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					RECREATION CENTER Reservations & Scheduling ~ Policies and Procedures

CONTACT INFORMATION Reservations & Scheduling Recreation Center Sonoma State University 1801 East Cotati Avenue Rohnert Park, Ca 94928 What kind of group am I?

Recreation Center Front Desk 707-664-4386 Glacier Bay Fax 707-664-3432 Glacier Bay Office Phone707-664-3951 www.sonoma.edu/campusrec/reservations Rec.reserve@sonoma.edu

Campus Recreation programs include: - In Motion - Intramural Sports - Outdoor Pursuits & Wilderness Welcome - Super Kids Camp - Climbing Wall - Massage - Personal Training - Sport Clubs - SSUC Student Groups Include: - OLC Chartered Clubs - ASI - Residential Life - Sonoma State Athletics Department Groups Include: - Any Sonoma State Academic Department Off Campus Groups Include: - Any off campus organization

POLICIES AND PROCEDURES **NO RESERVATION IS GUARANTEED UNTIL CONFIRMED (VIA EMAIL) BY RESERVATIONS & SCHEDULING COORDINATOR. A. ALL GROUPS REQUESTING RESERVATION SPACE: Activities, events, meetings, workshops or other committees/conferences attempting to reserve space in the Recreation Center must be recreation oriented, affiliated with a Campus Recreation program, promoting health and wellness to the University community, or educating individuals regarding physical fitness, health, outdoor adventure, or environmental awareness. All Groups requesting space within Sonoma State Campus Recreation are required to complete and turn in all necessary paperwork to the Reservation and Scheduling Coordinator at least two weeks prior to the reservation date. Any paperwork that is not filled out in its entirety or without proper signatures will be given back for correction. EARLY SUBMISSION DOES NOT GUARANTEE THE TIME OR SPACE REQUESTED.

Returned requests that are not filled out with all information completed and corrected will not be considered for space. (see appropriate heading for more information on correct paperwork for your specific group) Once a Reservation and Scheduling Coordinator has received the facility reservation request, he/she will review it, check for availability, book (if available), contact person listed as financially responsible, confirm (via email) or schedule meeting (if necessary), and process an invoice (if required). Due to high demand for reservation space within Campus Rec, all adjustments and cancellations made to a reservation by the lessee must occur at least 48 hours in advance to the reservation time. Cancellation and adjustments not reported to the Reservations and Scheduling Coordinator may result to termination or suspension of future reservations. To ensure the lifetime and quality of our Campus Rec Gym Floors, any event that requires tables or chairs must have protective flooring applied prior to the set-up of the event. This flooring is provided by campus Rec and will be set-up by campus Rec staff. Candles, incense, or any other material requiring flame are not permitted in the Recreation Center. In accordance with University policy, once a request has been officially approved, failing at abide by the policies set specifically for the event could result in the immediate termination of the lease. B. CAMPUS RECREATION PROGRAMS REQUESTING RESERVATION SPACE: 1. In order to insure Campus Rec hierarchy, reservations that may run continuous through the Fall and Spring semesters at Sonoma State University must be turned in with the correct paperwork within two weeks of the start of the semester. 2. All reservation adjustments or cancellations must be reported to Reservations and Scheduling Coordinator immediately. 3. Reservations scheduled during Regular Operating Hours must conclude 15 minutes prior to the official closing of the building (e.g. the building closes at 12:00am, the reservation must conclude at 11:45pm). This includes the clean up of the event. C. SPORT CLUBS REQUESTING RESERVATION SPACE: 1. Upon confirmation, the individual taking financial responsibility for the event is liable for any damages caused to equipment and/or the facility during the reserved time. 2. Sport Club teams are not permitted to monopolize campus recreation space without a confirmed reservation. A building supervisor has the authority to ask a team that is monopolizing space to leave the building. Any team that continues to monopolize space without confirmation from the Reservations & Scheduling Coordinator will risk being suspended from future reservations. 3. During the reservation if it is declared by the Campus Recreation staff, that a group using the facility is failing to abide by any of the facilities policies and procedures, the Campus Recreation staff reserves the right to immediately terminate a contract. As a result the group will be asked to leave the facility immediately. 4. If a reservation requires security supplied by either Associated Students or Police Services (in accordance with University policy) an additional fee may be incurred. Reservation Requests will not be processed until Police Services/Event Staff are notified and confirmed (2 weeks before requested date).

