DEPARTMENT OF ATHLETICS FACILITY USE REQUEST FORM

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1 Appendix B DEPARTMENT OF ATHLETICS FACILITY USE REQUEST FORM All UNC Department of Athletics events have scheduling priority. All other events are scheduled on a first-come, first-served basis. Special arrangements (including, but not limited to, table and chair set-up) must be coordinated with the appropriate Facility Manager at least one week prior to the event. It is the responsibility of the individual or organization reserving the Facility to ensure that all set-up arrangements are made. Reservations must be made in advance by completing this form and sending it to the appropriate individual in the Department of Athletics. The Facilities staff member will then send the completed form to the Compliance Office for their review. ******************************************************************************************************** Today s date: Facility Requesting: Name: Phone #: Department/Organization: Name and Date of Event: Charge (To be Completed by Department of Athletics): Brief Description: Time of Event: Approximate Number of People Projected to Attend: Number of Minors (Non-UNC Students Under Age 18) Involved: Will any NCAA Prospects be Involved? (Please note that in sports other than Men s Basketball, a Prospect is defined as any individual enrolled in grade 9 or above. In Men s Basketball, a Prospect is any individual enrolled in grade 7 or above.) YES NO If So, How Many? Please List All Involved Current or Former UNC Student-Athletes: Please List All UNC Staff Members Who Will be Involved: Will Any of the Following Be Involved? (Please Circle): Javelin Hammer Shot Discuss **Please attach a list of every individual who will be working the event (paid or volunteer). **Please attach a list of every agent, financial advisor, professional representative, or other individual in the business of representing athletes (or any individual affiliated therewith) who you anticipate will be in attendance or involved in any way with the use of the Facility. **Please attach a list of every current or former professional or college athlete who you anticipate will be in attendance at the event. For UNC varsity team use only: Will any funds/proceeds from this Facility use be routed anywhere or used by any individual or entity besides the Department of Athletics, individual sport program, or sport program s special account? YES NO If so, please specify: Approvals Compliance (Required for All Bookings Except Official UNC Varsity Team Activities): Booking Agent: Building Manager:

2 Appendix A Facility Anderson Softball Stadium Belk Track/Fetzer Field Cross Country Course Finley Fields Henry Astroturf Navy Fieldturf UNC Athletics Facility Use Fee UNC Group Facility Use Fee University Group - $1.00/participant/day Non-UNC Group Facility Use Fee Non-prospect age (not began 9 th grade) directly supervised on site by a UNC Athletic Department Staff member--$20/hour Prospect age (began 9 th grade) supervised by a UNC Athletic Department Staff member-- $100/hour Contact Person Kevin Robinson krob@uncaa.unc.edu Non-UNC groups--$100/hour Boshamer Stadium University Group - $1.00/participant/day $300/day Dave Arendas darendas@uncaa.unc.edu Carmichael Arena $1,750 $3,500 Cone-Kenfield Tennis Center $28/court/90 minutes $32/court/90 minutes Dean E. Smith Center $2,500 $5,000 Kenan Stadium $2,500 $5,000 Eddie Smith Field House $100/hour Up to $800/full day Non-prospect age (not began 9 th grade) directly supervised on site by a UNC Athletic Department Staff member--$20/hour Prospect age (began 9 th grade) supervised by a UNC Athletic Department Staff member-- $100/hour Nate Hilton nhilton@unc.edu Approval by Beth Miller Sam Paul spaul@uncaa.unc.edu Angie Bitting abitting@uncaa.unc.edu Approval by Clint Gwaltney James Spurling jspurling@uncaa.unc.edu Jaci Field jfield@uncaa.unc.edu Finley Golf Course/ Chapman Golf Center Koury Natatorium All-inclusive course closure fee: Mon- Thurs: $6,500/day Fri-Sun: $7,500/day $100 or $250 per day depending on event Non-UNC groups--$100/hour All-inclusive course closure fee: Mon- Thurs: $6,500/day Fri- Sun: $7,500/day $500/day Mike Wilkinson mhwgolf@unc.edu Angie Bitting abitting@uncaa.unc.edu Approval by Clint Gwaltney Kenan Stadium Pope Box $1,000 $1,000 Kenan Stadium Blue Zone $500 January-July $3,000 Concourse Club $1,500 Upper Club $1,000 Terraces $500 Suite Level August-December $5,000 Concourse Club $3,000 Upper Club $1,000 Terraces $500 Suite Level James Spurling jspurling@uncaa.unc.edu Ginny French (Tar Heel Athletic Hospitality)- ginny@ramsclub.com ***Facility Use Fees do not include any expenses incurred during the event including, but not limited to: staffing, cleaning, additional equipment, damage, etc. Exceptions to this pricing structure may only be made by the Director of Athletics. ***For hourly rates, portions of an hour are rounded up to the next hour.

