Facility Rental Guidelines

Transcription

1 Facility Rental Guidelines

2 Contents Facility Use Priorities 2 Event Guidelines 2 Requesting Use of the Facility 2 Event Operations Expenses 2 Insurance 3 Cancelation / Refund Policy 3 Compliance Guidelines 3 Food Service 3 Facility Rental Fees Aggie Softball Complex 4 Anderson Track & Field Complex 4 Bright Football Complex 4 Cox-McFerrin Center for Aggie Basketball 4 Ellis Soccer Field 4 Kyle Field 5 Lettermen s Club 5 McFerrin Indoor Athletic Center 5 Mitchell Tennis Center 5 Olsen Field at Blue Bell Park 6 1 P age

3 Facility Rental Guidelines Texas A&M University Athletic Department makes our athletic facilities available for rent to interested parties with the following guidelines. Facility Use Priorities The order in which various entities receive priority in scheduling athletic facilities with Texas A&M University Athletic Department is as follows: 1. Texas A&M University Athletic Department contests, events and practices. 2. Texas A&M University departments, student groups, and club events. 3. External group rentals Event Guidelines 1. All events must meet the rules and guidelines established by the NCAA and Southeastern Conference. 2. Any event considered to be potentially harmful to the public image of Texas A&M University will be rejected at the sole discretion of Texas A&M University. 3. Any event considered to be potentially harmful to the facility will be rejected at the sole discretion of Texas A&M University 4. The Texas A&M University Athletic Department will determine, at their sole discretion, the number of qualified personnel required for the safe operation of each event. Texas A&M University personnel can include, but are not limited to; Athletics Staff, Facilities Department Staff, event staff, police, and EMS. The amount of personnel assigned to an event will be determined based on the size and nature of the event. 5. The Athletic Department must have a signed contract, and certificate of insurance naming Texas A&M University as an additional insured prior to any event enactment. Requesting Use of Facilities 1. Complete and submit an Athletic Facility Request Form at least 30 business days prior to the event enactment to; TJ Marcum, tjmarcum@athletics.tamu.edu or Once the Athletic Facility Request Form is submitted, a member of the Texas A&M University Athletic Department will determine the availability of the space and arrange a time to discuss (in person or by phone) the contracting, insurance and event logistics (i.e. set-up, equipment needs, staff needs, break-down, etc.). 3. After all details have been confirmed an Athletic Facility Rental Agreement will be sent to the client. a. The facility rental and event operations expenses reflected on the Athletic Facility Rental Agreement are estimated costs. i. You will receive a final invoice with actual costs within 24 hours of your complete Facility Rental Agreement. 4. The following is due to Texas A&M University Athletic Department prior to the event enactment and no later than 14 business days prior to the event: a. Completed Athletic Facility Rental Agreement b. Certificate of insurance c. Non-refundable deposit equal to 25% of facility rental fee. 5. A final invoice, with all charges, will be ed within 24 hours of completed Facility Rental Agreement and full payment is due by date indicated on invoice. Payment can be made in the form of check, made out to: Texas A&M University Athletic Department, or by credit card at: 2 P age

4 Event Operations Expenses The Texas A&M University Athletic Department will determine the number and qualifications of personnel and the appropriate amount of equipment required for the safe operation of each event. Event operation expenses may include, but are not limited to set up, breakdown, UPD, transportation / parking, event staff (ushers, PA, etc.), EMS, custodial, HVAC, electrical, video production, ticket office services, sports information services, equipment rental and administration fees. Please see attached Event Operations Expenses sheet for itemized prices. Insurance The client shall provide and maintain, at the client s expense, during the period of its use of the premises pursuant to the agreement, a commercial general liability policy written on an occurrence basis with limits of $1,000,000 per occurrence/$2,000,000 aggregate including but not limited to coverage for bodily and personal injury, property damage and contractual liability referring to the agreement. Texas A&M University may terminate the agreement and cancel its obligations under it if the insurance coverage is not provided at least 14 business days prior to the event. If you do not currently have insurance coverage, see more information at the following link; ( This will provide an economical avenue to procure insurance that will meet our requirements. Cancelation / Refund Policy If a cancellation is received within 48 hours of a scheduled event, Texas A&M University reserves the right to invoice for any expenses related to staffing and preparation in addition to the non-refundable deposit. In situations where inclement weather prohibits the safe operation of the event, the facility fee may be waived, but the rental group could be invoiced for any expenses incurred relating to staffing, equipment and preparation. Compliance Guidelines Please be advised that the Compliance office will be consulted on all events including: 1. Prospect-aged participants 2. Texas A&M University coaches, staff, or current student-athletes Food Service Levy Restaurants is the exclusive food service provider, and has first right of refusal to provide food, beverage and catering services in all Athletic Facilities. They offer a wide range of menus as well as both cash and open bars. For more information, contact Abby Hetterich at ahetterich@levyrestaurants.com or via phone at (979) P age