5. Any reservation requesting landscaping or lawn maintenance must be followed in accordance with University policy and an additional fee may be incurred. 6. Sport Club Teams are required to have an OCL (full-time staff ONLY) and Club Advisor signature prior to submission. o Sport Clubs reserving space for any event that may result in charges to their account must supply all required billing information on the request form. 7. Sport team members are not exempt from bringing SSU student ID upon entering the building. With a reservation, student SSU ID or membership card is still needed upon entering Campus Rec. 8. All other event participants (non-student) are required to sign waivers upon entering Sonoma State Campus Rec. Entry control set up during the event will be taken care of by the lessee. 9. In regards to “Rainy Day” Reservations, Sport Club teams must reserve space at the Front Desk of Campus Rec on the day of (no early “rainy day” reservations will be accepted), these Reservations are on a First-Come-First-Served biases and a coach’s signature is required. 10. Reservations scheduled during Regular Operating Hours must conclude 15 minutes prior to the official closing of the building (e.g. the building closes at 12:00am, the reservation must conclude at 11:45pm). 11. Reservations that occur during non-operating hours will incur staffing fees. D. STUDENT GROUPS REQUESTING RESERVATION SPACE: 1. Student Groups permitted to reserve space within Campus Recreation include: OCL chartered clubs, Residential Life, ASI, and Athletics. Other groups are considered off-campus and should refer to Conference, Events and Catering for reservation needs. 2. In order for the request form to be considered for approval it must be turned in two-weeks prior to the event and must provide: billing information, and all appropriate signatures. 3. Upon confirmation, the individual taking financial responsibility for the event is liable for any damages caused to equipment and/or the facility during the reserved time. 4. During the reservation if it is declared by the Campus Recreation staff, that a group using the facility is failing to abide by any of the facilities policies and procedures, the Campus Recreation staff reserves the right to immediately terminate a contract. As a result the group will be asked to leave the facility immediately. 5. Student Group members are not exempt from bringing SSU student ID upon entering the building. With a reservation, student SSU ID or membership card is still needed upon entering Campus Rec. 6. If a reservation requires security supplied by either Associated Students or Police Services (in accordance with University policy) an additional fee may be incurred. Reservation Requests will not be processed until Police Services/Event Staff are notified and confirmed (2 weeks before requested date). 7. Any reservation requesting any landscaping or lawn maintenance must be followed in accordance with University policy and additional fee may be incurred. 8. Reservations that occur during non-operating hours will incur additional staffing fees.

9. Set up fees will be required if any set up (tables, chairs, floor coverings, technology equipment, etc.) is requested. 10. Any reservation request involving food or beverages, policies will be determined in regards to how food and beverages are to be handled, served, and consumed within the facility.  Any food, beverage or catering needs must be organized through Conference, Events, and Catering (CEC).  No outside sources of food or drink are permitted.  Alcoholic beverages are not permitted within the facility.  Refer to the CEC website in regards to any campus food and beverage policies and other University policies regarding food at www.sonoma.edu/cec. 11. Reservations scheduled during Regular Operating Hours must conclude 15 minutes prior to the official closing of the building (e.g. the building closes at 12:00am, the reservation must conclude at 11:45pm). 12. To ensure that all reservations going through Campus Rec are run smoothly, any reservation requiring services from CEC, dining, facilities, police services, or any other outside service must have a meeting with the Reservations and Scheduling Coordinator. Failure to do so will result in termination of the reservation. E. SONOMA STATE DEPARTMENT GROUPS REQUESTING RESERVATION SPACE: 1. Upon confirmation, the individual taking financial responsibility for the event is liable for any damages caused to equipment and/or the facility during the reserved time. 2. During the reservation if it is declared by the Campus Recreation staff, that a group using the facility is failing to abide by any of the facilities policies and procedures, the Campus Recreation staff reserves the right to immediately terminate a contract. As a result the group will be asked to leave the facility immediately. 3. If a reservation requires security supplied by either Associated Students or Police Services (in accordance with University policy) an additional fee may be incurred. Reservation Requests will not be processed until Police Services/Event Staff are notified and confirmed (2 weeks before requested date). 4. Any reservation requesting any landscaping or lawn maintenance must be followed in accordance with University policy and additional fee may be incurred. 5. Reservations that occur during non-operating hours will incur additional staffing fees. 6. Set up fees will be required if any set up (tables, chairs, floor coverings, technology equipment, etc.) is requested. 7. For each reservation request involving food or beverages, policies will be determined in regards to how food and beverages are to be handled, served, and consumed within the facility.  Any food, beverage or catering needs must be organized through Conference, Events, and Catering (CEC).  No outside sources of food or drink are permitted.  Alcoholic beverages are not permitted within the facility.  Refer to the CEC website in regards to any campus food and beverage policies and other University policies regarding food at www.sonoma.edu/cec.

