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 facilities of the institution are used for activities other
than those of the institution, organizations concerned shall
be required to reimburse the school for all costs incurred in
connection with the affair, and they shall be further required
to carry sufficient public liability insurance to protect all parties
concerned, including the institution.”
To implement a policy for the use of campus facilities
by third party groups and organizations, Southeastern Loui-
siana University has adopted the following guidelines:
1. The Director of Auxiliary Services shall have administrative re-
sponsibility for the use of Southeastern’s facilities by third party
groups and organizations.
2. In considering the request for the use of a facility by a third
party group, first priority will be given to events scheduled or
programmed by the University or University organizations.
3. The Division of Auxiliary Services will initially determine
whether the facility requested is available and review any re-
quest by third party groups.
4. Third party group/organization may not sublease or assign
the whole, or any part, of the leased premises.
5. All requests for use of facilities must be made in writing to
the Division of Auxiliary Services. A Facility Reservation Applica-
tion must be completed and submitted to the Division of Auxil-
iary Services 30 calendar days prior to the event date. Publicity
must not be released until written confirmation 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, projec-
tors, 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 facilities by
a third party group, appropriate fees for the facilities will be
assessed. This is to include 50% of the estimated anticipated
cost (technician and board light fees, if applicable), plus the re-
quired damage/security deposit. All fees must be paid to South-
eastern’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/organizations (lessee) using University
facilities agree to protect, defend, indemnify, save and hold
harmless the State of Louisiana, all State Departments, Agen-
cies, Boards and Commissions, its officers, 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 destruction 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 attorney fees
incurred by the other party as a result of any claim, demands,
and/or causes of action except of those claims, demands, and/
or causes of action arising out of the negligence of the State of
Louisiana, all State Departments, Agencies, Boards, Commis-
sions, its agents, representatives, and/or employees. The LESSEE
agrees to investigate, 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 ground-less, false or fraudulent.
9. The LESSEE shall provide SOUTHEASTERN LOUISIANA UNI-
VERSITY an insurance certificate indicating that public liability
insurance is in force on the account of and for the benefit of the
LESSEE. The University reserves the right to set the minimum
limit required for any event held on the Southeastern Louisiana
University 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 attendees and the
length of the event. The following is a guide for the level of
coverage required:
Events with less than 300 attendees $300,000
Events with 301-500 attendees $500,000
Events with more than 500 attendees $1,000,000
A Certificate of Insurance must be provided to the University
thirty (30) days prior to the commencement of any program
or activity in the University facility. See insurance policy for
requirements.
10. The responsibility for security, crowd control, and/or traffic
control remains with the University. The number of police offi-
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. South-
eastern Louisiana University does not support or condone the
planned activity covered in the Facility Reservation Application.
Any third party groups/organizations allowed the use of Univer-
sity facilities must abide by University regulations and policies
regarding the use of alcohol and food on the campus.
DEFINITION OF GROUPS
A. University organizations include organizations duly chartered
and recognized by the University.
B. University-related organizations include those organizations
whose functions and purposes involve University personnel, alum-
ni, and private citizens and are in general support of the University
and its primary mission.
C. Third Party Groups/Organizations include any group or organi-
zation which does not have a direct relationship to Southeastern
Louisiana University with its purpose for students, faculty and/or
staff.
Rental Policies
