Failure to comply with any of these policies may result in denial of request for space, loss of future privileges, and/or financial penalties.

The WPEC facilities are available for Emory student organizations to reserve for parties, tournaments, charity events, and other types of functions. However, these types of events are secondary to the primary function of the WPEC, which is housing the Department of Physical Education in Emory College and the Department of Athletics & Recreation in the Division of Campus Life. In other words, PE classes, varsity games, varsity practices, intramural sport events, club sport contests and practices, and other activities associated with the two departments have priority in scheduling WPEC spaces.

Student organizations must submit requests to the WPEC Facilities Coordinator at least two weeks prior to their event. We strongly suggest that organizations sponsoring a large event, an event with a band, or an event with food, drinks or games, should submit the request much further in advance. All organizations must get approval from the WPEC Facilities Coordinator PRIOR to advertising the event. Cancellations must be received in the office of the WPEC Facilities Coordinator at least one week prior to the first date of the event or the sponsoring organization will be responsible for paying a processing fee.

Events are Classified as Either Category A or Category B

Category A events do not require the sponsoring organization to pay for a WPEC Building Supervisor to be on duty during the event. Category A events that are cancelled or changed inside of the two week period will be charged a processing fee of $50.

Category B events will require the sponsoring organization to pay for a WPEC Building Supervisor to be on duty ($20 per hour) during the set-up, the event itself, and until all clean-up is concluded. Category B events that are cancelled or changed inside the two week period must pay a processing fee of $100.

Student organizations must provide an Emory account number at the time they request a reservation. Request forms without an account number or request forms without complete information will not be processed and the sponsoring organization will be notified by e-mail if their form is incomplete. All requests must be done in writing and forms are available for download.

Download Reservation Request Form

Specific Policies & Procedures for Reservations

1. All requests must be received by the WPEC Facilities Coordinator’s Office at least two weeks prior to the first day of the event in order to be given consideration.  Requests will not be considered until complete information is provided including the FAS account number of the sponsoring organization.  Requests must be made using email to Myra Sims (WPEC 316A) or Amanda Metz (WPEC 208M) or using the form available on the WPEC website at www.wpec.emory.edu..
2. The Coordinator will notify the sponsoring organization’s representative within one week by e-mail if the date is open and may be tentatively scheduled for the group’s event. The group does not get final confirmation of approval for the event until they meet with the Assistant Facilities Coordinator to review the details of the event. The WPEC Facilities Coordinator has the right to rescind the tentative approval if the group does not fulfill any of the obligations set forth here.
   
3. The sponsoring organization must provide confirmation to the Facilities Office that they have made appropriate arrangements with Emory Customer Service (727-7463) for things such as tables, chairs, trash cans, and trash pick-up. Also, any deliveries from outside vendors must be planned in advance and delivery times communicated to the Facilities Office. All deliveries must be approved by the WPEC Facilities Staff.
   
4. Facilities Office reserves the right to limit the amount of time provided to the sponsoring organization for set-up and cleanup. In general, a time period of 2 hours is granted to groups for their set-up and 2 hours for the cleanup. Special circumstances that require more time for set-up or cleanup will be considered on an individual basis.
   
5. The sponsoring organization will be responsible for canceling the event at least one week prior to the first date of the event or pay the appropriate processing fee. The processing fee for a cancelled Category A event is $50 and the processing fee for a cancelled Category B event is $100. The account number of the sponsoring organization will be billed for the appropriate processing fee in the event of cancellation inside the one-week window.
   
6. The sponsoring organization will also be charged the processing fee if they request any changes to the reservation inside the one week period. These changes could be, but are not limited to, changes in date, times, or event location. The same processing fees will apply in the event of changes as apply to cancellations.
   
7. The WPEC staff has the right to cancel the event due to inclement weather, or if the facility is deemed unsuitable for occupancy for any reason. In the event that WPEC staff cancels the event, the sponsoring organization will not be liable for the processing/cancellation fee. The WPEC is not responsible for any lost fees, deposits, etc. paid to any outside vendor or organization, or to another Emory department. The WPEC is only responsible to refund any monies paid directly to the WPEC if an event is cancelled by WPEC under these circumstances.
   
8. The sponsoring organization of a Category B event is responsible to pay for a WPEC building supervisor to be on duty from the beginning of their set-up, through-out the event, to the conclusion of all cleanup. The fee will be $20 per hour and the organization’s account will be billed at the conclusion of the event. The building supervisor is on hand to oversee the set-up and cleanup, to monitor the area for safety or liability concerns, to initiate proper procedures in the event of an emergency and to offer general assistance to the sponsoring organization and to other Emory departments assisting with the event.
   
9. The WPEC also has the right to bill the sponsoring organization’s account for any damages to WPEC facilities or equipment, or if any additional staffing or additional cleanup is required.
   
10. All Greek organizations must first contact the Office of Fraternity/Sorority Life for approval for their event PRIOR to completing the WPEC Facility Reservation Request form. Contact Office of Fraternity/Sorority Life in DUC 416E or at 404-727-4142.
    
11. WPEC will not host events for the purpose of raising money for an individual or group of individuals. WPEC will not host events that raise money for an organization unless the money is to be donated to a specific charity. If an event is organized to raise money (e.g., tickets will be sold, entry fees charged, or food/beverages sold), the sponsoring organization must have a prior arrangement with a charity or service organization and all profits (other than any operating costs) must be donated to the charity. The sponsoring organization will be required to provide a letter to the WPEC Facilities Staff which lists name and address of charity, and a detailed schedule for how and when the funds will be disbursed to the organization.
    
12. If an event will have participants who are not current Emory students; or faculty/ staff or alumni with paid WPEC memberships, then those participants are required to purchase WPEC guest passes. WPEC guest passes are $5 each or 14 passes for $50. Purchase of the guest passes should be arranged thru the WPEC Facilities Staff prior to the event and these guests will be required to present the passes upon entry to the facility.
13. All WPEC activity areas are cleared 15 minutes prior to the scheduled closing time. Scheduled reservations will also conclude 15 minutes prior to the scheduled WPEC closing time.