3 I. UNC Department of Athletics Facilities Use Policy a. Application This UNC Department of Athletics Facilities Use Policy ( Policy ) governs the policies, procedures and requirements of the Department of Athletics ( Department ) of the University of North Carolina at Chapel Hill ( UNC ) for the use of Facilities under the control of the Department. The Department may, at its discretion, waive any requirements hereunder and may often do so for Educational Foundation (Rams Club) functions, gatherings, or events. This policy applies to all indoor and outdoor athletic Facilities controlled by the Department including, but not limited to: Kenan Stadium, Dean E. Smith Center, Koury Natatorium, Carmichael Arena, Boshamer Stadium, Eddie Smith Field House, Cone-Kenfield Tennis Center, Finley Golf Course, Chapman Golf Center, Henry Stadium, Anderson Softball Stadium, Fetzer Field, Belk Track, McCaskill Soccer Center, Finley Athletic Fields, Hamrick Cross Country Course, University Lake Boat House, Woollen Gym, any and all indoor meeting spaces within any of the above listed Facilities, as well as the surrounding areas (excluding parking lots and decks). These venues shall be referred to singularly herein as a Facility and collectively as Facilities. This Policy is also intended to supersede and replace all prior UNC Athletics Facility Use policies, including the Smith Center Use Policy of b. Scheduling 1. Priority of Use of the Smith Center Arena The priority of use of the Smith Center Arena shall be as follows: i. University Day and Commencement ii. iii. iv. Varsity intercollegiate basketball games Varsity basketball practices Other events invited by UNC to further its educational mission, but only with the written approval of the Vice Chancellor for Student Affairs. 2. Priority of Use of the Koury Natatorium The priority of use of the Koury Natatorium shall be as follows: i. Intercollegiate swimming meets ii. iii. iv. Varsity swimming practices Other swimming events invited by UNC to further its educational mission, but only with the written approval of the Vice Chancellor for Student Affairs or his designee. Open swimming sessions for UNC employees and students as time permits and with the approval of the Director of Athletics or his designee.

4 3. Priority of Use of other Department Facilities The scheduling of all other Department Facilities shall be administered by the designees of the Director of Athletics. First priority is given to UNC varsity intercollegiate athletic programs for Facility use at all times. Priority is next given to recognized UNC groups and outside groups based on a first come, first served basis. Intercollegiate athletic programs need to provide schedules for games, practices, and meeting times to the Department as far in advance as possible. All requests, including those by UNC s intercollegiate athletic programs, for the use of Department Facilities need to be written and, if approved, will be posted by a designee of the Director of Athletics on the Athletic Facility Schedule for confirmation. 4. Submitting Requests for Use To reserve a Facility or use a Facility (or portion thereof) to which the Department of Athletics normally restricts access, both recognized UNC groups (including UNC intercollegiate athletic programs) and non- UNC groups must submit a request for Facility use in writing, either in the form of a varsity practice schedule (for UNC intercollegiate varsity teams) or by using the form attached to this Policy as Appendix B. Any application, regardless of its date, may be denied by the Department for any or no reason, including circumstances when there is insufficient time to prepare adequately for the proposed use. Requests will be administered by the appropriate Department designee(s). (Please note that due to UNC intercollegiate programs and other Departmental usage of venues, Facility requests by non-unc groups will typically not be reviewed any earlier than six months prior to the requested date of use.) Upon review of the request by the Department s designee(s), conditions for use will be detailed, including costs associated with the use (e.g. Facility use fee, expenses, etc.). In addition to payment of these expenses and abidance by any Department-imposed conditions for approved use, all Facility Users must comply with all applicable laws, UNC Policies, and NCAA rules. 