Facilities Reservation Policies & Procedures

Download Facility Rental Policy

Procedure to Request Use of IA Facilities: To reserve the rental date of a University of Alabama athletic facility, users should submit a Facility Use Request Form to be reviewed by the Department of Intercollegiate Athletic Event Management Office. For rental questions or to follow-up on a rental request, users should contact:

Paige Price - (205) 348-5435 (e) - pprice@ia.ua.edu - PO Box 870339, Tuscaloosa, Alabama 35487

Once date is approved and confirmed, renter will be directed to a facility representative for room specific questions, set up arrangements, catering information, and to arrange a meeting for contract issuance and payment requirements.

Defining Rate Structure

Outside Event - An event requested by a public or private group that is not affiliated with the University of Alabama or the Department of Intercollegiate Athletics. (Ex. Reception, conference, meeting)

Outside Athletic Event - An athletic event requested by a public or private group that is not affiliated with the University of Alabama or the Department of Intercollegiate Athletics. The athletic event must be in a facility for which the activity was intended. (Ex. Adult softball tournament, All-Star baseball tournament)

University Event- An event that is requested by the University or University group that falls under the University of Alabama's insurance coverage. (Ex. Graduation, President's Office Event, UA Health Fair.)

IA Event - An event managed and operated by the Department of Intercollegiate Athletics staff. (Ex. Team meals, team banquets, development fundraisers.)

Educational Institution/Non-Profit - An event managed and operated by an educational institution which includes all public and private schools, Junior Colleges and 4 year learning institutions. Non-Profit groups must provide proof of their status by providing the proper 501c3 paperwork. (Ex. High School team practice, Shelton State practice)

Educational Institution/Non-Profit for Commercial Use - An event with the same conditions as the EI/NP rate; however, the institution is selling tickets, memberships or sign-up fees to EI/NP groups. (Ex. High School Track Regional that sells tickets, Charity 5K with registration fees)

Rental Rate Policies

• All facility rentals are subject to availability of the facility and resources needed to host the event.
• Public, university and private events will not be scheduled in the same facility on the same day as an athletic competition.
• All events must provide a certificate of liability insurance and sign a Permissive Use Agreement provided by the Department of Intercollegiate Athletics.
• Facilities will be used for the activities or athletic event for which the facility was intended.
• "Athletic" event rates only apply for athletic events in the facility for which it was intended without the sale of tickets.
• Negotiated rates are left to the discretion of the Athletic Director.
• In cases of "Force Majeure" to outside operators' grounds/facilities, facilities will be granted access as decided by the Athletic Director. Force Majeure includes but is not limited to, fire, tornados, flooding, hurricanes, earthquakes, etc.
• Fees may be waived or changed only by the Athletic Director.
• IA events will be managed by IA unless formerly requested.
• All non-athletic facilities rates (The Zone, Coliseum Club Level) are based on a 3 hour event. Rates are subject to change if the event lasts longer than 3 hours.
• Athletic facility rates are based on a day of usage and rates are subject to change upon the duration and nature of the event.
• Additional policies and procedures are explained in greater detail throughout the rest of the documents.

Scheduling of Facilities

All proposed events must go through the online facility request process on rolltide.com to be scheduled through the Department of Intercollegiate Athletics Events/Facilities Office. Listed below is the Department of Intercollegiate Athletics prioritized list of event scheduling.

• The scheduling of an athletic competition will take precedent over the scheduling of all other events. No event will be scheduled in a facility with an athletic competition on the same day or in the case of football no event shall be scheduled prior to or immediately after a home game.
• Other athletic activities including exhibition games, scrimmages, practices, conditioning and player workouts will take precedence over all University and private facility requests.
• The criteria of University and private facility requests will be determined by availability of athletic facilities, availability of resources, time of request and ability of the renter to obtain proper insurance documents.

Athletic events and practice schedules are subject to change and could cause a requested event to be moved or canceled. Accordingly, the University reserves the right, at any time prior to the Event, to cancel this Agreement and refund all amounts paid by the Renter. Renter further agrees that in the event of any termination by the University, the University shall have no liability for any direct or consequential damages or loss that Operator may suffer or incur as a consequence of such termination.

