If a club is hosting an event off Grand Valleys campus, and the host facility requires a Certificate of Insurance, the club should request a Certificate of Insurance (COI) from Club Sports Administration at least two weeks prior to the event. To request a COI, organizations must e-mail [email protected] with the following:

1. Club name
2. Date(s) of rental
3. Location time
4. Address of location
5. Time(s) of event(s)
6. Name(s) of other school(s) or university(s) participating
7. Copy of rental contract
8. GVSU contact person for event (organization president or coach)

Please note:  Anything outside of the normal activities for a club will not be approved.  In that case, insurance may be purchased by the club through the following link or alternative insurance provider.

Recreation & Wellness will provide the following personnel/support:

On-Campus Home Events

• Athletic Trainer 45 minutes before event start time until end of the event.
  • ATs are REQUIRED to be at home events
• Student Supervisor/Manager 45 minutes before event start time until end of the event.
  • Includes field set up/take down and working the scoreboard/stats/penalties

Off-Campus Home Events

• Student Supervisors and Athletic trainers may be available by request only. Please send any request for staffing to club sports via the Facility Request Form.
• Requests are dependent on location and staff availability and are not guaranteed.

Club Sports hosting on-campus events that involve unchaperoned minors who are not GVSU students must follow the University's Minors on Campus Policy. This includes camps, clinics, and practice tryouts/workouts.

A list of all workers, volunteers, coaches, etc. are due to Club Sports Administration at least one month prior to planning an event that involves minors for background checks.

All on-campus competitions must include a GVSU Club Sport. The only exception to this policy is if a scheduled tournament or "play-day" is taking place. Opposing teams who are interested in using a GVSU facility must reserve the space through the Athletic & Rec Facilities department. If a Club Sport would like to "host" a neutral site game for opposing teams, they will be responsible for 100% of the cost for staff and athletic trainers. An Athletic Trainer is required.

No Shows

A No Show is defined as;

• A club not notifying the Recreation & Wellness staff that the club will not be using the facility reserved. 
  • In an emergency, clubs should notify club sports administration
• A club holding a practice with less than 5 members.

Off-campus groups will be handled case-by-case basis by the Executive Council and Recreation & Wellness Administrative staff. 

Cancellations

ALL CANCELLATIONS MUST be made AT LEAST 24 HOURS prior to the event by contacting Club Sports Administration.

1. Cancellations made less than 24 hours in advance of the event date will be considered NO SHOWS (for any weekend/holiday booking, the cancellation notice will be made no later than 3pm to Recreation & Wellness on the last business day prior to the weekend/holiday period or status will be NO SHOW)
2. To avoid the NO SHOW status for the short notice cancellation, you can leave a voicemail or send an e-mail to [email protected]. 
3. Any NO SHOW with reserved space will be charged a $50.00 fee.
4. Please be aware that space is limited and your absence will affect other departments and student organizations. 
5. Repeat offenders and those who give less than the required notice of cancellations may be subject to loss of future scheduling privileges.
6. Athletic & Recreation Facilities and Recreation & Wellness reserves the right to relocate your meeting/events.
7. Organizations that do not properly cancel a reservation may also be subject to pay for costs associated with athletic trainer coverage, game operations staff, etc. 

Please refer to information within the Parking Services web page when planning to host an event. Club Sports Administration is not responsible for any citations for violating parking rules and regulations. If your event falls within regular permit hours, contact your Administrator to submit an Event Parking Request Form or to obtain Guest Permits. Ticketing takes place Monday-Friday until 6:30pm. If you get a ticket, there is nothing that Club Sports Administration can do. 

Club teams who are traveling off-campus and have a need to leave vehicles must obtain special use parking permits from Club Sports via the travel form.  These requests must be made a minimum of 2 weeks prior to event date.

Reserving Facilities

Reservations for any facility for a club sport organization must be done through the Club Sports Request form.  For access please e-mail Ava Spiteri at [email protected].

Requests for recurring regular practices and tentative fall events are to be submitted by July 1st. Failure to do so may result in loss of practice/event times. Recurring and event requests for Winter Semester are to be submitted by November 1st. Please be sure to note the name of your club, start/end dates, and if your practices are reoccurring throughout the semester.

Please keep in mind that we have limited facilities and numerous teams. You are not guaranteed what you request, but we do the best of our ability to try and make it happen.

Any tournament or event both on or off campus must be requested to Club Sports Administration within one month of the event. Representatives from the club must schedule a meeting with Club Sports Administration within two weeks of the event to ensure that all logistics are covered and to review schedules, tournament packets, and equipment and staffing needs.

Changes to your event time, location, etc... may not be made less than 1 week prior to the event date.  Club sports cannot guarantee facility and staffing availability once initially scheduled.

Approval of events is always subject to facility/staff availability.

Club Sport organizations are required to maintain facilities and abide by the policies put in place for facility usage. Individual policies for each Athletic and Recreation Facilities can be found at the GVSU Sports Facilities Webpage.

Please note the following:

Reset the weight room to ensure all equipment is where is should be.

Public spaces are not to be used in a team environment (practice).

Please make sure to pick up all trash, belongings, and equipment when finished using a facility.