All requests for reservations of the Leach Center must be made through the Assistant Director of Fitness Facilities located at the Leach Center (118 Varsity Way). The Assistant Director will review all requests and determine the availability of the facility. Certain fees and special arrangements may be required in order for the group to utilize the facility to hold its event. These fees and procedures are outlined below. Complete the online Fitness Facility Request Form to get started on your request.
Policies are effective August 7, 2023. For other Campus Recreation facilities, please visit our Facilities Information page.
Leach Center Reservation Policies & Procedures
Located in the heart of campus the Leach Center is a 120,000 square foot fitness facility including cardio and strength equipment, sport courts, and indoor track, and a pool and spa area.
Facility Use Guidelines
The Leach Center is to be used recreational, instructional or sporting activities that are sponsored or co-sponsored by the university’s academic, athletic, student affairs, and other auxiliary units.
Campus Recreation will designate appropriate space for all events, depending on the type of event. Campus Recreation also reserves the right to limit the number and type of activities that take place at a facility at any given time. View our facility hours and facility policies for further details.
Spaces Available for Reservation
The Leach Center is comprised of three (3) indoor basketball courts, three (3) fitness studios, five (5) racquetball & squash courts, and an open front atrium area.
Approved and Prohibited Activities
All indoor court spaces are available only for recreational activities, unless special approval is granted. All planned activities must be approved during the reservation process by a member of the Campus Recreation administrative staff. Approval of new or additional activities at the facility is not permitted.
Prohibited activities include non-sport-related activities such as concerts and related events that require a stage or other heavy equipment. Sport activities that may cause significant damage to the courts are also not permitted. Any activity involving water such as a slip-and-slide or water olympics and water balloons are not allowed. Skateboarding and biking is not permitted on court surfaces. Bubble Soccer is also a prohibited activity as it’s been deemed “unsafe” by the University. Additional activities may be not permitted due to safety considerations and risk management guidelines.
No group or organization may release space to another individual or group. Reservations for space are group or event specific and may be changed only by FSU Campus Recreation. Campus Recreation must approve the method of placing decorations, exhibits, or displays in recreation spaces.
Group Representative Responsibilities
The person(s) representing the group that will be reserving any Campus Recreation facility shall be responsible for informing all participants, group members, and spectators of all Campus Recreation policies and procedures, stated within this document. Failure to adhere to the facility rental policies and procedures by any person(s) associated with said group may result in an immediate termination of the reservation. Should the event be terminated any and all fees and deposits will be forfeited by the group.
Facility user groups have been classified into the following categories for the purposes of reservation availability and priority.
For purposes of this policy, a participant is defined as an individual who is taking active part in the hosted activity to include, but not limited to, such actions as playing in a game or match, giving or receiving instruction or coaching, or practicing related skills. All of the event’s active participants must be current FSU students, faculty, or full-time staff. For some events, visiting members, properly registered organization members, and outside user groups may use the facility with proper approval from the Assistant Director. These instances will be handled on a case by case basis and additional restrictions or requirements may apply.
Additionally, specific NCAA guidelines prohibit discounted rates to select groups or organizations depending on the relationship between the renting group or person and the FSU Athletics staff.
Reservation priority will be determined by the following order of classification.
Priority (1) Campus Recreation Programming
(a) Intramural Sports: Includes all sports leagues, tournaments, events, and activities organized, planned, promoted and executed by the FSU Intramural Sports Program.
(b) Sport Clubs: Includes approved events organized, planned, promoted, and executed by a sport club that is currently registered with the FSU Sport Club Program.
Priority (2) University Groups and Organizations
(a) FSU Recognized Student Organizations: Includes events organized, planned, promoted, and executed by a student organization that is currently recognized by the FSU Student Organizations & Involvement Office.
(b) Other FSU Groups: Includes events organized, planned, promoted, and executed by other official FSU departments and offices.
