RECREATIONAL FACILITY RENTAL POLICIES

Transcription

1 RECREATIONAL FACILITY RENTAL POLICIES General Rental Guidelines: Any event considered by the of Department of Athletics, Physical Education, and Recreation (DAPER) to be potentially harmful to the public image of Stanford University, or the Department of Athletics, Physical Education, and Recreation will not be allocated space. DAPER reserves the right to determine the potential harm to facilities and may reject said request. The scheduling of events will be based on facility availability and approval by DAPER. There may also be a review by other department-supported committees. All events will be negotiated by DAPER which will determine the extent of Stanford University personnel required to safeguard the university's interest. DAPER must have the appropriate contract for each request. University departments/academic units must present a completed PTA 14 days in advance of the event, or the event will be cancelled. Groups renting a facility will be held financially responsible for any special cleaning, maintenance or repair resulting from the event or activity. Groups renting a facility are required to observe Stanford University and all local, state and federal laws. DAPER is not responsible for any lost, stolen or damaged property belonging to the members of rental groups using the facilities. Once Approved: You will receive an , stating whether your request has been approved or denied. Once approved you will then receive: 1. Stanford Events Resources Sheet this sheet will provide information on how to order catering, tables, chairs, audio and visual, tarp, curtains, and any other event related needs. 2. Contract and Event Guidelines these guidelines will help you understand what is expected of the event user group as well as policies around events. Group Definitions: Recognized Stanford University Student Group: To be considered for group rentals, student groups must meet the following criteria: Be a registered and active student organization or residence hall floor. Be free of unresolved issues related to prior use of the Department of Athletics, Physical Education, and Recreation spaces. University Department/Academic Unit: Any official Stanford University office or department with a university budget. University departments/academic units must pay with an internal PTA. To rent space, a university department must be free of unresolved issues related to prior use of DAPER spaces. Outside Group: Any group not included in the above two categories.

2 Liability and Insurance: Recognized Stanford University Student Group: Guests and members of recognized student groups who are not enrolled for at least four credit hours must purchase a guest pass to enter an indoor facility. University Department/Academic Unit: University departments/academic units are responsible for insuring that any non-employee attending their rental event signs a Release of Claims form. Outside Group: The lessee shall provide Stanford University with a certificate of insurance demonstrating to Stanford University s satisfaction general liability insurance coverage providing a minimum of $2 million of coverage per occurrence in aggregate naming The Board of Trustees of the Leland Stanford Junior University, its officers, agents, students, employees and volunteers as an additional named insured at least 10 business days in advance of the commencing lease term. Failure of a group to provide the Department of Athletics, Physical Education, and Recreation with a certificate of insurance will result in the cancellation of the event and forfeit of deposit. Deposits, Payments and Cancellations: Space Rental Fees: The length of the rental period includes preparation, set up and tear-down/clean-up times. If a group uses a facility for a portion of an hour, they will be charged for the full hour, unless they have rented the facility for the day (i.e. DAPER will bill in one hour increments. If an event is two and one-half hours long, the group will be billed for three hours). Event Operation Charges: In addition to the rental fee, the rental group is responsible for all direct labor costs incurred by the DAPER that are necessary for the proper operation and maintenance of the facility. These costs include, but are not limited to, facility operations staff, environmental services staff, ushering, lifeguards, paramedics, security and traffic personnel, sport officials and scoreboard operators. The amount of staff assigned to an event will be determined based on the size and nature of the event. Rental groups will also be charged for any special cleaning, maintenance or repair resulting from the event or activity. After Hours Charges: In addition to the rental and event operation fees, any group that schedules an event outside of a facility's regular operating hours must pay the personnel costs incurred in keeping the facility open beyond its posted hours. Equipment Charges: Additional charges will be assessed for any equipment, e.g. scoreboards, PA systems, podiums, tables, chairs. Final Payment Due Date: Rental fees and all other associated charges as stated on the final invoice are due no later than 30 days after the date on the final invoice. Checks should be made payable to Stanford Athletics and mailed/delivered to: Rebecca Carpenter, Arrillaga Family Sports Center-Suite 210, Stanford University, Stanford, CA Outstanding Balances: Any group with an outstanding balance that exceeds 30 days from the end date of the group's last lease will not be allowed to use DAPER space until the outstanding balance is paid in full. Cancellation Fees: The termination of a rental agreement by either party can only occur if notice is provided to the other party at least 14 days before the event. If DAPER cancels due to unforeseen events the deposit will be refunded in full. If the rental group terminates an agreement less than 14 days