Scheduling Terminology

The below terms should help the renter to define and understand the various steps in the facility rental process.

Tentative - Renter has submitted the online facility request form, has spoken with a representative of the Department of Intercollegiate Athletics who has determined the date is open.

Tentative Hold - The facility request by the renter has been approved by the Department of Intercollegiate Athletics in writing. The Department of Intercollegiate Athletics will hold the date for 15 days, but the renter acknowledges that they must provide a certificate of liability insurance* and sign a Permissive Use Agreement provided by the University.

Confirmed - The renter has provided all necessary insurance documents and has signed a Permissive Use Agreement with the Department of Intercollegiate Athletics.

*Please note that if the insurance documents and signed Permissive Use Agreement are not provided within a 15 day time frame that the reservation will be canceled and be taken off the event calendar.

General Scheduling Policies

• Events will not be scheduled more than 6 months in advance.
• A copy of the certificate of liability insurance must be received 15 days prior to event. (Additional information is below)
• A Permissive Use Agreement must be signed and approved by the Office of Financial Affairs prior to the event.

Deposit Schedule

The base rental fee and agreed upon services are due prior to the event. Additional services and expenses will be billed post event and should be paid within 30 days.

Insurance

User shall provide to University a certificate of liability insurance from a carrier acceptable to the University with an A.M. Best rating of A - VII or higher, 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 surrogated to the rights of any injured or damaged person or entity. A copy of the certificate of liability insurance must be received 15 days prior to the event.

The insurance must name The Board of Trustees of the University of Alabama, its agents, officers, and employees, as additional insureds.

Insurance shall be in the following minimum amounts (Combined Single Limit): $1,000,000.00 per occurrence and $2,000,000 annual aggregate.

Areas Available for Rent as approved:

The use of certain athletic facilities by the groups and organizations is subject to availability and the provisions of these Policies and Procedures. Set up, light cleaning throughout the event, and takedown fees are included in the rental rates below. One facility staff representative may be required to be on-site during rental usage. Additional set-up items, including plants & foliage, must be approved by the Athletics. When renting each area as described below, renter is only authorized to enter the approved areas of each facility. Any unauthorized access to areas not specified in the contract without permission will be considered as trespassing and renter will be billed for additional clean up or damages to entire facility.

Facility - Bryant-Denny Stadium

The Zone (North and South)

Rental Fee: $3,500 per 3 hour event
Additional Hour Fee: $250.00
Occupancy: 500 guests
Additional Info:

• Default set up
  • 35 dining tables of 4 chairs each (140 seated guests)
  • An additional 6 sets of 4 lounge chairs (24 seated guests)
  • 67 bistro tables (150 standing guests )
• Price includes tables, chairs and stage
• If number of guest exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facilities office

Press Box

Rental Fee: $1,694 per 3 hour event
Additional Hour Fee: $150.00
Occupancy: 125 guests
Additional Info:

• Default set up
  • Cafeteria style tables and chairs
• Basic kitchen, including coolers, countertops, sink/wash-tub are available on each half of the room.
• Price includes tables and chairs
• If number of guest exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facilities office

Scholarship Room

Rental Fee: $1,694 per 3 hour event
Additional Hour Fee: $150.00
Occupancy: 300 guests
Additional Info:

• Default set up
  • Cafeteria style tables and chairs
• Food staging or prep area complete with 2 refrigerators, 2 tables, and 1 sink
• This room has arches that can be used to separate it into 4 stations
• Price includes tables and chairs
• If number of guest exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facilities office

President's Box

Rental Fee: $1,694 per 3 hour event
Additional Hour Fee: $150.00
Occupancy: 150 guests
Additional Info:

• Consists of 2 love seats, a small kitchen, cooler, sink
• Price includes tables and chairs
• If number of guest exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facilities office

Ivory Club

Rental Fee: $1,694 per 3 hour event
Additional Hour Fee: $150.00
Occupancy: 150 guests
Additional Info:

• Default set up:
  • 5, 8-foot tables
  • Approximately 40 chairs
  • 2 coolers and a sink
• Price includes tables and chairs
• Only fixed seating is in this room
• If number of guest exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facilities office

