Reservation Request Scheduling Policies and Procedures

Timing of Reservation Requests

1. Reservation requests for each of the following semesters are reviewed and scheduled at the same time each year. The following deadlines apply:

   Semester	Deadline
   Spring (January — April)	August 1
   Summer (May — August)	October 1
   Fall (September — December)	February  1

2. Reservation requests received by the deadline are evaluated and scheduled before those received after the deadline.
3. Reservation requests received after the deadline are considered on a first-come, first-served basis.
4. Reservation requests from UVU groups must be received at least two weeks before the requested arrival date. Reservation requests from Non-UVU groups must be received at least one month before the requested arrival date.

Rubric for Reservation Request Evaluation

1. Reservation requests are scored based on the following criteria:
• 40% - Institution – Highest priority is given to UVU and NPS, then to other Utah institutions of higher education, then to non-Utah institutions of higher education.
• 30% - Utilization – Reservations with a purpose that reflects the mission of the Field Station (i.e., engaged learning, research, and/or conservation in the context of Colorado Plateau) receive a higher score than other uses.
• 30% - Nature of the Group – Credit-bearing courses and research groups receive a higher score than other groups.
2. In the case where two groups request the same dates, priority will be given to the request with the highest overall score. Other groups may be given their second or third choice of dates, or be asked to select a new date.
3. Previous group history will also be taken into consideration.

Proof of Insurance

All visitors must each sign a waiver for activities at the field station and provide the signed waivers upon check-in. Non-UVU participants must provide a certificate of liability from their own institution listing UVU as an additional insured with coverage amounts nearest to One Million Dollars ($1,000,000) per person for any one claim, and an aggregate limitation of Three Million Dollars ($3,000,000) for any number of claims arising from any one incident. The certificate of liability is to be submitted with payment.

Payment

• If a request is approved, an invoice is sent with notification of approval. In order to hold the reservation, the invoice must be paid-in-full within one month of approval notification. If full payment is not received within one month, the reservation is cancelled.
• Fees: Below are the updated fees going into effect January 1, 2026.

  Type	Current Fees (Effective  Jan. 1, 2026)
  Day use only groups	$150.00 per group per day
  UVU Credit-bearing Courses & NPS	$12.00 per person per night
  Other UVU Groups	$25.00 per person per night
  Utah Institutions of Higher Education Faculty, Students, & Staff	$30.00 per person per night
  Non-Utah Institutions of Higher Education	$35.00 per person per night

• Field Station visitors must be involved in the course as faculty, staff, or registered participants. Groups that violate this policy risk having their visit terminated.
• A $200 security deposit is required to reserve the Field Station. The security deposit will be returned upon satisfactory check-out and submission of a trip summary with photographs. For on-going research trips the security deposit will be charged once per fiscal year and returned upon satisfactory check-outs and submission of a research summary with photographs at the end of the fiscal year (June 30).  

Cancellations and Denials

• Groups that cancel their reservation more than 6 weeks in advance of their scheduled arrival date will receive a full refund of their invoice. Cancellations made less than 6 weeks before a group's scheduled arrival date will be charged 25% of their total invoice or $100, whichever is greater.
• UVU reserves the rights to deny, reassign, or terminate a meeting or event at CRFS when the event scope is beyond the physical or technical abilities of the facilities at CRFS or if security, safety, and environmental concerns cannot be adequately addressed. Reservation requests may also be denied or canceled if the organization or event is in conflict with University policies or regulations. In addition, Capitol Reef National Park may cancel or delay an event for safety or security reasons, including while such event is in progress.

Changes in Group Size

• At the time of your reservation request, please estimate the size of your group as accurately as possible. Group size must be finalized and communicated to CRFS staff at least 6 weeks before arrival at the Field Station.
• We do not charge for last-minute no-shows of up to 2 people per group. You will be charged 20% of the lodging fees for all no-shows in excess of two people.

Interacting with Park Personnel

If you wish to involve park personnel in your visit, requests need to be arranged through the field station. Please do not contact park personnel directly for this purpose.

*By submitting the Reservation Request Form, you are agreeing to the Scheduling Policies and Procedures.

For questions or help filling out the form, contact the CRFS office at 801-863-6818 or email [email protected].