General Rental Guidelines

Transcription

1 The primary purpose of the Department of Recreational Sports s facilities is to provide recreational and physical activity to students of The Ohio State University, and faculty/staff who purchase memberships. The Department of Recreational Sports shares several facilities with the Department of Athletics, the School of Physical Activity and Educational Services (PAES), and the Ohio State Marching Band, whose primary uses are to conduct intercollegiate athletics, PAES academic courses, and marching band practices. After these primary uses have been met, the Department of Recreational Sports may make the remaining time and space available to outside groups on a rental basis, using the following priority list: 1. Recognized Student Organizations of The Ohio State University 2. Ohio State University Departments/Academic Units 3. General Public This policy applies to all indoor and outdoor facilities managed by the Department of Recreational Sports including, but not limited to, the Recreation and Physical Activity Center (RPAC), the Adventure Recreation Center (ARC), the Jesse Owens Recreation Centers, Fred Beekman Park, Lincoln Tower Turf Field, Coffey Road Park, Jesse Owens West Park, and the King Avenue Fields. Group Definitions: 1. Recognized Ohio State Student Group: To be considered for group rentals, student groups must meet the following criteria: a) Be a registered student organization or residence hall floor. All other student groups may require the review and approval of the University Recreational Sports Committee (URSC). b) Be free of unresolved issues related to prior use of the Department of Recreational Sports s facilities. 2. University Department/Academic Unit: Any official Ohio State University office or department with a university budget. University departments/academic units must pay with an internal erequest. To rent space, a university department must be free of unresolved issues related to prior use of Recreational Sports facilities. 3. General Public: Any group not included in the above two categories. General Rental Guidelines FacilitIES Rental Policy 1. Any event considered by the Department of Recreational Sports to be potentially harmful to the public image of The Ohio State University, the Department of Recreational Sports, the Department of Athletics, the School of PAES, or the Ohio State Marching Band will not be allocated space. 2. The Department of Recreational Sports reserves the right to determine the potential harm to facilities and may reject said request. 3. The scheduling of events will be based on facility availability and approval by the Department of Recreational Sports. 4. All events will be negotiated by the Department of Recreational Sports, which will determine the extent of Ohio State personnel required to safeguard the university s interest.

2 5. The Department of Recreational Sports must have the appropriate contract for each request. 6. University departments/academic units must present an approved erequest to the Recreational Sports scheduling office three (3) business days in advance of the event date, or the event will be canceled. 7. Groups renting a facility will be held financially responsible for any special cleaning, maintenance, or repair resulting from the event or activity. 8. Groups renting a facility are required to observe all applicable policies of the Department of Recreational Sports and The Ohio State University, as well as all local, state, and federal laws. 9. The Department of Recreational Sports is not responsible for any lost, stolen, or damaged property belonging to the members of rental groups using the facilities. Rental Fees & Associated Charges Scale of Rental Fees General Public Recognized Ohio State Student Organizations University Departments/Academic Units Ohio High School Athletic Assoc. (OHSAA) Full Rate No Charge* 50% Discount 50% Discount *Guests and members of recognized student groups who are not enrolled for at least four credit hours must purchase a daily guest pass to enter an indoor facility or the student group may rent facility space at the 50 percent discount rate to allow access for non-member participants. Although student groups are not required to pay space rental fees, they are required to pay event operation, before/after hour charges, and equipment charges. Rental Fees: The length of the rental period includes preparation, set up, and tear-down/clean-up times. Event Operation Charges: In addition to the space rental fee, the rental group is responsible for all direct labor costs incurred by the Department of Recreational Sports 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, 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. Before/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 (i.e. scoreboards, PA systems, podiums, audio visuals, tables, chairs, etc.).