5 Facility Rental Fees University Non-University Aggie Softball Complex Non-Softball Events o Half-Day $800 $1,000 o Full-Day $1,600 $2,000 Softball Games Call for Pricing Guidelines for renting the Aggie Softball Complex o Proof of affiliation with a softball organization is required for any game rental. Texas A&M University reserves the sole right to determine in an affiliation meets this criteria. o Reservations are limited to a maximum of four games per day and no more than eight games over any four day period. o After every two consecutive games, there will be a mandatory 30 minute break for field maintenance. o All related softball activity, including but not limited to a practice, home run derby, or camp/clinic, etc. will be counted as a game. Length of time for any softball activity will determine equivalent number of games. Anderson Outdoor Track & Field Complex Half-Day $800 $1,000 Full-Day $1,600 $2,000 Bright Football Complex Lohman Lobby $960 $1,200 R.C. Slocum Nutrition Center $1,200 $1,500 Guidelines for renting Bright Football Complex o Must have prior approval from Football (Lohman Lobby) and/or Nutrition staff (Slocum) o There is a $250 fee for all teams and departments within athletics for use outside of normal nutrition center hours. Cox-McFerrin Center for Aggie Basketball Lohman Lobby $960 $1,200 Basketball Practice Gym o Half-Day $1,200 $1,500 o Full-Day $2,000 $2,500 Ellis Soccer Field Non-Soccer Events o Half-Day $800 $1,000 o Full-Day $1,600 $2,000 Soccer Games Call for Pricing Kyle Field Presidential / Heritage Lounge $1,440 $1, Concourse $600 $750 All-American North or South Club $5,600 $7,000 Burkhart Auditorium $600 $750 4 P age

6 Cool Zone $800 $1,000 Press box $960 $1,200 Hall of Champions $8,000 $10,000 Media Center $600 $750 Legacy Club $2,800 $3,500 Loge Lounges $1,200 $1,500 Plaza $800 $1,000 Suites $800 $1,000 Zone Club $4,400 $5,500 Field N/A $25,000 Guidelines for renting Kyle Field o The base price includes field only for 4 hours minimum; additional charges assessed for hours over 4. o Supplies equipment, and necessary staffing, such as, security, parking, ushers, medical personnel, police, stage hands, sound and lighting technicians, electricians, and janitorial service are an additional cost. o Any non-athletics events requesting access to Kyle Field shall not be provided consideration during football season. Consideration will only be provided during the traditional-off-season. o It will be at the discretion of the University President whether non-athletic events are deemed appropriate for the venue and the University. o High School football games are priced separately at University s discretion. Tours o Traditions $12/person up to 50 people Includes replica mini helmet o 12 th Man $30/person up to 50 people Includes lunch at the R.C. Slocum Nutrition Center and replica mini helmet Lettermen s Club First Floor $2,800 $3,500 Second Floor Board Room $1,600 $2,000 Lettermen $500 Guidelines for renting the Lettermen s Club o The club is rented as is and the set up and movement of furniture is not allowed. McFerrin Indoor Athletic Center $3,600 $4,500 Mitchell Tennis Center Half-Day $800 $1,000 Full-Day $1,600 $2,000 Olsen Field at Blue Bell Park Cox Diamond Club $1,600 $2,000 Roberts Plaza $400 $500 Suite $800 $1,000 5 P age

7 Suite Level Conference $200 $250 Visitors Locker Room $200 $250 Multi-Purpose Room $200 $250 Indoor Batting Cages $200 $250 Olsen Field o Non-Baseball Events Half-Day $2,400 $3,000 Full-Day $3,600 $4,500 o Baseball Games Call for Pricing Guidelines for renting Olsen Field at Blue Bell Park o Proof of affiliation with a baseball organization is required for any game rental. Texas A&M University reserves the sole right to determine in an affiliation meets this criteria. o Reservations are limited to a maximum of four games per day and no more than eight games over the course of any four day period. o After every game, there will be a mandatory minute break for field maintenance. o All related baseball activity, including but not limited to a practice, home run derby, or camp/clinic, will be counted as a game. Length of time for any baseball activity will determine equivalent number of games. 6 P age

