 Facilities Reservation Policies & Procedures
Facility Use Request Form | Renter Checklist
The use of certain athletic facilities by these groups and organizations is subject to availability and the provisions of these Guidelines and Procedures. Set up, light cleaning throughout the event, and takedown fees are included in the rental rates below. Additionally, at least one facility staff person as well as one event management staff person are 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. Please visit http://bamaparking.ua.edu/ for visitor parking information.
I. Areas Available for Rent as approved:Facility - Coleman Coliseum
Coleman Coliseum Arena
Club Room
Recruiting Room
CAVE
Facility - Bryant-Denny Stadium
The Zone
Press Box
Scholarship Room
President's Box
Ivory Club
Recruiting Room
Field Suite
II. Terms and Provisions for Facility Use:1. Fee and Charges: The usage rates for each facility are described in Section I above. In addition to the usage fee, those using IA facilities also will pay any abnormal clean-up charges assessed after an event, as well as the costs of any other maintenance or other services required to support that particular event. A detailed listing of all additional costs will be provided to each user prior to the execution of the Permissive Use Agreement. 2. Equipment & Special Requirements: Certain events held in IA facilities may require additional tables, chairs, athletic equipment, and/or related special equipment. If not included in rental rates above, in some instances The University may have these items available for use at an additional charge or items may be rented from an outside group with all costs to be borne by the user. 3. 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 subrogated to the rights of any injured or damaged person or entity. The insurance must name the 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. 4. Catering: During certain times of the year, there is an exclusive contracted caterer for all IA venues. Therefore, all parties leasing the University athletic facilities for catered events must first contact Athletic Facility Management regarding catering. If the leasing party and Contracted Caterer cannot reach an agreement on the costs for the catered event, the leasing party may contract for food and beverage service through another caterer as approved by Athletic Facility Management. However, caterers other than Contracted Caterer may not have access to the kitchen areas in The Zone or the Coliseum Club Room. Once contracted Caterer is contacted by the leasing party, Contracted Caterer will inform Athletic Facility Management as to whether an agreement was reached between the two parties. 5. Event and Technical Services: For events requiring technical services, the University of Alabama Event Technology Department will charge a fee for video or P.A. set-up, background music, etc. Requests for these services should be made through Walter Helms after approval from Athletic Facility Management. Field lighting for night time events held in the Press Box, The Zone, Ivory Club, and President's Box at Bryant-Denny Stadium will not be provided unless approved. An additional fee will be charged. 6. Security: The type and degree of security required to support a user's event held in IA facilities will depend upon the facility and nature of the event. User must provide security arrangements for their event assurance that only those individuals associated with the event are in the facility. UAPD, when required will be booked by Athletics' Facility Management, or agent of. All expenses associated with the provision of security during events held in IA facilities will be borne by the user. 7. Parking Regulations: User shall become aware of, and comply with, all University parking regulations and rules. User and its guests shall be subject to those rules and regulations. No dedicated or reserved parking spaces are available to User. Unless specifically written otherwise above, User is not gaining limited or exclusive access to any parking lots or facilities of the University. 8. Procedure to Request Use of IA Facilities: To reserve the rental date of a University of Alabama athletic facility, users should contact the Department of Intercollegiate Athletics Facilities Office and submit a written request: Christy Bobo - (205) 348-5620 - (o)(205) 348-5621 (f) - cbobo@ia.ua.edu - PO Box 870339, Tuscaloosa, Alabama 35487 Once date is approved and confirmed, renter will be directed to Responsible Individual within the Colonnade Group (Acting on behalf of Athletics) for room specific questions, set up arrangements, catering information, and to arrange a meeting for contract issuance and payment requirements. Upon receipt of a completed Facility Use Request Form, if the user's request is approved, IA, through our event directors (Colonnade Group) will forward to the user a Permissive Use Agreement for execution. Once IA has received signed contracts (and additional copy), the institution will sign the document and return a fully executed copy to the user. Once the Permissive Use Agreement is finalized, user may cancel its use of the reserved facility, but may incur a cancellation charge as more specifically described in the Permissive Use Agreement. User must also present a Certificate of Insurance from a reputable insurance company to the Event Management Office prior to facility use. The terms of insurance coverage are stated in Item #3 above. Due to Sport Usage of each venue and Intra -Athletic Department use, facility requests will not be reviewed any earlier than 6 months prior to requested date of use. For Example, if you would like to request the use of an Athletic Facility for the month of April, 2008, a facilities request form would need to be sent in requesting the use of the facility no earlier than November 2007 etc. Guidelines and Procedures are Subject to Change |
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