Recruiting Room

Rental Fee: $1,694 per 3 hour event
Additional Hour Fee: $150.00
Occupancy: 300 guests
Additional Info:

• Price includes tables and chairs
• If number of guest exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facilities office

Field Suite (North and South)

Rental Fee: $1,226 per 3 hour event
Additional Hour Fee: $150.00
Occupancy: 100 guests
Additional Info:

• Price includes tables and chairs
• If number of guest exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facilities office

Facility - Coleman Coliseum

Coleman Coliseum Arena

• Events exceeding 3,000 will require special approval
• Can support most television/filming requests and technical crews (Music, PA capabilities, etc)
• Any concerts or special requests must be approved and fee will be negotiated
• If number of guest exceeds maximum, rental fee will increase as negotiated
• If the event requires the covering of the court or use of our stag additional fees will be charged.
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facilities office

Club Room

Rental Fee: $1,794 per 3 hour event
Additional Hour Fee: $250.00
Occupancy: 300 guests
Additional Info:

• Default set up:
  • 8 tables of 4 seats (32 seated guests)
  • 40 additional bistro tables
  • 40 stools
• Price includes tables and chairs
• If number of guest exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facilities office

CM Newton Recruiting Room

Rental Fee: $600 per 3 hour event
Additional Hour Fee: $50 per hour
Occupancy: 40 guests
Additional Info:

• Small kitchenette with refrigerator and microwave adjacent to room
• TV is located in room and can be connected to a computer
• Seating for 24 but has additional bistro tables
• If number of guest exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facilities office

Facility - Foster Auditorium

Foster Auditorium Arena

Rental Fee: $4,300
Occupancy: 3,800
Additional Info:

• Events exceeding 400 will require special approval
• Foster does not have its own tables, chairs, staging etc. and must be provided/ rented at the renter's expense.
• Any concerts or special requests must be approved and fee will be negotiated
• If number of guests exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facility office

Foster Auditorium Lobby

Rental Fee: $1,226 per 3 hour event
Additional Hour Fee: $250
Occupancy: 75
Additional Info:

• Renting the Foster Lobby will not give access to the court and lights to the court will be kept off.
• Foster does not have its own tables, chairs, staging etc. Any of these items must be provided/ rented at the renter's expense.
• If number of guests exceeds maximum, rental fee will increase as negotiated.

Facility - Athletic Facilities

Hank Crisp Indoor Facility/Practice Fields

Rental Fee: $1,290
Occupancy: 1,000
Additional Info:

• Events exceeding 1000 will require special approval
• The facility must be used for the sport for which it was intended.
• If number of guests exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facility office

Rhoads Stadium

Rental Fee: $1,290
Occupancy: 2,000
Additional Info:

• Events exceeding 1000 will require special approval
• The facility must be used for the sport for which it was intended
• If number of guests exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facility office
• Rental of this facility does not include any heated or cooled space which includes the press box. Rental includes use of field, dugouts, concourse and grandstands.

Sam Bailey Track and Field Stadium

Rental Fee: $1,290
Occupancy: 2,000
Additional Info:

• Events exceeding 2000 will require special approval
• The facility must be used for the sport for which it was intended
• If number of guests exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facility office
• Parking is not available at the Track Stadium. All vehicles parked at the track will be ticketed. Participants must park in a legal parking space in the Coliseum lots.

Sewell-Thomas Stadium

Rental Fee: $1,290
Occupancy: 6,000
Additional Info:

• Events exceeding 2000 will require special approval
• The facility must be used for the sport for which it was intended
• If number of guests exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facility office
• Rental of this facility does not include any heated or cooled space which includes the press box. Rental includes use of field, dugouts, concourse and grandstands.

Soccer Stadium

Rental Fee: $1,290
Occupancy: 2,000
Additional Info:

• Events exceeding 1000 will require special approval
• The facility must be used for the sport for which it was intended
• If number of guests exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facility office

Tennis Stadium

Rental Fee: $1,290
Occupancy: 2,000
Additional Info:

• Events exceeding 1000 will require special approval
• The facility must be used for the sport for which it was intended
• If number of guests exceeds maximum, rental fee will increase as negotiated
• Should your event require AV services beyond our normal provisions, you may be referred to an outside source, as determined by our facility office