Summer Program/Camp Scheduling Checklist

Transcription

1 Summer Program/Camp Scheduling Checklist Requesting Organization Name: Contact Person: Address: Phone: Fax: Off campus Non-ECU affiliated programs and or camps must complete the following requirements for scheduling consideration: (All actions 1-6 must be completed in the order below. Please indicate date completed and form was received/action taken) 1. Attached CRW Summer Program/Camp Reservation Form 2. Online Non-ECU Affiliated/Third Party Program or Camp Authorization Form completed at least 4 weeks in advance via: 3. A signed copy of the Facilities Reservation Contract and Facilities Additional Rules after received and reviewed 4. A Camp or Program For Minor Agreement Between East Carolina University and (3 rd Party Name) 5. An Administrative Organization Assumption of Risk and Release completed by the administrative authority 6. A general liability statement of insurance specially including Campus Recreation & Wellness and its Facilities 7. Assumption of Risk and Release forms completed by each participant/parent or guardian form at a later date 8. _ Programs or Camps operating under the umbrella of ECU academic or other departments must complete the following: - Follow specific guidelines set by the Youth Programs and Campus Office - Submit a CRW Summer Program/Camp Reservation Form - Sign and return a copy of the Facilities Reservation Contract, Facilities Additional Rules, and Assumption of Risk and Release forms completed by each participant/parent or guardian Date Reservations Placed In System: Date Contract Forwarded: by Mail: ed: Faxed: Additional Action Required/Special Notes: 1

2 Campus Recreation and Wellness Facility Utilization Information for Summer Youth Camp Programs Requests for utilizing facilities within the Student Recreation Center (SRC) should be sent directly to, Hannah Roberts or interoffice mail). Requests for utilizing North Recreational Complex (NRC) or Blount Fields should be copied to Brad Avenia The following listed below are general guidelines and information pertaining to reserved use of Campus Recreation and Wellness (CRW) facilities: 1. Arrangements and reservation requests must be made at least 10 business days (Monday-Friday) in advance. 2. The availability of facilities and equipment is based upon the nature of the request, the activities involved and the demand on the facilities. A maximum of 30 program/camp participants (youth groups) will be allowed to use the facility at any time. For example: a program/camp could have 60 participants but must be split into two groups. In addition, participation will be limited to 8:00 AM 9:00 PM and programming after 5:00 PM will be limited in the Student Recreation Center. 3. The sponsoring organization will be required to provide adequate staff supervision as stipulated by Campus Recreation and Wellness. This is especially true in regard to youth camps and locker room utilization One staff member for every six participants ages 4 and One staff member for every eight participants ages 6 to One staff member for every ten participants ages 9 to One staff member for every twelve participants ages 15 to 17 *Both female and male staff members must be on hand to provide oversight in the locker room areas when camps consist of male and female participants. 4. Summer camp programs will be charged a fee per program per day for utilization of the SRC or NRC/Blount Fields via the pricing structure on page 3. These fee covers a use period of approximately two hours maximum. 5. Camp participants will not be allowed to utilize the climbing wall without a specific climbing wall reservation through Adrienne Fike at fikea16@ecu.edu or Camp participants are only permitted to use the areas reserved in their respected reservation agreement. The track, weight room, and cardio equipment are OFF LIMITS and no exceptions will be made. Sport Field Utilization Sport fields including sand volleyball, disc golf, softball, flag football, lacrosse and soccer areas, are available. Fees will include field rental, special set-up/take-down, lights and supervision. The sponsoring organization is responsible for paying the labor for special set-ups or unusual maintenance needs. Special set-ups will include field marking, establishing bases, moving goals, etc. Beach/Boat House/Lake Areas The beach and boat house area is available at group reservation fees. There may be additional fees for staff required for equipment reservation and boat rental/supervision. Even though swimming is not allowed at the beach, a CRW lifeguard is required for groups that have participants under the age of 13 years. Sports Equipment A limited amount of sports related equipment is available for camp use. Program/Camp administrators can arrange to use volleyballs, basketballs, racquetball equipment, soccer balls (for outdoor reservations only), softball equipment (for outdoor reservations only), etc. at the time facility reservations are made. All equipment must be checked out/in by program/camp administrators/counselors. Equipment will not be checked out to individual program/camp participants. 2

