Scheduling Guidelines

Disclaimer: Harvard Athletics, Recreation, and the Club Sports Office reserve the right to change or cancel any reservation at any time.

• Access:
  • All club members must have a valid Harvard Recreation membership to access indoor Recreation facilities for practices.
• Academic Policy:
  • Club sports do not receive an athletic pardon for missing academic commitments due to club practices and home or away contests.
• Facility Use:
  • Practices, games, and events in Harvard facilities require advance approval and reservation through the Club Sports Office (CSO).
  • All reserved spaces must be used.
  • Cancel by informing the CSO at least 24 hours in advance; no-shows or late cancellations may affect future reservations.
• Scheduling:
  • Clubs are responsible for organizing their own competition schedules and securing necessary game personnel (officials, athletic trainers/EMTs, timers, scorekeepers) in advance.

• Practice Scheduling:
  • Practice times are assigned the week before each semester.
  • Club sports are given a minimum of 4 hours of practice time per week (minimum may vary based on facility). Certain timeslots are subject to change more frequently than others.
  • Additional practice slots may be requested.
• Cancellations
  • Notify the CSO at least 24 hours in advance to cancel any practice. Failure to do so may lead to loss of facility access.
• Facility Schedules
  • Club officers are responsible for regularly reviewing facility schedules for updates, changes, or closures.
• Facility Care & Conduct
  • Clean up after each activity and return all equipment to its original location.
  • Do not alter facilities in any way (e.g., signage, equipment, controls) or move mats without approval.
  • Recreation facility staff may deny access to unauthorized individuals.
• Timing
  • Activities must finish early enough for all participants to exit before the end of your assigned reservation time or facility closure.
• Safety
  • Inspect spaces before each session; report unsafe conditions to the CSO immediately and discontinue use if unsafe.
• Prohibited Substances
  • The use, possession, or distribution of alcohol, tobacco, or other prohibited substances is strictly prohibited in any Harvard University Athletic and Recreation facility or outdoor space.

A formal event request must be submitted at least two weeks prior to the event date for any event involving non-Harvard participants, including events held during regularly scheduled club practice times.

• Submission Deadline:
  • Submit all event requests at least two weeks in advance via SOCO (“Create Event” on your organization’s page).
  • Late submissions will be automatically denied.
  • Please note Large-Scale Events require additional coordination. Please plan accordingly and submit all requests early.
• Approval Process:
  • The CSO will review requests as quickly as possible.
  • Status updates (“Approved”, “Requires Modification”, or “Denied”) will be posted in SOCO.
  • Some requests may require additional information or take longer to process depending on event type and location.
  • Large-Scale Events require additional information and are subject to further restrictions. All requests for large-scale events must include a meeting with the Club Sports Office (CSO) as part of the approval process.
• Scheduling Requirements:
  • Please note, depending on the type and location of the request, approval may require more details and approval could take longer than expected.
  • Aim to schedule a balanced number of home and away contests.
  • Home events require supporting documents (e.g., Liability Certification of Insurance/COI) before approval.
  • Notify opponents promptly of any schedule changes.
  • Games or competitions held during practice times still require an event request.
  • Crimson EMS coverage is required for all club sport standard events including games, tournaments, and large-scale events. Their services are free for club sport organizations.
    • For more information, please review the Medical & Safety Resources section of the Club Sports Website.
• Facility Use:
  • There are no rental fees for club sport events.
  • Club sports must be flexible, understanding, and most importantly, respectful of the scheduling process and facilities.

• Before The Event:
  • Obtain CSO approval for all events (submit requests at least 2 weeks in advance).
  • Purchase required event liability insurance.
  • Request coverage from Crimson EMS at least 5 business days in advance. Their services are free for club sport organizations.
  • For events taking place in indoor Recreation facilities, submit the visiting team’s roster/waiver to the CSO (using the Visiting Team Roster Form on SOCO) at least 2 days before the event.
• During The Event:
  • Represent Harvard professionally at all times.
  • Ensure all participants and spectators follow the University and CSO Code of Conduct and Event Policies.
  • Host club officers are responsible for the conduct of visiting teams, coaches, officials, and spectators.
  • Follow the instructions of Harvard Recreation staff.
  • Adhere to facility event policies and event contract requirements.
  • Leave the facilities clean and in good condition after use.
  • The use, possession, or distribution of alcohol, tobacco, or other prohibited substances is strictly prohibited at all events.
• Following The Event:
  • Report any injuries to the CSO within 24 hours using the Injury Report Form.
  • Report any facility issues within 24 hours following the event by emailing the CSO.
  • For Large-Scale Events, submit a post-event report to the CSO.

• Practice: recurring assigned timeslots in various athletics facilities for club member use only.
• Standard Event: a game is defined as a competition or event with one - two non-Harvard affiliate teams scheduled in/on a Harvard Athletics facility lasting up to four consecutive hours.
• Tournament: a tournament is defined as a competition with three or more non-Harvard affiliated teams scheduled in/on a Harvard Athletics facility lasting up to six consecutive hours.
• Large-Scale Event: any event anticipated to exceed 80 participants, require significant additional facility resources, or occupy full/majority facility space for six hours or more. Such events require additional review and approval from the Club Sports Office.

Disclaimer: Harvard Athletics, Recreation, and the Club Sports Office reserve the right to change or cancel any reservation at any time.

• Tournaments:
  • Each club may host one tournament per semester, provided the activity and event needs can be safely and reasonably accommodated.
  • Additional requests may be submitted to the CSO for consideration.
• Large-Scale Events:
  • Each club may host one Large-Scale Event per academic year, provided the activity and event needs can be safely and reasonably accommodated.
• Additional Event Limits:
  • Hosting a special event may reduce the number of approved home games or competitions.
• Scheduling Window:
  • Club sports are eligible to schedule activities starting on the first day of fall term classes and must conclude activities on the last day of spring term classes.
  • For 2025-2026: September 2, 2025 – December 3, 2025 & January 26, 2026 – April 29, 2026.
• Restricted Period:
  • Facilities cannot be reserved during reading periods, exams, or recess unless special permission is granted by the CSO.
  • Exceptions are rare and reviewed on a case-by-case basis.