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Due to the resources committed to an event (staffing, equipment, etc.), fees may be applied in the event that an organization does not show up for their event and gives no notice ahead of time within a Campus Recreation space. Cancellations due to severe weather or facility closures will not result in a fee. A no-call/no-show occurs when an organization fails to cancel its reservation by the required deadline and does not utilize the reserved space. Organizations that are more than 30 minutes late without prior communication will be considered a no-show at the discretion of Campus Recreation.

Repeated no-call/no-show incidents may result in the temporary suspension of an organization’s privilege to reserve Campus Recreation facilities. The length of the suspension will be determined by Campus Recreation. 

Notices on cancelation must be emailed to the Assistant Director for Facilities and Aquatics (Zach Gentz, zgentz@elon.edu). Organizations must notify Campus Recreation by email no later than 3:00 pm on the business day of the reservation. For Saturday and Sunday reservations, notice must be received by 3:00 p.m. on the preceding Friday.

The fee for late or no notice of cancelation will be $13/hour per staff member assigned for every hour of event as listed on PhoenixCONNECT. Campus Recreation will determine the number of staff members required for an event based on the event’s size, location, activities, and operational needs.
Example:
If an event was 3 hours and 1 staff member was required and or requested, the fee would be $39.
If an event was 3 hours and 6 staff members were required and or requested, the fee would be $234.

In the event of broken or missing equipment, the organization will be assessed a fee for the full replacement of that piece of equipment. The price will be based on the vendor’s rate to replace the equipment with the same item or a similar item.

The sponsoring organization for the event is responsible for the actions of its members and guests during the reservation period.

Late Fees and Broken Equipment 
Equipment must be returned prior to the return time to avoid late fines. The return time on all day use equipment is the closing time of the facility. Late fees will be assessed for any equipment that is returned past its due date/time at the rate listed below. Patrons will be notified of late equipment via campus email that they have an unreturned or late item. They will have two days to return the equipment. At the start of the third day, the initial late fee will be assessed. If the equipment has not been returned within 14 days of the original due date, the student’s tuition account will be billed for the late fines and replacement cost (plus any additional expenses including, but not limited to, warranty, shipping and handling, and accessories).

Damaged Equipment Policy: Patrons are financially responsible for all damage to equipment they have checked out. This includes repairs or replacement.

Unreturned Equipment: Equipment loaned from our facilities is the property of ÂÒÂ×ÊÓƵ. Failing to return equipment will have administrative and financial consequences. These consequences include charges applied to student accounts. The charges include accumulated late fines in addition to full replacement cost of equipment. In addition, the patron will lose future checkout privileges.

Late Fees Rate 
For each day the checked out equipment is not returned, there will be a $10 initial late fee and $5 for each day thereafter.

Campus Recreation staff will make a record of when the equipment is returned by the student. The patron will be notified how to pay the fine. If the fine has not been paid within 2 weeks of the email notification, the amount due will be added directly to the student’s tuition statement through the Bursar’s office. While the fine is unpaid, the patron will not be allowed to checkout equipment.

Suspension of Checkout Privileges 
Patrons with three or more late returns or who have accrued fines totaling $250 or more from Campus Recreation will have their checkout privileges suspended for one month.

To restore their checkout privileges, patrons will need to take the following actions:

1. Meet with the Assistant Director for Facilities and Aquatics
2. Pay their late fines in full
3. Request checkout privileges be restored one month after fines have been paid

Stolen Equipment 
If the equipment is stolen, please report this immediately to Campus Safety and Police (if on-campus) and the local police department (if off-campus) to file a police report. Please also contact Campus Recreation to inform them of the situation and provide a copy of the police report and a phone number where they can reach you for further questions. Even if the equipment is stolen, the student, faculty, or staff member is still held financially responsible for the replacement cost of the equipment, plus any additional expenses including warranty, shipping and handling, and accessories.