5. Fees All fees, costs, and damages incident to the use of any Facility under this Policy shall be borne by the group or individual using the Department Facility ( Facility User ). As a condition of use, Facility Users may be required to provide satisfactory assurance of financial responsibility to UNC. The Facility use rates for each Facility controlled by the Department are described in Appendix A. In addition to the Facility use fee, the Facility User also will be required to pay any abnormal clean-up charges assessed after an event, the costs of any other maintenance or other services required to support that particular event, as well as the hourly or overtime rate (depending on the time of day of the event) of each Facility worker required (as deemed appropriate in the Department s discretion) to be on site prior to, during and after the Facility use. Certain events held in Facilities may require additional tables, chairs, athletic equipment, and/or related special equipment. If not included in the stated Facilities rate(s), in some instances the Department may have these items available for use at an additional charge. Alternatively, items may be rented from an outside group, with all costs to be borne by the Facility User. Additional set-up items must be approved by the Department. A detailed listing of all known additional costs will be provided to each Facility User prior to the execution of the Facility Use Agreement. The Department may also require an advance deposit or contract performance bond as conditions for booking a Facility. 6. Facility Use Agreement Once a date is approved and confirmed, discussions will begin regarding specific details, set-up arrangements, catering information, and coordination for contract execution and payment requirements. Two copies of a Facility Use Agreement (modeled off of either Appendix C or Appendix D) will then be forwarded to the Facility User for appropriate signatures. When the Department has received two copies of the Facility Use Agreement signed by the Facility User, the Department will sign the document and return a fully executed copy to the Facility User. Once the Facility Use Agreement is signed and submitted, the

5 Facility User may still cancel its use of the reserved Facility, but such action may incur a cancellation charge as more specifically described in the Facility Use Agreement. 7. No Assignment The Facility User may not assign or delegate any control or responsibility to any other user or co-sponsor, agent, or third party without prior written approval of the Director of Athletics or his designee. All other users and co-sponsors involved in an event must be clearly identified prior to completion of the Facility Use Agreement. A Facility Use Agreement used for one event may not be used for a different event. No reservation or Facility Use Agreement may be assigned in whole or in part. c. Insurance and Liability No less than thirty days before use, non-unc affiliated Facility Users shall provide to UNC a certificate of liability insurance from a carrier acceptable to UNC and naming UNC as co-insured, as evidence of insurance coverage for the use of the Facility and the event. This insurance shall be primary coverage, and will contain no terms allowing the insurer to be subrogated to the rights of any injured or damaged person or entity. Insurance shall cover injury to persons, including those resulting in death, and property damage, including damage to the Facility, grounds, and parking lots. Insurance shall be in the following minimum amounts (Combined Single Limit): $1,000, per occurrence and $2,000,000 annual aggregate. A waiver of liability must be signed by the Facility User. d. Broadcast and Recording Rights UNC reserves all rights and privileges for radio and television broadcasts, whether live or transcribed for delayed transmission, and all visual or audio recordings originating from use of a Department Facility. Broadcasting and recording, and the allocation of revenues derived therefrom, may be negotiated as part of a contract for use of the Facility. Should UNC grant to the Facility User any such rights and privileges, UNC reserves the right to require advance payment of any estimated related costs to UNC (including, but not limited to, installation of equipment). Any contract involving broadcast or recording rights shall be signed by all pertinent parties thereto, including the Director of Athletics in all cases, prior to any broadcast or recording date. e. Review of Contracts All contracts relating to Facility User s use of a Department Facility (including, but not limited to, contracts with: performers, speakers, subcontractors, managers, and others) are subject to review and approval by the Director of Athletics or his designee and other offices on campus as may be appropriate. f. Catering Any group wishing to retain catering services in Kenan Stadium or any other Department Facility must use the Department s contracted caterer (absent an exception granted by the Department). This caterer is the only caterer approved to use the kitchen area in the Blue Zone of Kenan Stadium. Please contact Tar Heel Athletic Hospitality (Ginny French may be reached at or ginny@ramsclub.com) or the current contracted caterer of the Department regarding catering. If the contracted caterer chooses not to provide catering for the event, the Facility User may contract for food and beverage service through another caterer. However, caterers other than the contracted caterer may not have access to the kitchen areas in the Blue Zone of Kenan Stadium. Events at which alcohol is present must abide by the terms of the Alcohol Policies for Events held in UNC Athletic Facilities (Appendix E) and must be coordinated through Tar Heel Athletic Hospitality.

