DAY TO DAY (704A)

Updated 07/07

FACILITIES: USE

Policies and procedures governing Athletics use of athletic facilities are established and enforced through the efforts of the Assistant Athletics Director/Facilities and Event Operations. Athletics’ staff members and student-athletes are expected to comply with all rules regarding facility use. Of primary importance are the prevention of injuries to student-athletes and spectators alike and the maintenance of facilities and equipment in optimal condition. Athletics administration is charged with the responsibility to review and determine the use of all of its facilities on an on-going basis.

The Assistant Athletics Director/Facilities and Event Operations coordinates the use of athletic facilities for the intercollegiate athletics program (with the exception of the weight training facilities, the athletic training facilities and the aquatic facilities). Athletics facilities are prioritized, according to facility and sport. Within the athletics program, in-season sports are given top priority with revenue sports granted highest priority. Inclement weather may require a revision of existing facilities’ schedules.

Athletics controls the maintenance and use of all athletic facilities which are owned by the University but operated by Athletics. The Assistant Athletics Director/Facilities and Event Operations maintains a master schedule of all practice and event schedules and is responsible for disseminating notifications of any schedule changes. (See Policies 702A and 702B in this Manual for additional information.) Additionally, the Assistant Athletics Director/Facilities and Event Operations has developed a Home Game Management Manual for all sports. Specific information regarding facilities usage during home events may be found in this manual.

Outside Use of Athletic Facilities

Outside groups may be permitted to use Athletics facilities if the usage is viewed by the athletics department to be beneficial to the athletics department, university, or community and the usage does not negatively impact the use of these facilities for intercollegiate competition.

Examples of the events that are considered beneficial are events that would allow prospective students use of the facilities for special organized events/tournaments, such as the Sunflower State Games or Kansas State High School Activities Association state or regional championship events; special university events that require facilities with capacities met by our facilities; or university intramural championship events.However, the Department may refuse use of its facilities, if:

1. Scheduling conflicts occur (facilities are not available at the time requested);

2. The meetings or events sponsored solely by a non-University organization are strictly for political or religious purposes;

3. The nature of the activity is assessed to potentially cause serious disruption;

4. The purpose of the activity is prohibited by either federal, state or local statute, or University regulations; or

5. An event is assessed to potentially produce damage to the facility or endanger attendees.

Requests for the use of facilities by non-Athletics organizations are directed to the Assistant Athletics Director/Facility and Event Operations. Requests by coaches for non-camp (or team) related events must be made to both to the Assistant Athletics Director/Facilities and Operations as well as the Sport Supervisor.

The Sport Supervisor will be consulted about events using the same facilities as his/her sport and should provide input into the scheduling. All sport head coaches will be consulted about events using the same facilities as their sport and coaches should provide input to the Director of Athletics on the benefits, or lack thereof, of the outside event. Head coaches, however, will not make the final decision on outside groups’ use of the facility. The Athletics Director will make the final decision regarding facility usage by outside groups.

Outside (Non-university) groups using the facilities for non-profit ventures will be charged an amount to cover the expenses (e.g., insurance, maintenance), in an amount as established in a fee schedule.. For-profit ventures will be charged an amount determined by a fee schedule as established by Athletics.

Facility use fees, not including insurance, may be waived for outside groups when the facility usage is related to pre-arranged promotional activities coordinated by the Kansas Athletics marketing office.

All outside groups are required to sign a Facility Use Agreement. As part of the Agreement, the group must provide Athletics within ten days of the signing of the Agreement and prior to the Activity a “Certificate of Insurance” which names Kansas Athletics, Inc. as an additional insured. This Certificate of Insurance shall list at a minimum the following coverages: General Liability insurance coverage and Participant Legal Liability coverage of $1,000,000 each occurrence; and $2,000,000 aggregate.

The Assistant Athletics Director/Facility and Event Operations presents the Facility Use Agreement and rental rates to the outside groups and discusses with them the requirements and details of the Agreement. All health, fire and other regulations applicable to the specific facilities must be observed by any group using its facilities. Any questions regarding issues in the Facility Use Agreement should be directed to the Corporate Counsel. Final approval of all Facility Use Agreements rests with the Director of Athletics.