3 Deposits: 1) General public groups whose rental charges exceed $100 will be required to pay a mandatory deposit of 50 percent of the rental fees. If the rental charges are less than $100, the mandatory deposit will be 100 percent of the rental fee. Deposits are due no later than 10 business days prior to the event date. If not received, the event may be canceled. The first $100 of the deposit is non-refundable; the balance of the deposit that exceeds $100 will be refunded. 2) An approved erequest is required of university departments/academic units three business days prior to the event. If not received, the event may be canceled. Final Payment Due Date: Rental fees and all other associated charges are due 30 days following the event date, or in the case of a long term rental, 30 days following the expiration of the lease term. 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 space until the outstanding balance is paid in full. Any outstanding balances that exceeds 60 days will be sent to the Ohio State Department of Accounts Receivable for collection. A finance charge of 1.5 percent per month, or an annual rate of 18 percent, will be charged to all outstanding balances. Any group whose outstanding balance exceeds 60 days may be denied future use of the facilities. 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 lease term begins. If Rec Sports cancels due to unforeseen events, the deposit will be refunded in full. If the general public rental group terminates an agreement less than 14 days before the event date, they will forfeit the full 50 percent mandatory deposit plus any expenses incurred by the Department of Recreational Sports in preparation of the anticipated event. If a department cancels their event with less than 14 days notice, they will be charged a deposit fee of 50 percent of the estimated rental fee, not to exceed $100, plus any expenses incurred by Rec Sports in preparation of the anticipated event. Long Term Rental Discount: Groups that rent on a regular basis throughout a calendar year receive a specified discount on rental fees based on the number of hours rented. These agreements are made on a first-come, first-serve, basis. Staff costs are not discounted. Space and time for long-term rentals will be scheduled by semester, but the lease discount will be cumulative for a calendar year. A mandatory deposit of 50 percent of the rental fee must be paid 10 business days prior to the beginning of the lease period. Groups will be billed at the conclusion of their lease term. Payment is due 30 days from the date of the invoice. All payment and outstanding balance policies apply to these rentals. The discount for long-term rentals will be calculated annually and taken from the final invoice of the year. If necessary, a refund check will be issued or a credit will be applied to the following year s rental deposit. The discount schedule is as follows: hours used in a calendar year - 10% discount hours used in a calendar year - 20% discount hours used in a calendar year - 30% discount hours used in a calendar year - 40% discount 1,000+ hours used in a calendar year - 50% discount

4 Facility Request Process It is recommended that any party wanting to use a Department of Recreational Sports facility should submit their request in writing at least eight weeks prior to the event date. Requests are typically processed 8 a.m. - 5 p.m., Monday through Friday. Confirmation of the request will be made by Rec Sports once it is determined that the facility is available and the requirements of the event are satisfactory. See the Department of Recreational Sports website at recsports.osu.edu for more information and the facility request form. Insurance Recognized Ohio State Student Group: Guests and members of recognized student groups who are not enrolled for at least four credit hours must purchase a guest pass and sign the Release of Claims form to enter an indoor facility. University Department/Academic Unit: University departments/academic units are responsible for ensuring that any non-employee attending their rental event signs a Release of Claims form. General Public: The lessee shall obtain a policy, or policies, of general insurance in the State of Ohio that provides coverage for personal injury and property damage in the amount of at least one million dollars for each person, and three million dollars total for personal injuries or death suffered by any person or persons arising from the use of the facility or the services provided. The Lessee shall name The Ohio State University and the Board of Trustees of The Ohio State University as named insured and the Lessee shall provide notice to the Lessor of proof of insurance in the form of a certificate of insurance at least 10 business days in advance of the commencing lease term. Failure to obtain a certificate of insurance does not constitute a waiver of such insurance by Lessor. Failure of a group to provide the Department of Recreational Sports with a certificate of insurance will result in the cancellation of the event and forfeit of deposit. Food Service Rental groups are not permitted to bring their own food or beverages to any indoor or outdoor facility or activity space without the approval of the director of Rec Sports. Catering and concessions must be coordinated through the Department of Recreational Sports from a list of approved caterers. A 15 percent catering site fee will be added to all food and beverage by the caterer and paid directly back to the Department of Recreational Sports. Eating and drinking are allowed only in specified areas. Alcoholic beverages and all forms of illegal substances are strictly prohibited. All guests must abide by the Department of Recreational Sports s no smoking policy. NOTE: The university has an exclusive beverage contract with the Coca-Cola Company that must be complied with in any facility at The Ohio State University. Vending Rental groups are not allowed to sell products, or contract with outside vendors to sell products, in a Department of Recreational Sports s facility without the prior written approval of the Department of Recreational Sports and The Ohio State University. Outdoor Facilities The Department of Recreational Sports does not guarantee alternate indoor facilities, or rain dates, in the event of inclement weather; however, it will make every effort to find space or alternate dates. If the Department of Recreational Sports cancels due to unforeseen events, deposits will be refunded in full. If the rental group terminates an agreement less than 14 days before the event date, they will forfeit the full 50 percent mandatory deposit plus any expenses incurred by the Department of Recreational Sports in preparation of the anticipated event.

5 Signage & Decorations No signage or decorations are permitted without the prior approval of Rec Sports. Member Reservations Students and faculty/staff who have paid the Rec Sports facilities and programs fee may reserve the following spaces at no charge, providing that all participants are members, and that no additional staff time is required. Any expenses incurred by the department for additional staff time or damages will be charged to members reserving the space. Non-members must purchase a daily guest pass to use the facilities. Basketball court at Jesse Owens Recreational Center - North Tennis court at Jesse Owens Recreational Center - West Racquetball court Squash court Policy Exceptions Any exceptions to this policy require the approval of the University Recreational Sports Committee (URSC).