6 g. Event and Technical Services For events requiring technical services, the Department will charge a fee for video or P.A. set-up, background music, and other ancillary components. Field lighting for nighttime events held in various Facilities will not be provided unless approved prior to the event. An additional fee will be charged in such cases. Requests for all services including and similar to those described in this section should be made to the Department before execution of the Facility Use Agreement. All electrical connections must be made by UNC personnel under the direction of Department staff. All house equipment in the Smith Center must be operated by Smith Center personnel. No equipment, device, or fixture may be used that endangers the structural integrity of any Facility or utilities system. h. Security The type and degree of security required to support a Facility User s event (if any) will depend upon the Facility and nature of the event. UNC Campus Police, when required, will be booked by the Department. All expenses associated with the provision of security during an event held in any Facility will be borne by the Facility User. i. Parking The Facility User shall become aware of, and comply with, all UNC parking regulations and rules. Please visit for visitor parking information. The Facility User and all persons involved with User s use of any Facility shall be subject to all applicable parking rules and regulations. No dedicated or reserved parking spaces will be available to Facility User. Unless specifically determined otherwise, Facility User shall not have limited or exclusive access to any parking lots or Facilities of UNC. j. Camps, Clinics, and Private Lessons Camps, clinics and/or private lessons held in or on Department Facilities must be approved by the appropriate Department Senior Staff member and scheduled through the procedures set forth in this Facility Use Policy. Camps are typically charged in a manner that reflects the number of campers involved and the number of days the camp lasts. Camps are also solely responsible for any other camp-related expenses. Clinics are typically charged for any expenses incurred outside of their normal program operation. The administrator of any private lesson is typically charged a percentage of the lesson fee, with the allocated expense attributable to compensation for the right to use the Facility. All camps, clinics, and other programs with minors involved are expected to be fully compliant in a timely manner with all provisions of the UNC Policy on Minors on Campus. Department staff members hosting or participating in camps, clinics, and/or private lessons must complete all External Professional Activities for Pay forms and other documents required by the NCAA Compliance Office in a timely manner. k. Use of Sports Medicine Facilities and Athletic Trainers Non-UNC enrolled athletes may not utilize current Department of Athletics training equipment or personnel without the prior approval of the Director or Associate Director of Sports Medicine or appropriate designee. Individuals undergoing rehabilitation care from a UNC Sports Medicine staff member will be considered a private patient for billing purposes and will be responsible for all charges for treatment and supplies used in their care. l. Use of Athletic Department Facilities by Non-Current UNC Athletes A document must be signed by non-unc enrolled athletes (aged high school or above, including former UNC athletes and any other professional or college athlete who still competes in organized competition) using any Facility

7 or area within a Facility to which access by the general public is restricted (including, but not limited to: a Department weight room, Sports Medicine equipment or room, or indoor or outdoor field, court, or other such Department Facility) acknowledging their compliance with all NCAA rules. If the individual using the Facility is under the age of 18, their parent or guardian must sign the form. The Department has the right to revoke the Facility use privilege of anyone who does not comply with appropriate rules or whose behavior is detrimental to the Department (as determined in the Department s sole discretion). m. Compliance with Applicable Laws, UNC Policies, and NCAA Rules Any Facility User using a Department of Athletics Facility at any time is expected to strictly comply with any and all applicable laws, UNC Policies, and NCAA rules. Facility Users whose use involves minors are expected to be particularly aware of and ensure compliance with the UNC Policy on Minors on Campus. Facility Users and anyone associated with User s use of Facilities are asked to promptly communicate any violations of applicable laws, Policies, or NCAA rules to the Department so that UNC may ensure a safe, compliant atmosphere. n. Disclosure of Damage All Facility Users are expected to immediately disclose to the Department any damage to any Facility or any other UNC property incurred during