Established: August 30, 1965
Last updated: August 10, 1997
Physical recreation facilities include the Physical Activities Complex, the Columbia Ice and Playing Fields, the Columbia Recreational Complex, and the Waterloo Tennis Club. Their primary use is for physical activity of athletic and recreational natures. The facilities are administered by the Department of Athletics & Recreation and are made available to individuals and organizations under the conditions outlined below.
2. USE OF FACILITIES
Priorities for scheduling of the facilities, from high to low, are as follows:
Athletics and Recreational Services
Special University Requirements
- Registrar's Office use of Physical Activities Complex for registration, final examinations and Convocation
- Other University departments
Other Users and Programs
- On-campus groups (normally, this category includes University-approved groups and organizations)
- Off-campus groups
A. Athletics & Recreational Services
According to established procedures, facilities will be reserved for programs offered by the Department of Athletics & Recreation.
B. Special University Requirements
At least one year in advance of each event, a written schedule will be established by the Registrar and the Director of Athletics & Recreation, listing space and service requirements, with a copy of the schedule forwarded to the University Bookings Office. Arrangements for services (e.g., Plant Operations, Police) will be the responsibility of the Registrar.
Other University Departments
Use of the facilities by other University departments will be authorized by the Director of Athletics & Recreation, as appropriate. Applications for use are to be made to the University Bookings Office.
Other Users and Programs
All applications for use are to be made to the University Bookings Office. Decisions on acceptance will be made by the Director of Athletics & Recreation.
- Charges for the use of the physical recreation facilities are made in two categories: rentals and services. Rental charges are expected to cover some or all of the University overhead costs to maintain the facilities and may vary from time to time, as determined by the Department of Athletics & Recreation. Service charges include set-up, supervisory personnel, administration, locker room personnel, and equipment costs where applicable. Adjustments to charges may be made when proposed programs of special educational significance can be mounted with a minimum of costs.
- No rental charges will be levied for Registrar's Office use of the facilities, but costs related to the services provided will be the responsibility of the Registrar's Office.
- For University departments other than the Registrar's Office, no rental charges will be levied unless admission is charged; service costs will be charged as incurred.
- For on-campus groups other than the Registrar's Office and other University departments, rental charges, based on established schedules, may be levied at the discretion of the Director of Athletics & Recreation. Off-campus groups will pay rental charges based on established schedules; costs of services, as appropriate, will also be charged. Special arrangements may be made by written agreement, particularly for on-going programs of a reciprocal or special nature, such as those offered by the Canadian Intercollegiate Athletic Union, Provincial Sports Governing Associations, the Waterloo County Board of Education, the Waterloo County Separate Board, and other government agencies - local, provincial and federal.
5. ADMISSION CHARGES
Admission charges for attendance may be levied by the leasing group.
6. CONCESSIONS AND SERVICES
The University shall be responsible for all concessions and services. Where the responsibility is subcontracted, cost of clean-up and costs to service the concessions shall be assessed the concessionaire. For the serving of alcoholic beverages, Policy #21 will be in effect.
Organizations leasing facilities may not subcontract the facility to any other person or group without written permission from the Director of Athletics & Recreation. Such permission is to be obtained through the University Bookings Office, and may require the payment of rent.
Applicants may appeal decisions on usage by submitting a written request to the Associate Provost, Students.
Amended, 28 February 2020 – Official titles only