Priority (3) University Related Groups and Organizations
(a) FSU Athletics: Includes activities officially sponsored or hosted by the FSU Athletic Department or one of the FSU intercollegiate athletic teams.
(b) Groups and Organizations not officially recognized by or affiliated with the University, or otherwise failing to meet preceding paragraph, but are related to the University because of the promotion of interests of the University.
Priority (4) Non-University Related Groups and Organizations
(a) Outside Groups or Other Functions: Includes all other activities that are not classified in one of the aforementioned categories.
NOTICE: Groups found in violation of any provisions in the facility rules, policies, and procedures are subject to immediate termination of the event, suspension of future reservation privileges, forfeiture of all deposits and fees, and further actions by the Campus Recreation Department, Dean of Students, Student/University Judicial Board, and/or University Guest Services.
Priority Reservation Deadline
All facility requests received by the priority reservation deadline established for the particular four-month period will be ranked according to their assigned priority and the reception date of request. Facility requests received after the priority reservation deadline will be considered in the order in which they are received. If two or more groups reserve the same date, the group that submits their deposit first will be given first priority for the date. The following schedule has been established for priority reservation deadlines:
Fall Semester Reservations
The priority deadline date for reservations in September, October, November, & December is August 1st (or the next business day).
Spring Semester Reservations
The priority deadline date for reservations in January, February, March, & April is November 1st (or the next business day).
Summer Semester Reservations
The priority deadline date for reservations in May, June, July, & August is March 1st (or the next business day).
Campus Recreation reserves the right to reserve space for outside groups in advance of the Priority Reservation Deadline.
Rental Request Procedure
Groups wishing to rent or reserve space at any facility managed by Campus Recreation Fitness Facility Operations must complete a Fitness Facility Request Form. Online requests are submitted directly to the Fitness Facilities staff. Printed requests can be dropped off at our administrative offices during normal business hours at the Leach Center, 118 Varsity Way, Tallahassee, FL 32306. Requests can be mailed to FSU Campus Recreation, Fitness Facilities Staff, 118 Varsity Way, Tallahassee, FL 32306-4290 or faxed to 850-644-0558.
Request Deadlines
Requests from Campus Recreation and University Groups & Organizations (Priority Groups 1 and 2) must be submitted at least two weeks (14 days) prior to the event date to be considered. Requests from University Related Groups and Non-University Related Groups (Priority Groups 3 and 4) must be submitted at least four weeks (28 days) prior to the event date to be considered.
Campus Rec reserves the right to schedule any and all events that are vital to the mission of the Department. Sport Club have the privilege of requesting space earlier than the request time periods for the purpose of hosting large scale events that are supported by the Department of Campus Recreation.
Campus Rec reserves the right to reserve certain weekends for Non-University Groups that have annual events that are important in developing the relationship between the University and the Tallahassee Community.
Certain fees, special arrangements, and/or special event permits may be required in order for the group to utilize the facility to hold the event. Information on requirements, fees, and special event permits follow. Note that deposits must also be received at the request deadline (two weeks or four weeks, as noted). The event must be approved by the Facility Director for the event to be scheduled.
Request Approval
FSU Campus Recreation staff will review each reservation request as it is received. If the event is in compliance with the facility use guidelines and the conditions of approval are met, the staff and/or Campus Recreation Board will approve and schedule the event. Depending on the nature of the event and who is requesting the event, the Campus Recreation Board may need to approve the requested event at their regularly scheduled meetings. Please note that submitting a request does not guarantee confirmation. Confirmation of the reservation will be sent via email to the requesting group’s event coordinator.
Facility Rental Agreement
Groups must complete the Facility Rental Agreement prior to approval of the event.
Alternate Arrangements Form
In order to secure a facility reservation, all groups must complete the Alternate Accommodations Form. Groups with date or time inflexibility must secure an alternate facility or declare their intent to cancel their reservation in the event that the Campus Recreation facility is closed due to inclement weather or other unforeseen circumstances.
