Facility Rental Guidelines

2015-16 Facility Rental Guidelines 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 | Page 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, [email protected] or 979-862-5455 2. 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 emailed 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: https://secure.touchnet.com/C21490_ustores/web/product_detail.jsp?PRODUCTID=6292 2 | Page 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; (http://www.tamus.edu/business/risk-management/risk-analysis-and-control/guide/third-party-use-of- member-facilities/). 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 [email protected] or via phone at (979) 862-5859. 3 | Page 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 $1,800 • 600 Concourse $600 $750 • All-American North or South Club $5,600 $7,000 • Burkhart Auditorium $600 $750 4 | Page • 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 th o 12 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 | Page • 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.

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