Policies and Procedures - 704E Facilities: Football Game Day

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Updated 07/05

FACILITIES: FOOTBALL OPERATIONS

EVENT OPERATIONS STAFF

The Athletic Facilities/Events Office will convene a football game management meeting prior to each season to discuss football operations and any important issues prior to the season. The Director of Football Operations, KU Office of Public Safety, Lawrence Police Department, Kansas Highway Patrol, Douglas County Fire/Medical, KUAC Media Relations, Ticket Operations, Rock Chalk Video, Facilities & Operations, Williams Educational Fund, KUAC Marketing, ESPN Regional, Concessions, Training Staff, KUStore.com, Parking Services Department, and KU Band staff should be invited to attend. Prior to each home football game, the Facilities/Events Office will conduct a staging meeting with information pertinent to that particular game.

The Assistant Athletic Director of Facilities/Events for the Athletic Department is responsible for all game day operations. He will serve as game administrator and coordinate all game day operations. The Facilities/Event Management office will employ event staff, scoreboard operators, and timers for each game.

FACILITY SET-UP/CLEAN-UP

The Athletic Facilities/Events Office is responsible for preparation of the stadium for each game to include, set-up of the team bench areas, pass gate areas, and all game day signage. All post-game facility clean up is the responsibility of the Athletic Facilities Office and is coordinated by hiring ROTC campus branches to aid in this task. Athletic Training is responsible for providing team bench areas with water, cups, towels, blood kits, ice bags, tissue and treatment supplies. KUAC Media Relations is responsible for press box media area set-up.

TEAM ARRANGEMENTS VISITORS

Parking: The Athletic Facilities/Events Office is responsible for the coordination of parking for the visiting team travel party. A maximum of 4 charter bus parking spots are available. Vans and other vehicles can be accommodated with advance arrangements.

Tickets and Credentials: Visiting teams may operate a player pass list and receive tickets for player use according to NCAA and Big XII Conference rules. Ticket Office personnel from each visiting school should coordinate with the KU Director of Ticket Operations and act according to Big 12 Conference guidelines. Credentials and other parking for visiting teams should be requested through the KUAC Media Relations Office.

Practice Schedule: Each Friday prior to home games, the KU football team practices from 4pm to 5:30pm. Visiting teams can make practice arrangements through the Assistant Athletic Director of Facilities/Events around these times. A visiting team host will be assigned to greet and help each visiting team with any special needs during its time in Lawrence.

Locker Room: Visiting teams will use the visitor’s locker room located on the East side of Memorial Stadium. The locker room has a training room area and a coaches’ locker room area within the locker room. The visiting team will be provided ice, juice, water, towels and game day programs and will be assigned a KU trainer on game day. Special requests can be accommodated with advance notification. The Facilities/Events host/hostess is responsible for greeting visiting teams, providing necessary information and meeting special reasonable requests. Security will be provided on game day for the visiting team locker room area.

Team Bench Area: Visiting teams will use the East bench area at Memorial Stadium and enter and exit the field via the Southeast corner of the field. All NCAA and Big 12 Conference rule regarding sideline protocol will be enforced.

Video Taping: A location on the photo deck, 9th level of Memorial Stadium press box, is available for visiting team video taping needs.

Cheerleaders/Band/Mascot: Kansas Athletics guidelines restrict visiting team cheerleaders and mascots to the same side of the field as their own team. Visiting cheerleaders will be admitted at Gate C, 90 minutes prior to each game. Visiting bands should contact the KU Band Office for special accommodations in adherence with Big 12 Conference guidelines. Bands will be admitted via Gate C and should coordinate practice and game day times through the KU Band Office and the KU Athletic Facilities/Events Office. No live animals (e.g., mascots) are allowed in KU Athletics facilities.

TEAM ARRANGEMENTS JAYHAWKS

Tickets and Credentials: Jayhawk football players and staff are provided complimentary admission for guests according to NCAA, Big 12 Conference and University guidelines. The Athletic Ticket Office is responsible for coordination of the pass list. The Jayhawk pass list should be available to the Athletic Ticket Office a minimum of two (2) hours prior to game time. All pass list individuals are required to show a valid picture ID and will be admitted 90 minutes prior to game time via Gate 2-3 entrance.

Practice Schedule: Each Friday prior to home games KU practices from 4pm to 5:30pm.

Locker Room: The Jayhawks will use the home locker room on the West side of Memorial Stadium. The locker room has a training room area and a coaches’ locker room area within the locker room.

Team Bench Area: The Jayhawks will use the West bench area at Memorial Stadium and enter and exit the field via the Southwest corner of the field. All NCAA and Big 12 Conference rules regarding sideline protocol will be enforced. Video Taping: The KU football video services will have the opportunity to tape the game from the photo deck on the 9th level of the press box at Memorial Stadium.

Cheerleaders/Band/Mascot: KU cheerleaders and mascots will be admitted at Gate B, 90 minutes prior to each game. KU Director of Football Marching band should coordinate game day practices and performances through the Athletic Facilities/Events Office. Bands will be admitted via the Southwest concourse entrance approximately 60 minutes prior to game time with the traditional march down the hill.

OFFICIALS

Friday Film Session: Each Friday prior to a home contest the Head Referee will coordinate with the Assistant Athletic Director – Facilities/Events to have a room for film review. At this time, the Assistant Athletic Director will review any special items for game day, distribute parking passes and exchange pertinent information with the officiating crew.

Game Day Parking: Officials’ game day parking passes will be in close proximity to the official game day locker room.

Locker Room: The officials’ locker room is located on the Southeast side of Memorial Stadium. The Game Administrator will be responsible for greeting officials and reviewing any game day information upon their arrival to the stadium. The officials are provided with pre-game snacks and post-game drinks and meals on game day. Ice, towels and game programs are also provided.

