	$0	$0	$10/hr
University Affiliates	$10	$20	$30	$10/hr
Sponsored Programs	$20	$40	$60	$10/hr
Non-Affiliate Not for Profit	$25	$50	$80	$10/hr
Non-Affiliate for Profit	$30	$60	$120	$10/hr

A two-hour minimum is required.

$30.00 minimum set-up fee is charged per field for painting/preparation. Additional fees may be assessed based on special equipment needs such as trash disposal and reservations of more than eight hours.

$10.00 is charged per hour per field for use of lights.

All night events are subject to prior departmental approval.

Student- Any person currently enrolled at East Carolina University.

Faculty and Staff- Any person that is considered to be an employee and is compensated via the University payroll system.

Retired Faculty or Staff- Employees of the University who meet the retirement criteria as established by the Office of State Personnel.

Alumni- Individuals who have graduated from East Carolina University.

Student Clubs and Organizations- Organizations comprised of East Carolina University students and registered with the Student Organization Center.

University Affiliated Organizations- Include all official University committees, special committees, groups, and task forces supported directly by the University, one of its affiliated Foundations, and the East Carolina University Alumni Association. This may include athletic or academic camps, and state, regional or national events.

Co-Sponsored Non-University Affiliated Organizations- Educational, community, or charitable organizations sponsoring an educational, governmental, or charitable program co-sponsored by a University department, division of the University, or University affiliated organization with a logical relationship to the sponsored program.

Non-University Affiliated Organizations- Include all groups or organizations that are not directly supported by the University or that are not registered student organizations, even though some of the members or participants may be University personnel or students.

1. Programs and services provided by CRW will have first priority. These programs include Adapted Recreation, Adventure, Club Sports, Fitness, Intramural Sports, Lifestyle Enhancement, Wellness, and Youth and Family.

2. Health and Human Performance Academic classes will have second priority. It will be the responsibility of these departments to coordinate with CRW for the use of the fields on a semester basis. The departments will be responsible for any equipment set up/take down and for any special repairs and/or maintenance needs due to their use of the fields.

3. Student organizations, registered with the Student Organization Center, will have third priority. No charges will be assessed unless the activity requires labor or materials related to special set up/take down, lights, or personnel supervision.

4. University affiliates (groups/individuals) will have fourth priority. This includes groups or individuals who work at the University and whose activity relates to the mission of ECU. This would include athletic and academic classes and camps. Fees will be assessed.

5. Outside groups not affiliated with the University will have fifth priority. This would include any profit and/or non-profit group/individuals not affiliated with the University. Fees will be assessed. Assignment of fields is at the discretion of CRW.

The North Recreational Complex is designed to provide limited access to the community. Passive recreation activities including sunbathing, fishing and cook-outs will be available to the public as well as the use of established walking trails. These activities will be available at no charge. Other activities, including boating, sand volleyball, and sport field use will be available through program registration and/or field reservation. General CRW policies for program registration/reserved facility use will apply and specific costs may be associated with these activities.