All practices, competitions, and events in the HRC are scheduled using the EMS-Reserve Space system. All requests are considered on a first come, first serve basis. Once your requests are approved, you may create your event on Engage.
Athletic Department Facility space is not able to be requested until 8/15 for the Fall semester and 12/15 for the Spring semester. All requests for Hinkle Fieldhouse, Varsity Field, or the Sellick Bowl must be made by the Assistant Director for Sports Programs.
Scheduling Practices
The Club Sports Staff enters all consistent and regular team practices before each semester begins. Clubs practicing in Athletic Department facilities will not receive confirmation of reservation until 8/15 for the Fall semester and 12/15 for the Spring semester.
For any special, one-time practices, officers must request the reservation through EMS. *Four or more club members that gather inside the HRC for an informal “practice” must file for a reservation. If HRC staff finds that this policy is being abused, disciplinary action may be taken.
For on-campus practices, practice times are given based off of compliance with program policies and availability while also keeping in mind the preferences of each club. Clubs will be evaluated at the end of each semester to determine their schedule for the following semester. If clubs agree to change practice times amongst themselves, notice must be given to the club sports office. The Club Sports administration has final approval on all practice schedules.
Scheduling Home Competitions/Events
Club officers are responsible for requesting all competitions and events through EMS. Any requests made for Athletic Facilities will not be confirmed until 8/15 for the Fall semester and 12/15 for the Spring semester. All requests are confirmed on a first come first serve basis.
At the beginning of each competitive club sport season, the club officers are to submit copies of the club’s schedule to the club sports administration to assist in foreseeing scheduling issues. Space is very limited so proper planning is critical in securing space and ensuring a successful event.
For a full overview on how to schedule home events please click here!
Off Campus Facilities
Organized practices outside of Butler Recreation/Athletic Department’s oversight should accompany a reservation confirmation for the practice space (submit to Assistant Director of Club Sports annually/semesterly). Non-Department practice space should be communicated to the Club Sports administration each semester.
Reserve space on campus (non HRC or Athletic venue)
Most spaces on Butler’s campus are available to student organizations at no charge. Clubs requesting meeting space outside of HRC or Varsity Athletic Venues should follow all procedures required by the office of Student Involvement.
Callouts
Any club may request a callout meeting at the HRC; must be requested by using EMS.
Scheduling During Finals
All co-curricular activities must terminate each semester no later than the date of the last regular meeting day of classes. No co-curricular activities are permitted on reading day or during final examinations. Exceptions must be approved by the Director of Health and Recreation.