EVENT REQUEST
SPORT CLUBS
This Event Request must be submitted to the Sport Clubs Office for all events AT LEAST 30 DAYS PRIOR TO THE EVENT.
Today’s Date ________________
I. General Information
____________________________________________
Club
____________________________________________
Name of Event
____________________________________________
Date(s) of Event
____________________________________________
Facility(s) Requested
____________________________________________
Back-up Date
Doors open/Set-up time:
Friday __________
(max of 1 hour prior to start time)
Saturday __________
Sunday __________
Event start time:
Friday __________
Saturday __________
Sunday __________
Event end time:
Friday __________
Saturday __________
Sunday __________
Clean up completed by:
Friday __________
Saturday __________
Sunday __________
_____________________________________________________________
Activities during the event
__________________________________
Approximate total # of people involved
____________________________________________________________________________________________________
Event Coordinator:
Name
Phone Number
Email
____________________________________________________________________________________________________
Event Co-Coordinator:
Name
Phone Number
Email
For TEAM SPORTS, how many teams will be participating?
_________
For INDIVIDUAL SPORTS, approximately how many individuals will be participating?
_________
Approximately how many spectators will be present?
_________
Do you plan to publicize the event to prospective teams/participants?
Yes
No
What type of event are you requesting? Check all that apply.
_____ Single game/match
_____ Tournament
_____ State/Regional Tournament
_____ National Tournament
_____ Scrimmage
_____ Instructional Seminar
_____ Charity Event
_____ Other (please describe) ____________________________________________________________________________
Attach a preliminary schedule for each day of the event to include event format, warm-up, set-up and clean-up.
EVENT REQUEST
SPORT CLUBS
II. Equipment, Set-up and Clean-up
Please indicate how many of each you need (we cannot always guarantee availability, but will do our best to obtain the
following):
____Tables
____Chairs
____Coolers
____Portable Tents
____Stopwatches
____Clipboards
____Mats
____Cones
____ Megaphone
____Money bag
____Cash box
____Receipt book
Additional set-up needs: ______________________________________________________________________


For outdoor field sports, make sure we have an up-to-date diagram of field
Please provide us with an alternate field alignment, due to possible space constraints. Please create an attachment
as needed.
Event Set-up
What needs to be set up prior to the event? ________________________________________________________________
What time will the club arrive to set up? _____________________
Event Clean-up
The club is expected to clean-up the facility immediately after the event. Be prepared to assign club members with that
responsibility. If the facility is not cleaned up, club will no longer have the privilege of hosting events.
Trash Removal
It is the responsibility of the host club to remove all excess trash from grounds and trash bins located within and around the
event facility. All trash can be placed in the dumpster located on the WEST side of SWRC on Bledsoe Drive.
III. Risk Management
Athletic Trainers
The Sport Club staff will request trainers for your event once the event has been approved.
Minors (persons under age 18)
Will minors be participating in event?
Yes
No
If yes, you must send parental consent waivers in advance of the event.
Waivers
All visiting club members are required to fill out the Sport Clubs Waiver prior to participation. You may email the link, mail
packets, or have waivers on site for all participants.
Have all participants been notified about the above requirement?
Yes
No
EVENT REQUEST
SPORT CLUBS
IV. Financial Planning
Are you charging an entry fee?
Yes
No
If Yes, What is the entry fee per team/person? _________________
Do you have a refund policy for the event? If yes, Please explain. ________________________________________________
Will entry fees be collected on site?
Yes
No
Will donations be collected on site?
Yes
No
Who will be in charge of writing receipts and documenting all financial transactions at the event?
Name: __________________________________________________
***It is essential that you have a written record of all financial transactions and deposit all money with the Sport Clubs
Office the first business day following the event (usually Monday). This includes entry fees, t-shirt sales, etc. The office
will verify your financial accounting after the event for accuracy.
All checks must be made out to University of Florida, c/o club name.
Do you need trophies or awards?
Yes
No
Do you have a quote/estimate from the vendor?
Yes
No
Are you selling/giving away t-shirts?
Yes
No
Do you have a quote/estimate from the vendor?
Yes
No
How many shirts are you selling or giving away?
_________
Do you need to purchase/rent any other equipment for the event?
Yes
No
If Yes, please list the equipment and quantity you need to order ________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
Are there any other purchases you anticipate (food, prizes, supplies)? ___________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
EVENT REQUEST
SPORT CLUBS
V. Personnel
What personnel will be required for the event? List number of each that apply.
Officials______
Judges______
Instructors_____
Other (please list) ____________
Will personnel be paid?
Yes
No
If Yes, do you have payment forms at least 4 weeks prior to event date?
Yes
No
***I understand that if a sufficient amount of officials are not approved for payment by 2 weeks prior to event date, the
event may be cancelled by the Department of Recreational Sports.
I verify that the above statement has been read and understood.
__________________________________________________
Signature of club representative
Date
What additional personnel does your club need for the event? (List number needed for those applicable.)
______University/Gainesville Police
______Athletic Trainers
______Lifeguards
VI. Communication
If using multiple venues, you should have a method of communication between fields (walkie-talkies, cell phones).
Keep a list of cell phone and hotel room numbers in the event you need to contact visiting team captains/coaches/officers
Contact visiting teams, participants and officials to let them know the following:
 Parking and event locations (also include where NOT to park)
o DO NOT PARK in the Baughman Center lot
o Provide signage for participants, spectators, and officials to let them know where to park
 Facility policies and procedures (No Food and Drinks in SWRC)
 Captain’s/Coaches Meeting times
 Officials meeting times
 Game Times
 Contingency Plans, in the event of inclement weather
The Sport Clubs Office has prepared a VISITING CLUB GUIDE to assist in communicating a variety of helpful policies and
tips. Please provide us with contact information and we would be happy to send it out.
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------I, the designated Event Coordinator for the ___________________ Club, accept all responsibility for my club in the hosting of this
event as listed in this document. I understand that failure to meet the event requirements listed above may result in loss of event
hosting privileges for my club in the future.
Print Name: ______________________ Signed: ______________________________ Date: ___________________
Signature of Sport Clubs staff member: _____________________________________ Date: ___________________