Special Event Permit (if necessary)
University Groups and Organizations (FSU Recognized Student Organizations and other FSU Groups (Priority Group 2)) will be required to obtain a Special Event Permit through the Student Activities Center. Other classification groups may be required to obtain a Special Event Permit depending on the details of the reservation. Additional permits such as food permits, vendor permits, or inflatable permits may be necessary in addition to the Special Event Permit. The Student Activities Center and/or Campus Recreation Facility Coordinator will attempt to notify the requesting group of any additional permitting issues.
University Contract (if necessary)
University Related Groups and Non-University Related Groups (Priority Groups 3 and 4) will be required to review and sign a contract for use of any Campus Recreation facility. Other classification groups may be required to review and sign a contract depending on the details of the reservation. Additional permits such as food permits, vendor permits, or inflatable permits may be necessary in addition to the contract. Representative from University Guest Services and/or the Campus Recreation Facility Coordinator will attempt to notify the requesting group of any additional permitting or contractual issues.
Insurance Requirements
The renter (Licensee) agrees to indemnify and hold harmless The Florida Board of Trustees, The Florida State University, their staff, and employees, from any and all claims, liabilities, and causes of action for personal injury or property damage of whatever nature allegedly arising from the negligent acts or omissions of Licensee or Licensee’s officers, agents, representatives, employees, invites or persons contracting with Licensee, Licensee shall provide Licensor with evidence of insurance naming the Florida State University Board of Trustees and The Florida State University as additional insured’s and protecting Licensor against the aforesaid claims in the minimum amount of $1,000,000 per person, $2,000,000 per occurrence. For state agencies (including schools in the State/County System), the Licensee shall carry liability insurance with a minimum limits of $200,000 per person, $300,000 per occurrence. Evidence of this insurance shall be attached to and made a part of this agreement prior to execution by The Florida State University. No license shall be created by this agreement until it is executed by both parties.
Rental Fees & Deposits
View the Campus Recreation Facility Rental Fee Schedule (PDF) for specific rates for each group.
Group Classification
For the purposes of deposit collection and fee assessment, reserving groups shall be classified according to the aforementioned priority group structure with the following additions and clarifications:
For events in which 50% or more of the scheduled games or matches or 50% or more of the attendees are non-FSU affiliates (students, faculty, staff, spouses, and dependents), such events will be classified as Mixed Participant Events. Mixed Participant Events will be billed based on the University-Related Groups & Organizations pricing structure.
Deposits
Deposits are included in the Rental cost and will only be retained if an event is cancelled after the cancellation deadline.
Sport Clubs Events, $25.00, Due 14 Days Prior
University Groups & Organizations, $25.00, Due 14 Days Prior
University-Related Groups & Organizations, $100.00 or 10% *, Due 28 Days Prior
Non-University Related Groups & Organizations, $100.00 or 10% *, Due 28 Days Prior
* 10% of Total Estimated Rental Charge, Whichever is Greater
Failure to Pay for the Rental by the Appropriate Date Will Result in the Cancellation of the Reservation
Facility Supervisor / Facility Attendant Fees
Campus Recreation will employ a facility supervisor(s) and/or a facility attendant(s) for all facility reservations to assist with facility issues and in emergency situations. Campus Recreation reserves the right to determine the number of facility supervisors assigned to a particular event depending on the nature and scope of the event.
Setup Fees
Campus Recreation staff may be able to set the courts up for the event depending on the timing and nature of the event. A setup and material recovery fee will be required for the setup.
Facility Clean-up & Equipment Storage Fees
For events that include a large number of attendees, Campus Recreation may assess a dumpster rental fee per dumpster in order to accommodate trash produced by group attendees.
Non-Campus Recreation equipment remaining at a Campus Recreation facility more than 72 hours after the conclusion of a facility reservation will be subject to a per day equipment storage fee assessed to the reserving party.
Vendor Fee
The Vendor Fee is necessary when outside, non-university vendors are being used at an event to sell food, merchandise, and other goods. Food and drink vendors must need to be approved by the Assistant Director and the FSU Environmental Health and Safety Office. Vendors must provide proof of insurance.