The Director of Business Operations and the Assistant Athletics Director/Facility and Event Operations process billings related to facility usage. If an event is canceled, the sponsoring group may be responsible for set-up charges incurred by Athletics prior to the event’s cancellation.

Non-university groups are required to use Athletics’ concessionaire provider at their events. Use of the concessionaire must be approved by the Assistant Athletics Director/Facility and Event Operations.

Preparation of Facilities for Use

The Assistant Athletics Director/Facility and Event Operations ensures that all necessary preparations are accomplished for practices and competitive events that appear on the master facility schedule, as well as for approved non-Athletics events. The Assistant Athletics Director/Facility and Event Operations also coordinates the daily maintenance and preparation of each facility for scheduled events. To ensure appropriate set-up and preparation of event sites, the Assistant Athletics Director/Facility and Event Operations must have advance notice of requests (actual lead time requirements vary with the type of event).

The Assistant Athletics Director/Facility and Event Operations arranges for support staff to work scheduled events in order to monitor the facility’s use and ancillary service performance. (See Policy 705D, Athletic Events: Staging, for additional information.)

General Rules for Facility Use

The following rules are in effect for the use of all athletic facilities:

1. Pets are not permitted inside any facility.
2. Fighting, rough-housing and abusive language or behavior are not tolerated.
3. Individuals may be held responsible for any damage to facilities and/or equipment beyond normal wear and tear.
4. Food and beverage consumption is limited to designated areas. Littering is prohibited. Smoking is prohibited in the facilities and within a 20 foot radius of the entrances to the facility.
5. Designated building entrances and exits must be used. Fire exits usage during non-emergencies or to permit access of non-eligible patrons may result in the removal of parties from the facility.
6. Athletics reserves the right to close any facility or to forbid use of its equipment without prior notice during emergencies.
7. Athletics reserves the right to eject or to refuse entrance to any individual judged as a potential danger to the general safety of its patrons.
8. Person(s) stealing or damaging personal or Athletics’ property in any facility are subject to immediate ejection and prosecution to the full extent of the law.
9. Use of facilities under the control of Athletics is restricted to organizations and activities authorized by the Director of Athletics.

Safety Precautions

In order to ensure the personal safety of University students, staff and guests, requests for a facility’s use are approved only if the planned use of the facility is within the limits of its seating capacity and its condition, as normally equipped. Posted safety and fire prevention regulations are to be followed, and all injuries, accidents, equipment failures, etc. are to be reported promptly to an Athletics Department Facility employee.

Cancellations

Should a sponsoring organization cancel an event, it must contact the Assistant Athletics Director/Facility and Event Operations immediately. The organization is liable for all costs incurred by Athletics, as provided for in the Facility Use Agreement.

Should an event be canceled due to circumstances beyond the control of Athletics or the sponsoring organization and Athletics agrees that it is impractical to proceed with the event, or should the University or State declare the campus or facility off-limits, Athletics is not liable to the organization nor is the organization liable to Athletics, except for reimbursement to Athletics by the organization for costs expended prior to the cancellation of the activity.

Hadl Auditorium- Video Equipment

1. When making reservations for Hadl Auditorium with the Athletics’ Facilities office, please indicate whether you will need to use video equipment.

2. The video projection equipment in Hadl Auditorium may be used for coaches’ clinics, summer camps, and other special events. The football video coordinator must be contacted in advance to authorize and train any potential users concerning the proper use of the A/V system.

Reserving Meeting Space

Athletics staff members who need to reserve meeting space for departmental meetings in the Dolph Simons Room, Hadl Auditorium, or the Anderson Strength Center meeting rooms must contact the Athletic Facilities office to reserve the meeting space. Contact 4-4210 for reservations. Reservations and use of the Jayhawk Den and the Naismith Room must be approved by the Director of Athletics. First priority for the use of Athletics’ meeting rooms shall be given to meet Athletic department requirements. Should a room be available, second priority may be given to University approved and sponsored organizations requesting meeting space.