Security: Security will be provided for the officials by KUAC from the time of arrival to the time of departure after the game.

BENCH CREW

Game Assignments: The Athletic Facilities/Events Office is responsible for contracting and paying certified and competent Bench Crew members for all games. These individuals will perform scoreboard and timing functions for each home game. Parking and credentials will be provided for individuals performing these functions. During the pre-game, appropriate bench crewmembers will meet with the officials in their locker room to review game day information per NCAA and conference guidelines.

MEDIA

Game Day Parking: Members of the media working any Jayhawk football game may request parking through the Media Relations Office. Parking for media is limited and will be distributed by the football media relations director to appropriate media outlets.

Credentials: All requests for media credentials must be processed through the Media Relations Office, specifically the KU football media representative. Members of the media may pick up Will Call credentials at the ticket office located on the West side of Memorial Stadium 3 hours prior to game time. Press Box Assignments: Press box seat assignments are the responsibility of the Media Relations Office. This area is reserved for working media and game day personnel.

Photography Sideline Access Areas: Photographers (still and video) may shoot from the designated media boundary areas at Memorial Stadium. Media are not allowed in either team’s bench area or are to photograph private conversations between coaches, coaches and players, or coaches and officials. This includes any photography from behind the bench areas during time outs. The Big 12 Conference has strict sideline policies and the Kansas Athletic Department is committed to enforcing all sideline restrictions.

Post Game Locker Room Policies: Members of the Jayhawk football team and the head football coach will be available for interviews in the media area of the home locker room after a 10 minute “cooling off” period. The Media Relations Office is responsible for arranging all post game interviews. The Jayhawk locker room is closed to members of the media. Visiting teams may have a different locker room policy. Media members should contact the visiting team’s Sports Information person for information on their policies.

Television/Radio Arrangements: Local television and radio stations wishing to broadcast Jayhawk football should coordinate arrangements through the Athletic Facilities/Events and Media Relations Offices.

Park and Power/Hook-up Arrangements: Television stations must coordinate park and power schedules with the Athletic Facilities/Events Office. Parking for production and satellite trucks is located Southwest of Memorial Stadium in Lot #64.

SECURITY

KU Office of Public Safety: The KU Office of Public Safety is responsible for all security measures at Memorial Stadium on home football game days. The Director of Public Safety coordinates with the Lawrence Police Department, Douglas County Sheriff’s Office, the Kansas Highway Patrol and other agencies to provide game day security for Memorial Stadium and all participants for each football game. Special requests are made through the Assistant Athletic Director – Facilities/Events.

Event Staff: Event staff personnel are used to secure all non-public entrances and other non-public areas during all Jayhawk football games. Event staff is also used as ticket takers, ushers, guards and supervisors to aid in crowd control and informational purposes.

Security: Private security services are used on Friday nights prior to each home KU football game for overnight stadium security.

SPORTSMANSHIP

Kansas fans pride themselves on a long tradition of good sportsmanship and conduct in (venue). KUAC appreciates and expect fan cooperation by supporting the players, coaches and officials in a positive manner. Profanity, racial or sexist comments or other intimidating actions are not tolerated and are grounds for removal from the building. Any spectator who interferes with the game by coming onto the court/field or throws objects onto the court will be removed.

KUAC has periodically had to remove fans from venues the past few years. The main offense has been intoxication. The protocol is for the event staff to report incident to their supervisor, who in turn contacts KU Facilities/Event Management personnel. If further steps are necessary the KU Office of Public Safety makes a contact and removes individual from the venue if necessary.

MEDICAL/TRAINING ROOM SERVICES

KU Training Room Services: Athletic Training Services is responsible for providing team bench areas with water, cups, towels, blood kits, ice bags, tissue and treatment supplies. Each locker room has an athletic training room within the main locker room area.

TICKETS/PASSES

Ticket Sales: Tickets for Jayhawk football games may be purchased prior to game day at the Athletic Ticket Office located in Allen Fieldhouse.

On Site Ticket Sales: Tickets for all Jayhawk football games will be on sale at the stadium ticket offices three hours prior to game time. Ticket offices are located on the West, North and Southeast sides of Memorial Stadium.

Will Call: All Will Call tickets may be picked up at the main ticket office on the West side of the stadium three hours prior to game time. Individuals must present picture identification and must pay any charges due when picking up will call tickets.

Pass Gate: The pass gate for all visiting team admissions will be via gate 32/33 on the Northeast side of Memorial Stadium. A photo ID will be required for all pass gate admissions. All pass gates open 90 minutes prior to game time.

Handicapped Seating: Handicapped and mobility impaired seating is provided at many locations of Memorial Stadium on the 3rd level concourse. Elevators to access these areas are available on both the East and West sides of Memorial Stadium.

EMERGENCY PROCEDURES

Emergency Evacuation Plan: The Assistant Athletic Director of Facilities/Events (Game Administrator) may in consultation with other university officials deem it necessary to evacuate the facility for safety reasons. Event Staff and emergency personnel will be notified to assist in clearing the facility in a safe and timely manner.

Threatening weather may require that the facility be evacuated. If the Assistant Athletic Director of Facilities/Events (Game Administrator) in consultation with other university officials deems it necessary, event staff and emergency personnel will be notified to assist in this evacuation. The entire emergency procedures manual will be reviewed and updated annually by the Director of KU Public Safety, the Lawrence-Douglas County Fire & Medical Chief and the Assistant Athletic Director – Facilities/Events.

Emergency Numbers:

Emergency: 911 KU Public Safety (non emergency) 864-5900 KUAC Security 691-5227 Assistant Athletic Director of Facilities/Events 331-5329 Game Day Administrator (Press Box) 864-4808 Facilities/Event Management Office 864-4210