Athletic Facility Rental Guidelines

Transcription

1 Athletic Facility Rental Guidelines Thank you for learning more about hosting your event at a University of Toledo Athletics Facility! This manual includes important facility policies, procedures, guidelines, and more information about each facility we offer that will further your knowledge and understanding of The University of Toledo Athletic Facilities. Thanks again, and we hope to hear from you soon! The University of Toledo 2018

2 Table of Contents Facility Schedule...2 Facility Rental Priorities...2 Facility Rental Request Procedures...2 Event Guidelines...2 Insurance...2 Athletic Facilities...4 Glass Bowl...4 Fetterman Indoor Training Facility...5 John F. Savage Arena...5 Joe Grogan Room West...6 Joe Grogan Room East...6 Fetterman Gym...7 Outdoor Track & Field Facility...7 Scott Park Athletic Complex...8 Event Operation Costs...9 Facility Rental Terms & Conditions...9 Uniformed Security & Paramedics...9 Food & Beverage Service...9 Preferred Vendors...9 VIP/Corporate Tents...9 Event Parking...9 Event Signage...9 Event Décor Audio-Visual Production Services & Equipment Facility Damage Contact Information... 10

3 Facility Schedule The University of Toledo Athletic Facilities are home to multiple sports teams including Rocket football, basketball, volleyball, baseball, softball, golf, tennis, soccer, cross country, and track & field. In addition, the Rocket Marching Band, Campus Recreational Center and multiple departments within the institution utilize these facilities on a priority basis for practice, competitions, camps, etc. throughout the year. Occasionally, Athletics entertains and grants requests to host large-scale concerts and events on campus. The University of Toledo Athletics also reserves the right to delay confirmation of an event to await a sports final schedule release. If there is an unforeseen change in the facility schedule which conflicts with your event, we will work with the licensee in advance to determine a date that is acceptable to accommodate both the licensee and The University of Toledo Athletics. Facility Rental Priorities Use of The University of Toledo Department of Athletics Facilities will be considered on the following priority basis: 1. The University of Toledo Department of Athletic Events, Contests and Team Practices 2. The University of Toledo Departments and Organizations 3. Outside Organizations Variations to any of these policies, procedures or guidelines must have the approval of the Director of Athletics. Facility Rental Request Procedures 1. Any party requesting to use a Department of Athletics Facility will be required to fill out an Application for Use and submit it to the Assistant Athletic Director for Operations and Events. This application should be submitted no later than one month prior to the event. The application can be found at the end of this manual. 2. Confirmation of the request will be made by , or in person once it has been determined that the facility is available and event requirements can be met. 3. After the confirmation has been made the event requester will meet with the Assistant Athletic Director for Operations and Events or his designee by phone, , or in person to review event details. 4. Upon determining all event details, a Facility Use Permit will be sent to the licensee. 5. Payment via check for facility rental and costs associated with the event will be due at time of event or following the event, the licensee will be invoiced for the facility rental and costs associated with the event, depending on scale of event. Event Guidelines 1. The University of Toledo Department of Athletics must have a signed agreement/permit for each event. 2. Any event considered being potentially harmful to the public image of The University of Toledo will be denied. 3. Any event considered to be potentially harmful to the facility will be denied. 4. The University of Toledo Department of Athletics will determine the number of personnel required for the safeguard of The University of Toledo s interest. The University of Toledo s personnel can include, but is not limited to, facility operations staff, event staff personnel, police and EMS. The amount of personnel assigned to an event will be determined based on the facility being utilized and the size and nature of the event. 5. All events must meet guidelines that are established by the NCAA and Mid-American Conference. Insurance All non-university licensees sponsoring an event shall procure and maintain, in full force during the term of the contract, bodily liability and property damage liability insurance; under a standard comprehensive general liability policy including automobile and contractual liability. The policy shall provide primary coverage on all licensees and licensees contractees operations, owned, non-owned and hired vehicles, loading and unloading operations and include coverage for collapse or explosion. 2

4 The University of Toledo shall be named as AN ADDITIONAL INSURED in all required contracts of insurance pertaining to this contract. The insurance coverage maintained by the licensee shall be the primary coverage for both the licensee and The University for activities covered by this agreement. The policy shall provide that the coverage cannot be cancelled prior to the completion of the event. Further information may be found at The certificates must adhere to these polices: a) Coverage amount of at least $1,000,000 per occurrence; b) Date of coverage needs to indicate the date of the event being insured; and c) The State of Ohio, UT and its officers and employees must be listed as additional insured on the policy and on the Certificate of Insurance. d) The Certificate Holder will be The University of Toledo, Attn: UT Athletic Department, 2801 W. Bancroft St., Toledo, OH