8 Athletics Department Facilities and Maintenance Facility Usage Fee Schedule Facility Usage Base Fee: Facility University Non University Aggie Softball Complex Non Softball Events Half Day $800 $1,000 Full Day $1,600 $2,000 Softball Games Call for Pricing Anderson Outdoor Track Half Day $800 $1,000 Full Day $1,600 $2,000 Bright Building Lohman Lobby $960 $1,200 Slocum Nutrition Center $1,200 $1,500 Cox-McFerrin Center for Aggie Basketball Lohman Lobby $960 $1,200 Practice Gym Half Day $1,200 $1,500 Full Day $2,000 $2,500 Ellis Field (Soccer) Non Soccer Events Half Day $800 $1,000 Full Day $1,600 $2,000 Soccer Games Call for Pricing Kyle Field Presidential or Heritage Lounge $1,440 $1, Concourses (NWAT / NEAT) $600 $750 All-American North or South Club $5,600 $7,000 Burkhart Auditorium $640 $800 Cool Zone $800 $1,000 Press Box $960 $1,200 Hall of Champions $8,000 $10,000 Media Center $600 $750 Legacy Club $2,800 $3,500 Loge Lounges (NW, NE, SW) $1,200 $1,500 Plaza $800 $1,000 Suites $800 $1,000 Zone Club $4,400 $5,500 Kyle Field N/A $25,000 Tour Traditions $12/person 12 th Man $30/person 1228 TAMU College Station, TX Tel Fax

9 Lettermen s Club First Floor $2,800 $3,500 Second Floor Board Room $1,600 $2,000 Lettermen $500 McFerrin Indoor Athletic Center $3,600 $4,500 Mitchell Tennis Center Half Day $800 $1,000 Full Day $1,600 $2,000 Olsen Field at Blue Bell Park Cox Diamond Club $1,600 $2,000 Indoor-Batting Cage $200 $250 Multi-Purpose Room $200 $250 Roberts Plaza $200 $250 Suites $800 $1,000 Suite Lobby $200 $250 Visitor Locker Room $200 $250 Field / Concourse Non Baseball Events Half Day $2,400 $3,000 Full Day $3,600 $4,500 Baseball Games Call for Pricing Staffing: Staff Fee Per Hour (4 hour minimum) Event Manager $30.00 Event Coordinator $18.00 Field Manager $45.00 Event Staff $15.00 Field Coordinator $30.00 On-Site custodial $28.00 Police Officer $52.30 Security Officer $35.23 Electrician $35.00 Information Technology $ th Man Productions Varies Athletic Trainer $40.00 EMT Varies Equipment: Additional requests will be billed per the below fee schedule Equipment Fee Per Day Round Tables $ or 8 Tables $5.00 Cocktail Tables $10.00 Chairs $2.00 Tablecloth (round or rectangular) $20.00 Easels / Sign Holders $5.00 Stage (4 x 8 x 6 ) $ Podium $50.00 Bike Rack $5.00 Stanchion $5.00

10 Tent (10 x 10 ) $ Tent (10 x 20 ) $ Pipe and Drape (per base minimum of 2) $5.00 A/V Equipment/Staff: Additional A/V requests will be billed per the below fee schedule Equipment / Staff Fee Audio/Video Cables 6ft $20 ea. Audio/Video Cables 10ft + $30 ea. In room IPTV System $250 Digital Imaging (Per image) $100 TV/Cart $150 DVD/CD Rack component $100 Mic-Wired $30 ea. Mic-Wireless/Handheld $50 ea. Mic-Lav/Lapel $50 ea. Laptop $80 ea. A/V Tech $45 per hour Creative Imaging (Required w/ IPTV) $30 per hour Daktronics/Ribbons Board (HOC Only) $2000 initiation Daktronics/Ribbon Board Creative $1000 per hour (required) Video Projector (In Room) $150 Other: Additional requests will be billed per the below fee schedule Additional Requests Fee Rushed Reservation $ Excessive Clean-up $ Pre-event set up, day prior (8:00 AM 5:00 $1, PM) Extended Hour Rate $ Reserved Guest Parking Varies Sports Lighting (Kyle Field) $250/hour (minimum of four hours) Sports Lighting (Other) $100/hour Video Board Varies Photo Opportunities / Engagements $100 Concessions $100 Room flip/change $1000

