Fill - Free fillable PENNINGTON Student Activity Center Reservation (Southeastern Louisiana University) PDF form

Rental Policies

POLICIES FOR USE OF SOUTHEASTERN LOUISIANA UNIVERSITY

FACILITIES BY THIRD PARTY GROUPS/ORGANIZATIONS

The University of Louisiana System Board of Supervisors has

established the following policy:

“When facilies of the instuon are used for acvies other than

those of the instuon, organizaons concerned shall be required

to reimburse the school for all costs incurred in connecon with the

aair, and they shall be further required to carry sucient public

liability insurance to protect all pares concerned, including the

instuon.”

To implement a policy for the use of campus facilies by third party

groups and organizaons, Southeastern Louisiana University has

adopted the following guidelines:

1. The Director of Auxiliary Services shall have administrave

responsibility for the use of Southeastern’s facilies by third party

groups and organizaons.

2. In considering the request for the use of a facility by a third

party group, rst priority will be given to events scheduled or

programmed by the University or University organizaons.

3. The Division of Auxiliary Services will inially determine whether

the facility requested is available and review any request by third

party groups.

4. Third party group/organizaon may not sublease or assign the

whole, or any part, of the leased premises.

5. All requests for use of facilies must be made in wring to the

Division of Auxiliary Services. A Facility Reservaon Applicaon must

be completed and submied to the Division of Auxiliary Services 30

calendar days prior to the event date. Publicity must not be released

unl wrien conrmaon is received on the facility requested by

Auxiliary Services.

6. Requests must include special equipment necessary for the

scheduled event, such as speaker stands, laptops, projectors, etc.

A site visit of the facility is recommended to ensure the equipment

and space is appropriate for the needs of the program. Requests for

special equipment do not guarantee availability.

7. Upon approval of requests for use of University facilies by

a third party group, appropriate fees for the facilies will be

assessed. This is to include 50% of the esmated ancipated cost

(technician and board light fees, if applicable), plus the required

damage/security deposit. All fees must be paid to Southeastern’s

Auxiliary Services in the form of cashier’s check, credit card or

money order thirty (30) days prior to the date of event. Failure to

pay facility use fees thirty (30) calendar days prior to the scheduled

event will cause the event to be canceled.

8. Third party groups/organizaons (lessee) using University facilies

agree to protect, defend, indemnify, save and hold harmless the

State of Louisiana, all State Departments, Agencies, Boards and

Commissions, its ocers, agents, servants and employees, including

volunteers, from and against any and all claims, demands, expense

and liability arising out of injury or death to any person or the

damage, loss or destrucon of any property which may occur or in

any way grow out of any act or omission of the other party or its

agents, servants, and employees, or any and all costs, expense and/

or aorney fees incurred by the other party as a result of any claim,

demands, and/or causes of acon except of those claims, demands,

and/ or causes of acon arising out of the negligence of the State of

Louisiana, all State Departments, Agencies, Boards, Commissions,

its agents, representaves, and/or employees. The LESSEE agrees to

invesgate, handle, respond to, provide defense for and defend any

such claims, demand, or suit at its sole expense and agrees to bear

all other costs and expenses related thereto, even if it (claims, etc.)

is groundless, false or fraudulent.

9. SPECIAL EVENT LIABILITY INSURANCE POLICY

Southeastern Louisiana University requires all o-campus groups

or individuals and/or vendors using University facilies to carry

liability insurance for their event. Obtaining special event insurance

is independent of leasing or reserving the campus facilies or

obtaining security coverage.

If you do not maintain liability insurance, you may choose from any

insurance company with an A.M. Best’s Rang of A-:VI or higher. If

you do not currently have a relaonship with an insurance provider,

we can oer sources.

Any liability policy obtained must list the Board of Supervisors

of the University of Louisiana System — Southeastern Louisiana

University as an addional insured, and a cercate of insurance

must be provided to the University thirty (30) days prior to the

commencement of any program or acvity in the University facility.

The University reserves the right to set the minimum limit required

for any event held on the Southeastern campus on a case-by-case

basis. In general, the cost of the special event insurance coverage

is based on the type of event(s) being covered, the number of

aendees and the length of the event. The following is a guide for

the level of coverage required:

Events with less than 300 aendees $300,000

Events with 301–500 aendees $500,000

Events with more than 500 aendees $1,000,000

* Please ask your insurance provider to list Southeastern as follows:

Board of Supervisors of the University of Louisiana System –

Southeastern Louisiana University

SLU 11850

Hammond, LA 70402

10. The responsibility for security, crowd control, and/or trac

control remains with the University. The number of police ocers

required for any event will be determined by the University and the

user will be assessed appropriate fees for such services.