Taxes
All University Related Groups and Organizations and Non-University Related Groups and Organizations (Priority Groups 3 & 4) will be taxed at the current rate (7.0 to 7.5%) unless a tax exempt certificate is provided at the time of deposit.
Equipment Rental / Checkout
The group or organization reserving the space is responsible for making arrangements for any special service or equipment through the appropriate campus service departments. Campus Recreation has a limited amount of sports equipment available for check-out. Groups should inquire about the availability of equipment at the time the facility reservation is made. A fee may be associated with the checkout of equipment and/or materials.
Facility Supervision of the Event
At least one Campus Recreation Facility Supervisor is required to be present to supervise the facility during a group’s reservation. The staff member(s) will unlock/lock the facility and provide assistance in the event of an emergency. Campus Recreation will determine if more than one supervisor is needed based on the nature and scope of the event. An hourly charge based on group classification will be assessed to groups for the facility supervisor(s).
Security Personnel
Depending on the scope of the event, user groups may be responsible for providing security for the event. This determination will be made by the Campus Recreation staff in conjunction with the FSU Police Department as a part of the event approval process. If it is determined that security is necessary, groups will be charged a minimum of $40 per hour per officer for a minimum of 3 hours.
Sports Medicine / Athletic Training Personnel
Sports medicine services may be required at the expense of the reservation holder at the discretion of the Facility Director.
Concessions & Food
Groups desiring to provide or sell food and/or drinks must to notify the Facility Coordinator of their intent during the reservation process and obtain a food permit from the FSU Environmental Health and Safety Office, when necessary. A concession area may be available for groups to use. Use of the concession area must be coordinated with the Facility Coordinator prior to the event. Food is only permitted in specific areas at Campus Recreation outdoor facilities
Conditions for Facility Use
The sponsor of the event/reservation is responsible for the actions of the participants. In addition, all participants should be informed of and shall adhere to published university and FSU Campus Recreation policies, regulations, guidelines, and local, state and federal laws. Failure to adhere to said regulations may result in immediate termination of the event.
Rental parties and related participants are only permitted to enter the facility within the designated time of the reservation. Reserving parties shall include set-up and breakdown time as part of the reservation. Access to facilities for delivery of equipment or event set-up is only available through prior arrangement.
Should your event be delayed due to some unforeseen circumstance, the facility supervisor has the authority to extend your requested time. If the facilities are not vacated in a reasonable amount of time at the conclusion of the reservation period or upon other request, FSU Police will be notified.
Any group approved to use the facilities will be responsible for returning the facility to its pre-event condition. All groups are responsible for any related facility clean-up. Non Campus-Recreation equipment must be relocated to designated non-playing areas at the conclusion of the reservation and must be removed from the facility within 72 hours of the event. Access to facilities for removal of equipment is only available through prior arrangement. Reserving parties which do not remove equipment by the established deadline are subject to an equipment storage fee assessed daily.
“Unsatisfactory condition” is defined as an area that is not properly cleaned, and equipment or space that is not properly returned to the condition it was in prior to the group’s arrival. A Campus Recreation representative will make the determination and has the final say as to the condition of the facility and equipment used. Groups leaving spaces in “unsatisfactory condition” will lose their reservation deposit and may be assessed a cleaning fee depending on the extent of the damage.
Use of Facilities by Minors
Children under the age of 18 may not use the facility unless a waiver form has been completed by a parent or legal guardian. In addition, proof of proper insurance must be provided for any event involving children under the age of 18. Please consult the Facility Director for specifics on how to obtain these waivers.
Invoicing and Payment
Final payment of all charges must be arranged at least 48 hours prior to the reservation.
Cancellations
Cancellations must be made by the request deadline (14 or 28 days prior to the event date). Groups that cancel after the request deadline date or fail to use their reservation will forfeit the entire deposit amount.