3 before the event, they will forfeit the full 50 percent mandatory deposit plus any expenses incurred by DAPER in preparation of the anticipated event. Event Policies: Entrance and Exit: All Entrance and Exit requirements set by DAPER must be abided by. If your event requires individual stations to provide alternate way finding directions, then the Event Host will need to provide adequate support. If the Event Host wishes for the DAPER to assist they will incur any charges for Red Coat support. Golf Cart and Vehicle Parking: 1. Golf Carts should park in provided Golf Cart parking area and must not park on spacers or obstruct emergency access or egress areas. 2. Vehicles may pull up to unload or load but also must not obstruct emergency access or egress areas. DAPER is not responsible for providing parking passes of any kind. Please ensure cardboard is placed under vehicles engines when parked on our property. Once Load in and Unloading is complete, vehicles must move promptly off DAPER property and onto appropriate street parking. For assistance on parking large vehicles please contact: Parking & Transportation Services 340 Bonair Siding Stanford, CA Signage and Decorations: No signage or decorations are permitted without the prior approval of the Department of Athletics, Physical Education, and Recreation. Request for approval must be submitted on the Event Request Form. Any changes will require approval and must be made within 14 days of the event. It is strongly recommended signage is placed with blue painters tape to avoid damages to the wall. Damages: Any damages to the facility caused by the event will be added to the Event Bill. We encourage you to walk the space you will be using prior to loading in. If you notice pre-existing damage please bring it to the attention of the Assistant Director of Recreation Facilities to avoid charges. Service Animal: Any dog* individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability and meets the definition of service animal under the Americans with Disabilities Act ( ADA ) regulations at 28 CFR The work or tasks performed must be directly related to the individual s disability. Under particular circumstances set forth in the ADA regulations at 28 CFR (i), a miniature horse may qualify as a service animal. In compliance with applicable law, Stanford generally allows service animals in its buildings, classrooms, residence halls, meetings, dining areas, recreational facilities, activities and events when the animal is accompanied by an individual with a disability who indicates the service animal is trained to provide, and does provide, a specific service to them that is directly related to their disability. Stanford University may not permit service animals when the animal poses a substantial and direct threat to health or safety or when the presence of the animal constitutes a fundamental

4 alteration to the nature of the program or service. Stanford University will make those determinations on a case-by-case basis. In general, DAPER will not ask about the nature or extent of a person s disability, but may make two inquiries to determine whether an animal qualifies as a service animal. We may ask: 1. If the animal is required because of a disability and; 2. What work or task the animal has been trained to perform. Stanford University cannot require documentation, such as proof that the animal has been certified, trained, or licensed as a service animal. Generally, Stanford University may not make any inquiries about a service animal when it is readily apparent that an animal is trained to do work or perform tasks for an individual with a disability (e.g., the dog is observed guiding an individual who is blind or has low vision, pulling a person's wheelchair, or providing assistance with stability or balance to an individual with an observable mobility disability). Food and Beverages: As of this time, no rental groups (outside of the Stanford Big Five events) are permitted to bring their own food or beverages to any DAPER Rec Center. Smoking: Specifically, smoking is prohibited in classrooms and offices, all enclosed buildings and facilities, in covered walkways, in University vehicles, during indoor or outdoor athletic events, during other University sponsored or designated indoor or outdoor events and in outdoor areas designated by signage as "smoking prohibited" areas. Except where otherwise posted as a "smoking prohibited area," smoking is generally permitted in outdoor areas, except during organized events. Outdoor smoking in non-prohibited areas must be at least 30 feet away from doorways, open windows, covered walkways, and ventilation systems to prevent smoke from entering enclosed buildings and facilities. To accommodate faculty, staff and students who smoke, Vice Presidents, Vice Provosts and Deans may designate certain areas of existing courtyards and patios as smoking areas, and must provide ashtrays. The specific academic or administrative unit(s) will be responsible for absorbing all costs associated with providing designated smoking areas and ashtrays. Vendors: Organizations wishing to sell any products (including, but not limited to: food, beverage, clothing, other merchandise, etc.) during their reservation will need pre-approval from DAPER. Amplifications: The Department of Athletics, Physical Education, and Recreation reserves the right to control or limit the use of amplification devices, such as playback devices, microphones, musical instruments, bullhorns, loud speakers, or other noise making devices that interfere with other activities within our facilities. Inside meeting rooms, amplified sounds need to be kept to acceptable levels. We also reserve the right to ask any group to bring their activity within acceptable sound levels. Bicycles and Skateboards: All bicycle and skateboards must be locked up in area provided outside of facilities. None are allowed inside facilities. Locking mechanism is not provided.

5 Narcotics and Firearms: All narcotics and Firearms are prohibited on all events space. Event holders are responsible for upholding this policy with all event employees and attendees. Peddlers and Panhandlers: Stanford University spaces may not be used by solicitors, sales person, peddlers, or canvassers seeking contact unless approved by DAPER administration and a contract must be signed. Individuals engaged in such activity will be asked to leave the premise. Failure to do so may result in the University Police being contacted. Undesirable Conduct: Any person who engages in misconduct in any DAPER space may be requested to leave the premises. In the event any person(s) engaged in misconduct refuses to leave the premises, University Police will be requested. Misconduct shall be defined as behavior which in any way defaces or damages the premises, obstructs or interferes with the intended use of premises, and has the attire that does cover specific body areas (i.e. no shirt or shoes in required spaces) or violates University policy. Federal and state law, city ordinances, and University policies apply.