5 Athletic Facilities Glass Bowl (Stadium with 100 Seat Press Box, 45 Suites* & 300 Seat Stadium Club) *President s Suite is not available 26,248 Seating Capacity Full House: $2,000/Press Tower Side: $1,000 Field Only: $400 High School Football: $2000/Youth Football: $1,500 Scholastic Practice: $200 per hour Non-Scholastic Practice: $250 per hour Stadium Lights: $50 per hour Video Board: $250 Scoreboard: $50 Public Address System: $50 Public Address Announcer: $100 per game Post-Event Clean-up: $900 ($350 half-house) Press Box/Stadium Club: $300 4HR MAX Pavilion: $100 4HR MAX Locker rooms are available upon request. ***These are the typical expenses, others not shown may apply*** 4

6 Fetterman Indoor Training Facility (100-Yard Practice Field, Six Sprinting Lanes, and Long Jump Pit) Scholastic Practice: $200 per hour Non-Scholastic Practice: $250 per hour Portable Sound System Rental: $100 Locker rooms are available upon request. John F. Savage Arena (Basketball & Volleyball Facility with 12 Suites & 100 Seat Loge & 150 Seat Club Area) 7,300 Seating Capacity Full House: $5,000 or 12% of gross, whichever is greater Half House: $2,500 or 12% of gross, whichever is greater Scholastic Practice: $100 Non-Scholastic Practice: $200 Post-Event Clean-up: $950/Half-House: $500 Main Scoreboard: $100 Public Address System: $100 Public Address Announcer: $100 per game ***These are the typical expenses, others not shown may apply*** 5

7 Joe Grogan Room West (Glass Enclosed Dining Space with Bar Located in Savage Arena) 152 Seating Capacity UT Organization: $50 per hour Non-UT: $100 per hour Audio/Video Fee: $50 per hour Non-UT Audio/Video Fee: $75 per hour Clean Up Fee: $50 Ability to utilize Joe Grogan Room East & West. Joe Grogan Room East (Dining Space/Meeting Room Located in Savage Arena) 108 Seating Capacity UT Organization: $50 per hour Non-UT: $100 per hour Audio/Video Fee: $50 per hour Non-UT Audio/Video Fee: $75 per hour Clean Up Fee: $50 Ability to utilize Joe Grogan Room East & West. ***These are the typical expenses, others not shown may apply*** 6

8 Fetterman Gym (Regulation-Sized Basketball & Volleyball Practice Courts with Four Additional Baskets) Scholastic Practice: $50 per hour Non-Scholastic Practice: $100 per hour Game Scoreboard: $50 Outdoor Track & Field Facility (Eight Full Lane Track with Useable Straightaway on Both Sides & all other Track & Field Events Located in Center) 575 Seating Capacity Scholastic Practice: $50 per hour Non-Scholastic Practice: $75 per hour High School/Track Club Events: $500 Portable Sound System Rental: $100 Portable toilets maybe rented to accommodate. Press box and elevated viewing areas available. TRACK EQUIPMENT NOT OF USE **These are the typical expenses, others not shown may apply*** 7

9 Scott Park Athletic Complex (Baseball, Softball, and Soccer Fields) Seating Capacity: 690 Baseball, 244 Softball, 244 Soccer Softball: $300 ($400 Doubleheader) Baseball: $300 ($400 Doubleheader) Soccer: $300 Facility Supervisor: $75 per game Grounds Manager: $50 per game Scoreboard Operator: $50 per game Public Address Announcer: $50 per game Public Address System: $50 Main Scoreboard: $100 No access to the indoor batting facility. **These are the typical expenses, others not shown may apply*** 8

