Reservations
The Barbara and David Gibbs Recreation and Wellness Center offers limited facility reservation opportunities for approved events, programs, and activities hosted by Rice University departments, registered student organizations, and approved external organizations.
Start Here
Before submitting a request, please review the process below:
Step 1: Review reservation eligibility and policies here.
Step 2: Check availability at rooms.rice.edu.
Step 3: Submit the Space Reservation Request Google Form.
Step 4: Wait for a written confirmation from the Recreation Staff.
Submitting a request does not guarantee a reservation. Reservations are not confirmed until you receive written approval from Recreation Staff. Please do not advertise or promote your event until confirmation has been received.
Who Can Reserve Space
Internal Rice Groups:
- Rice University departments
- Registered student organizations
- Sponsored university programs
External Groups:
- Non-profit organizations
- Alumni groups
- Community organizations
Reservation Window
The Recreation Center accepts reservation requests for internal Rice groups during the current academic semester only (Fall, Spring, or Summer). We do not hold or pre-book space for future semesters. Requests submitted for future semesters will not be processed and must be resubmitted once the reservation window for that semester opens.
External groups requesting space for approved special events may submit requests throughout the year based on availability. All external reservations are reviewed individually and are not guaranteed.
Reservation Guidelines
- Requests must be submitted at least 14 days in advance.
- All reservations are reviewed on a first-come, first-served basis.
- Setup and breakdown time must be included within your requested reservation time.
- A deposit may be required depending on the reservation type.
- Cancellations must be submitted in writing at least 5 business days prior to avoid cancellation fees.
- Additional fees may apply depending on the event type and facility needs.
Rental Fees
Facility rental rates vary based on the type of event, space requested, reservation duration, equipment needs, staffing requirements, and whether the request is from an internal Rice department, registered student organization, or external organization. Additional charges may apply for after-hours access, special event setup, custodial services, or technical support.
For a complete list of current rental rates and applicable fees, please review the Facility Rental Rates.
Additional Fees May Apply For
- Facility staffing
- Lifeguards for aquatics events
- Field preparation (lining, lighting, etc.)
- Early opening or late building access
- Equipment setup and breakdown
- Floor covering for MAC Court
- Custodial services
- Special event support
Special Event Requirements
Additional approvals and coordination may be required for event:
- Involving minors
- Involving non-members or external guests
- Food service or catering
- Alcohol service (must comply with Rice University policies and approvals)
- Large-scale public events
- Aquatic events
- Outdoor field rentals
Check Availability
To view available spaces, please visit EMS: rooms.rice.edu
*Please note that viewing availability does not reserve space.
Submit a Reservation Request
Submit a Space Reservation Request by using this link: Space Reservation Request Google Form
Please allow 4 business days for initial review. Complex events and external reservations may require additional review time.
Reservation Policies
You can find our Reservations Policies Document here: Reservations Policies Document
You can find our Rental Agreement Document here: Rental Agreement Document
Contact Us
For reservation questions or assistance, please contact: ricerec@rice.edu or call 713-348-4058. The Administrative Office is open Monday-Friday, 8:30 a.m. – 4:30 p.m.