Group Rentals & Reservations

Sign into UAlbany’s Event Management System (EMS) to review available spaces. Then, select “Recreation & Wellness Event Request Form” to request a reservation.

Student organizations that are requesting one-time events must give Recreation & Wellness at least 14 business days' advance notice. Groups can begin requesting space through EMS after the second week of classes. Requests are reviewed on a first come, first served basis. 

Student organizations will receive a response and request for additional event plan details within three business days. At that time, the space will be tentatively reserved, pending approval from additional campus partners. 

The reservation request is not officially approved until it reaches the status of "Confirmed" in EMS. To check the status of an event, sign into EMS and select "Reservations."

Note: To request and reserve a private group exercise class for a student organization, you must follow a separate process. Please visit the Group Exercise webpage for further information and instructions. 
 

Open UAlbany’s Event Management System (EMS) and click "Site Home" sign-in instructions. 

Once you have login credentials, click “Site Home” to sign in and review available spaces. Then, select “Campus Recreation Event Request Form” to request a reservation. 

Note: External non-profit organizations may only reserve our facilities if they are issued a revocable permit. 

Campus organizations, such as student organizations recognized by the Student Association and University departments/offices, are not charged for reserving Recreation & Wellness spaces — including the Combative Mat Room, Mind Body Room and/or Group Exercise Studio inside The Well at Colonial. 

However, Recreation & Wellness Event Staff must be present. Recreation & Wellness will use information in your reservation request to determine the number of staff members needed for your event. Each event staff member costs $15 per hour. 

University-recognized student organizations, as well as UAlbany offices and departments, can also request to host or co-host a cycling class inside The Well at Colonial for a $35 per hour fee.

Note: To request and reserve a private group exercise class for a student organization, you must follow a separate process. Please visit the Group Exercise webpage for further information and instructions. 
  

External groups, as well as student organizations not recognized by the Student Association, are charged an hourly rate for reserving Recreation & Wellness spaces. 
 

Additionally, Recreation & Wellness Event Staff must be present at all events in our spaces. 

Recreation & Wellness will use information in your reservation request to determine the number of staff members needed for your event. 

Each event staff member costs $15 per hour. 

Groups must pay a 50% deposit one week before the start of the reservation. The deposit amount will be deducted from the final invoice. 

General Rules 

• Alcohol is prohibited in all Recreation & Wellness spaces.  
• Any food must be ordered through UAlbany Dining’s catering service. Outside catering is prohibited by UAlbany’s campus food policy. 
• If an event’s attendance exceeds the maximum capacity of the space, guests must be turned away or leave. If the group remains above maximum capacity, the event will be shut down and the group will be charged for the duration of the reservation. 
• Music and other amplified sound must be kept to a volume that cannot be heard beyond the reserved space. 
• Recreation & Wellness has the right to shut down the event at any time if the event becomes unsafe and/or if participants are not abiding by Recreation & Wellness rules and University policies.
• Events cannot exceed four hours. 
• Recreation & Wellness must approve of all recreational equipment to be used in our facilities before the reservation is made. 

Cancellation Rules 

• Groups that cancel less than one business day before their reservation will be charged for the entire cost of the event. 
• Groups will not be charged for weather-related cancelations. 
• Recreation & Wellness has the right to cancel the event at any time. 

Field Rules 

• Staking tents and other equipment is prohibited. Groups will be billed for any field damage.  
• In the event of thunder and/or lightning, all fields must be evacuated. No one may return to the fields until there has been no thunder or lightning for 30 minutes. 
• Poor field conditions due to inclement weather may result in a cancellation. 
• Reservations for fields without lights cannot be made after 7 p.m. 
• Amplified sound is prohibited on fields located on the south side of campus. 

Dance Studio Rules: Access to locked storage and speaker system is prohibited.  

The following equipment is available: 

• Basketballs
• Soccer balls
• Volleyballs
• Dodgeballs
• Kickballs
• Tennis rackets and balls
• Racquetball rackets and balls
• Yoga mats
• Frisbees
• Cornhole
• Kan Jam
• Ladder Ball
• Spikeball
• Bocce

Equipment must be picked up and returned at The Well at Colonial, which is located on Colonial Quad on the Uptown Campus. Download a campus map. 

Equipment must be returned to the same office on the day it was rented. Please schedule pick-up and drop-off times with Recreation & Wellness staff. 

When requesting to rent equipment, campus groups must identify a responsible individual. Recreation & Wellness will bill that person for any damaged or lost equipment.