10 Event Operation Costs Event operation expenses may include, but are not limited to facility supervisors, set up/tear down, post-event clean-up, police, custodial services, electricians, paramedics, and event staff personnel. Facility Rental Terms & Conditions - Do not enter the facility until your rental time as it is a liability; we must be present for access & use of the facility. - No food, sunflower seeds, tobacco products, chewing gum on allowed on fields. - Be sure to clean up after yourself or a cleanup fee may be incurred. - Failure to adhere to any of the above will result in loss of rental privileges. - Athletic Facilities not included in rental agreement are strictly off-limits to everyone. - No parking in the service drives/areas next to Larimer or Glass Bowl. - Practice equipment in facilities is not to be used or disturbed. - No chalking or painting of lines on fields - If tape is used for lining, all tape must be removed. - If snow is on field, field will not be plowed/cleared via any means. - Failure to adhere to any of the above will result in loss of rental privileges. Uniformed Security & Paramedics All ticketed events or crowd events will be required to have at licensee s expense The University of Toledo police and at least two paramedics. Police and Paramedics hiring will be handled by The University of Toledo police department. Food & Beverage Service Any and all food & beverage/catering will be provided by Aramark, unless otherwise agreed upon in writing. More information about their policies can be found at Preferred Vendors The University of Toledo partners with several preferred vendors for a variety of services, including hotel accommodations, audio/visual production, décor, photography, transportation, etc. Please reach out for our list of preferred vendors and for more information. VIP/Corporate Tents All outdoor tents and tent locations must be approved at least one week prior to the event. Failure to do so could result in the cancellation of the event. All tent areas and surrounding areas must be cleaned of all trash immediately following the event. Failure to do so will result in a $100 clean-up fee per tent. Event Parking Parking can be suspended for non-registration violations. All other violations will still be ticketed such as Handicap, reserved parking, backing in without a front plate. Requests to suspend parking must be coordinated at least a week prior to event. The Athletic Department is not responsible for any tickets obtained by event attendees. Event Signage All sponsorship signage must have prior approval before the event to determine potential sponsor conflicts with Athletic Department Sponsors. Event signage cannot cover existing Athletic Department / Sponsorship signage. All signage must be removed at the conclusion of the event. Failure to do so will result in a $50 cleanup fee. 9

11 Event Décor Licensee can be permitted to display and decorate the facility pending approval. Guidelines include but are not limited to: Decorations may not be stapled, or nailed into any walls, doors or ceiling. Glitter, sparklers, confetti, streamers, or similar items are not permitted. Open flames of any kind are not permitted. Decorations and signage shall not cover any exit signs. Items cannot block any entryway, path, exit, stairwell, or hallway at any time. Vehicle load-in/out damage to landscaping will be fixed at the expense of the licensee. Floor protective measures may be required to avoid damage due to heavy materials, food service, vehicle loadin/out, etc. Damage, additional cleaning, tape/residue removal and/or labor services resulting from improper use of facility will be billed to the licensee. Permanent signage may not be altered or removed. Audio-Visual Production Services & Equipment Audio-visual equipment and services are available for a fee (projector screens, microphones, hard line connections, easels, speaker system, televisions, etc.). Equipment is subject to availability and must be confirmed in advance. Facility Damage The licensee shall return possession of the facility at the conclusion of the event in the same good condition as on the initial date of possession. Any damage or loss to the facility property or equipment shall be reported immediately to facility or event personnel. Licensee is responsible for damage or loss to the facility, equipment or property by service contractors, employees, guests, participants, vendors, exhibitors or those connected to the event and shall reimburse institution for excessive cleaning costs and all expenses incurred for repairs or replacements. Contact Information For more information regarding the usage of Department of Athletic Facilities, contact Chris Barnhardt, Athletics/Special Events Manager at (419) or christopher.barnhardt@utoledo.edu. 10

12 APPLICATION FOR USE UNIVERSITY OF TOLEDO ATHLETIC FACILITIES Print Form Submit by Select Facility Savage Arena Varsity T Pavilion Glass Bowl Softball Track Stadium Club Baseball Tennis Soccer Grogan Room Other Facility/ Room Area (please specify) Organization Applicant's Name / Contact person Today's Date Address City State Zip Telephone (Work) ( CELL ) (Home) (Fax) NATURE OF EVENT: A full description of event with types of activities to occur. Please include setup needs. Attach information if necessary Event Date(s) & Time(s). Please indicate set-up dates & times if applicable PROJECTED ATTENDANCE Ticket Prices (if applicable) This form must be completed and returned to the Assistant Athletic Director for Operations/Events 30 days prior to the event. Athletic Facilities at the University of Toledo are property of the State of Ohio. Their use is Subject to all applicable State Laws, rules and regulations. Applicant agrees to indemnify and hold harmless the University of Toledo and its representatives against claims for bodily injury and loss or damage to personal property except as may result in the sole negligence or willful misconduct of The University of Toledo, it agents and employees. Applicant further agrees to observe all University and Athletic Department polices and regulations. Applicant hereby represents that a full and complete disclosure of all information which might be pertinent to the Athletic Department's and University's consideration of this Application and that all of the above statements and information are true and correct. Completion of this application does not guarantee approval of request. Reservation is not complete until the Facility Use Permit has been received by applicant. If permit is not received within two weeks after application has been submitted, it is the responsibility of the applicant to contact the Assistant Athletic Director for Events. Applicant Signature Title Date