3 Campus Recreation and Wellness Facility Utilization Information for Summer Youth Camp Programs Summer Camp Indoor Passes/Packages Packages - 1 hour minimum Summer Camp Passes Daily Admission/Rate $3.00/person Climbing Wall: Call Adrienne Fike for a Quote Summer Camp Outdoor Packages Packages University Affiliate Non-Affiliate Boat House at NRC up to 2 Hours $70/hr $100/hr Boat House at NRC Additional Hour $30/hr $50/hr NRC Field House, Shade Structure, Patio up to 2 hours $20/field/hr $30/field/hr NRC Field House, Shade Structure, Patio up to 4 hours $40/field/hr $60/field/hr NRC Field House, Shade Structure, Patio up to 8 hours $60/field/hr $120/field/hr NRC/Blount Fields up to 2 hours $20/field/hr $30/field/hr NRC/Blount Fields up to 4 hours $40/field/hr $60/field/hr NRC/Blount Fields up to 8 hours $60/field/hr $120/field/hr Miscellaneous Fees Rental Items Rate Field Preparation $110 Field Lights $30/hr Staffing - Additional Staff are required based on the requested activity, rental space, and hours of operation. Staff Hourly Rates Student Supervisors Housekeeping CRW Professional Staff Electrician/Trades ECU Police $12/hr $25/hr $35/hr $40/hr $45/hr 3

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5 CRW SUMMER PROGRAM/CAMP RESERVATION FORM Name of Organization Proposed Program/Camp Name Program/Camp Administrator's Name Program/Camp Administrator's Address Program/Camp Administrator's Phone Number If your program has a website, please provide the web address Anticipated Location Program/Camp is Requesting: osrc Instructional Pool osrc Climbing Wall onumber of SRC Basketball Court(s): onrc Boat House onrc Boat House, Field Structure, Patio onumber of Blount/NRC Field (circle one): Date(s): Time(s) between 8AM - 5PM: Number of anticipated participants: *30 participant max per one group in one reserved area. Special accommodations may apply. If your program/camp is planning to have +30 participants, please explain "other" below: Other: Age range of minors: Total anticipated cost(s) for your Summer Camp Pass/Package: Number of Program or Camp Staff Members: *A program or camp staff member is a person over 18 years of age who supervises, teachers, counsels, or otherwise works with minors participating in a program. Additional Notes/Comments:

6 Campus Recreation and Wellness Facility Utilization Information for Summer Youth Camp Programs Administrative Organization Assumption of Risk and Release-2017 In consideration of being allowed to use Campus Recreation and Wellness facilities located at East Carolina University on (day) of (month), 2016, the (group name) agrees to indemnify and hold harmless and release East Carolina University and all its officers, agents, and employees from and against all claims of damages, demands, actions, or causes of action, on account of damage to personal property, or personal injury, or death which stem from or are in any way connected with the activities related to the (group name), its advisors, participants, agents and invitees. The (group name), specifically release(s) East Carolina University, its officers, agents, or employees from any claim based on negligence which stems from or is in any way connected with activities related to the use of the Campus Recreation and Wellness facilities at East Carolina University. The (group name) specifically recognize that East Carolina University owns and maintains the Campus Recreation and Wellness facilities and allows the (group name) use of these facilities. The (group name) acknowledge that they are recipients of this privilege from East Carolina University. The (group name) understand(s) that the privilege is a tangible benefit to the (group name) and their participants. The undersigned has read the foregoing Assumption of Risk and Release and after having the opportunity to confer with counsel, does freely and voluntarily agree to its terms. The undersigned also acknowledges that he/she has the authority to sign this Release on behalf of the (group name) Program. In witness whereof, this assumption of Risk and Release is executed this (day) of (month), Initials: Signature Signature Printed Name/Title Printed Name/Title Title Title 4