11 Athletics Department Facilities and Maintenance APPENDIX Kyle Field Plaza Regulations 1. Licensee of the attached agreement agree this is a non-retail event and you will not be selling any food and/or retail items (t-shirts, memberships etc.) 2. It is agreed that this event is not in conjunction with, or in partnership with, any outside entity or company that is not directly affiliated with Texas A&M University as part of your organization. 3. Lessee agrees that your organization has not accepted or plan to accept any donation to your organization in exchange for utilizing your group s affiliated status to obtain space at a discounted or complimentary rate. Violation of this will result in charges to your group for the Non-University rate for use of the Kyle Field Plaza. Additionally, your group could be subject to disciplinary action in accordance with University rules and regulations for student organizations. 4. Lessee are responsible for cleanup of trash on the Kyle Field Plaza associated with your event. The lessee is expected to return the space to the previous condition or better. 5. Athletics will not furnish equipment (tables, chairs, staging, podium, tents etc.) in support of your event. These items can be rented from the Athletics Facilities group according to the fee schedule for equipment. Fee schedule furnished upon request. 6. Any and all vendors providing support for your event must be approved, in writing, at the earliest opportunity upon execution of the rental agreement, but no later than 7 days prior to your event. Vendors include both on campus services and non-university affiliated companies. 7. There is power located throughout the plaza (standard residential outlets). Additional or special power requests must be made, in writing, and attached as an addendum to the Facilities Rental Agreement. These requests are subject to additional review and approval by Athletics Facilities management prior to use. 8. All sound, microphone, lighting and staging equipment must be requested in writing prior to use. The group must provide detailed specifications for all items along with a written plan for installation, use and subsequent removal following the event. Athletics Facilities management reserves the right to direct the group to specific departments/vendors for use of the above listed items. 9. Event must be confined to the predesignated areas within the plaza agreed upon by your organization and Athletics Facilities personnel. This area will be designated on a diagram attached to the Athletics Facilities rental agreement. 10. No amplified sound is allowed on the Kyle Field Plaza during normal business hours (8am-5pm, Monday through Friday). 11. Unauthorized vehicles are not allowed on the Kyle Field Plaza at any time. Prior approval must be obtained from Kyle Field Management for any vehicle use on the Plaza. Damage that occurs to the plaza area as a result of vehicles will be billed directly to the licensee, this includes, but is not limited to, (chipped or cracked concrete, oil spills, foundation/structural damage etc.) I HAVE READ AND UNDERSTOOD THE ABOVE RULES AND REGULATIONS FOR USE OF THE KYLE FIELD PLAZA. (Initial) 1228 TAMU College Station, TX Tel Fax

12 Athletics Department Facilities and Maintenance APPENDIX Lettermen's Club Regulations 1. Reservations must be made using the Athletic Facilities Reservation Request Form (available at 12thman.com) a. Approval from the Lettermen s Club Director or designee is required prior to executing a rental agreement for the Lettermen s Club space. b. All third party rentals require the use of Athletics Facilities Rental Agreement 2. Each event is limited to 4 hours. Additional time will be charged according to the fee schedule, which is available upon request from the facility manager. 3. All catering must be organized through Levy Restaurants. Food and/or beverages of any kind from outside vendors/caterers or other retail entities is strictly prohibited. 4. Lettermen s Club functions must give Levy Restaurants the first right of refusal on any/all food, beverage and catering. 5. Active Lettermen s Club Members are permitted to lease the space, for their personal use, at a rate of $500 plus any hard costs (i.e. staffing, equipment, utilities) incurred by the Athletic Department for their event. 6. The Club must be rented as is. The set up and movement of furniture will not be allowed. 7. The 2 nd floor board room will be available on a case by case basis and must be met with prior approval from the Lettermen s Club Director and Facility Management. 8. For all events held during home football games, the Lettermen s must: a. Have a TABC certified bartender serving alcohol, following all Levy alcohol policies. b. Control alcohol coming and going from the club with an usher at each entrance/exit. c. Insurance to cover the serving of alcohol with Texas A&M University named as an additional insured. d. Use Levy for any food served outside of normal snacks TAMU College Station, TX Tel Fax