11. Third Party acknowledges receipt of these policies. Southeastern

Louisiana University does not support or condone the planned

acvity covered in the Facility Reservaon Applicaon. Any third

party groups/organizaons allowed the use of University facilies

must abide by University regulaons and policies regarding the use

of alcohol and food on the campus.

DEFINITION OF GROUPS

A. University organizaons include organizaons duly chartered and

recognized by the University.

B. University-related organizaons include those organizaons

whose funcons and purposes involve University personnel, alumni,

and private cizens and are in general support of the University and

its primary mission.

C. Third Party Groups/Organizaons include any group or

organizaon which does not have a direct relaonship to

Southeastern Louisiana University with its purpose for students,

faculty and/or sta.

USAGE POLICY

It is our pleasure to work with you towards the success of your event at the Pennington Student Acvity Center.

Please review the following usage guidelines for this facility. Our goal is to provide you with the highest level of customer service.

Our supervisors/graduate assistants are the frontline managers, and are trusted to enforce all policies and procedures if assigned to

your event. We ask that you work with them if you have any concerns during your event. Should your expectaons not be met while

using our facility, please address any concerns with the leadership of the Pennington Student Acvity Center as outlined below:

Seth Thomas

Director

recsports@southeastern.edu

(985) 549-5591

• For Southeastern students, faculty, sta and alumni, we require an SLU ID for access.

• You may be denied access if you enter or assist others in entering the facility without approved access.

• Please report any damage to equipment/property immediately to our supervisors. You may be asked to

reimburse the facility for repairs or replacement.

• Only water in clear boles is allowed beyond our control desk. No excepons.

• Food is only allowed in the lobby.

• Profanity is prohibited in the facility as well as horseplay, tobacco, alcohol, drugs and weapons.

• Please be considerate of other users in the course of the program especially with the use of music, space

and equipment.

• Appropriate shoes are required in the gym, aerobics rooms, racquetball courts and the tness room to avoid

damage to the oors.

• Please distribute this policy to those aending your program and provide us a list of parcipants for your

event to assist us in managing/monitoring access to your event.

• We require you to acknowledge receipt of this document with your signature in order to reserve the facility.

By signing this document, you indicate that you agree to uphold the terms of this usage policy.

• As the event manager, you are responsible for communicang your event’s cancellaon, registraon of

parcipants and/or event signage.

Pennington Student Acvity Center

Thank you for your interest in the Student Union at Southeastern.

Compleng and subming this applicaon is the rst step in the rental

process. This request must be received a minimum of 30 days prior

to your event.

Once your applicaon has been reviewed, you will be contacted

regarding the status of your request and for addional informaon if

necessary. Approval of your event and date is not guaranteed unl wrien

conrmaon is received.

Name of Organizaon:

Event Title/Descripon:

DATES/TIMES REQUESTED

Preferred Date: Start Time: End Time:

Alternate Date: Start Time: End Time:

Approximate number of hours needed for set-up/decoraon:

Does your event have recurring dates? If so, explain.

NOTE: If your event is held outside of operating hours, additional fees may

apply (e.g. custodial, sound, utilities, security). Additional set-up charges

apply if changes to standard room set-up are required.

The completed form can be submied as follows:

•Online: southeastern.edu/conf_services

•Fax: (985) 549-2321

•Mail: Auxiliary Services, SLU 11850,

Hammond, LA 70402

•Email: conf_services@selu.edu

ATTENDANCE INFORMATION

Anticipated Attendance:

Participant Fee? □ Yes □ No

If yes, registration fee is?

Is your event open to the public? □ Yes □ No

Describe the activity type:

ADDITIONAL RESOURCES NEEDED

All fields required. Enter N/A if does not apply.

Tables # Chairs #

Technology:

Other: (Please Specify)

Please specify any other details that will help us

accommodate your event:

FOOD / ALCOHOL ARRANGEMENTS

Will food be served at your event? □ Yes □ No

Will alcohol be served at your event? □ Yes □ No

Please note that the University Police may be

required to monitor the event, in which case you will

be contacted.

CONTACT INFORMATION

Name:

Address:

City: State:

Zip: Phone:

Alt. Phone:

Email:

Your typed name below constutes a legal signature and ceres that

you have read and agree to the facility use policies aached.

Name:

Date Submied:

RENTALS CAPACITY FULL-DAY RATE

(Over 4 hours,

up to 8 hours)

HALF-DAY RATE

(Under 4 hours)

□ Lobby

200 $300 $165

□ Basketball Courts

(up to 4 courts)

375

□ Room 107

50 $125 $75

□ Room 108

100 $175 $100

□ Room 107 and 108

150 $175 $100

□ Room 225

50 $175 $100

$325 per court per day

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