or as a result of User s use of Facility. The appropriate Facility User(s) shall be responsible for any and all such costs incurred as a result of damage from their use. For groups who book use of any Department Facility and whose use subsequently results in damage to the Facility or other UNC property, the individual who booked the Facility shall be responsible for all associated costs incurred by the Department. Any determination of appropriate repairs and/or replacements necessitated by damage from User s use of any Facility shall be made at the sole discretion of the Department. o. Use of Javelin, Shot, Hammer, and/or Discus Use of a javelin, shot, hammer, discus, or any other equipment or object which may cause damage to persons or property is prohibited in all Facilities without the prior written consent of the Director of Athletics or his/her designee. p. Staging All uses of Facilities governed by this Policy shall be appropriate to the requirements of the Facility insofar as staging, anticipated audience, and the like are concerned. q. Hazards If the Chancellor or Director of Athletics determines that the proposed Facility use poses a potential hazard to public safety, the event may be cancelled by UNC without penalty. No Facility User may install or operate any equipment, fixture, or device, nor operate or permit to be operated any engine, motor, or other machinery, or use gas, electricity, or flammable substances in any Facility without the prior written approval of the Director of Athletics or his designee. Should such approval be given, use of any of the aforementioned items may only take place under such conditions and restrictions as the Director of Athletics or his designee may specify. r. Management Functions Management functions are the responsibility of the Director of Athletics. They may be delegated to Facility Users only with prior written approval by the Director of Athletics or his designee. These functions include, but are not limited to: 1. All facets of ticketing and ticket policies, including scaling, acquisition, distribution, and sale; and

8 2. All matters of staffing, security, technical arrangements, promotion, and advertising. Matters of parking, crowd control, traffic management, and building security are the responsibility of the Department of Public Safety, which works in collaboration with the Department of Athletics where appropriate. These services shall not be delegated, but charges may be assessed to Facility Users for such services if and to the extent use thereof is deemed appropriate by UNC. s. Signs and Displays No signs, messages, or other materials may be posted, displayed, distributed, or announced in, on, or adjacent to, a Facility without prior written approval of the Director of Athletics or his designee. Any such approved materials may not be fastened to any part of a Facility except in spaces provided for this purpose and may not be permitted to interfere with crowd movement and safety. t. Smoking and Alcohol Smoking is prohibited in all Facilities. Alcohol is not permitted in any Facility with the exception of Finley Golf Course and specific areas of Kenan Stadium and the Dean E. Smith Center in conjunction with certain events at which the sale or service of alcohol is preapproved. u. Agents, Advisors, Other Professional Representatives, and Representatives Thereof Facility Users must immediately disclose to the Department of Athletics Compliance Office the presence in any Facility of any agent, advisor, or other individual in the business of representing professional athletes in any capacity (or any representative of any such individual). Failure to immediately disclose such information may result in the User s loss of access to Facilities or revocation of Facility use approval. v. Miscellaneous Facility use by outside groups is subject to availability, abidance by the terms of the executed Facility Use Agreement, and adherence to all applicable laws, NCAA rules, and policies, including this Facility Use Policy. At least one Department staff member may, at the sole discretion of the Department, be required to be on-site during Facility usage. When using the designated Facility, User and any non-department members who are associated in any way with User s use of Facility shall only be authorized to enter the approved areas of the Facility. Any unauthorized access to areas not specified in the Facility Use Agreement without permission may result in additional fees and forfeiture of future rights to use the Department s Facilities. This Policy is subject to change from time to time and without notice as determined at the sole discretion of the Department. All matters not expressly herein provided for shall be determined in the sole discretion of the Department. w. Disclaimer The views and opinions of individuals or groups holding events in any Facility governed by this Policy do not necessarily state or reflect those of UNC, the Department of Athletics, or UNC employees.