8. Reservations scheduled during Regular Operating Hours must conclude 15 minutes prior to the official closing of the building (e.g. the building closes at 12:00am, the reservation must conclude at 11:45pm). 9. Room reservation fees will be charged no later than two weeks after the event. F. OFF-CAMPUS GROUPS REQUESTING RESERVATION SPACE: 1. PLEASE CONTACT CEC (Conferences, Events, and Catering) FIRST!! www.sonoma.edu/cec 2. All Off-Campus Group reservations or any reservations exceeding 12 hours will be required to have a Lease Agreement on file with Sonoma State University’s Conference, Events, and Catering (CEC) department. For any Off-Campus Group reservations, please contact a Reservations and Scheduling Coordinator as soon as possible, even prior to submission of request. 3. Once a Reservation and Scheduling Coordinator has received the facility reservation request, he/she will review it, check for availability, book (if available), contact person listed as financially responsible, confirm (via email) or schedule meeting (if necessary), and process an invoice (if required). 4. Upon confirmation, the individual taking financial responsibility for the event is liable for any damages caused to equipment and/or the facility during the reserved time. 5. During the reservation if it is declared by the Campus Recreation staff, that a group using the facility is failing to abide by any of the facilities policies and procedures, the Campus Recreation staff reserves the right to immediately terminate a contract. As a result the group will be asked to leave the facility immediately. 6. If a reservation requires security supplied by either Associated Students or Police Services (in accordance with University policy) an additional fee may be incurred. Reservation Requests will not be processed until Police Services/Event Staff are notified and confirmed (2 weeks before requested date). 7. Any reservation requesting any landscaping or lawn maintenance must be followed in accordance with University policy and additional fee may be incurred. 8. Set up fees will be required if any set up (tables, chairs, floor coverings, technology equipment, etc.) is requested. 9. For each reservation request involving food or beverages, policies will be determined in regards to how food and beverages are to be handled, served, and consumed within the facility.  Any food, beverage or catering needs must be organized through Conference, Events, and Catering (CEC).  No outside sources of food or drink are permitted.  Alcoholic beverages are not permitted within the facility.  Refer to the CEC website in regards to any campus food and beverage policies and other University policies regarding food at www.sonoma.edu/cec. 10. Upon the time of the scheduled reservation if the number of attendees exceeds the number listed as the total expected attendees (per the facility reservation request) an additional charge of $5.00 per additional attendee will be added to the reserving group’s charge. 11. Reservations scheduled during Regular Operating Hours must conclude 15 minutes prior to the official closing of the building (e.g. the building closes at 12:00am, the reservation must conclude at 11:45pm).

12. Reservations that occur during non-operating hours will incur additional staffing fees. 13. Off-campus groups will incur room reservation fees, to be charged through CEC. RESERVATION RATES AND FEES  Campus Recreation programs and Sport Clubs = No Charge  Student Groups = No Charge for room reservation during regular Fall and Spring SSU Semesters If admission is being charged for an event, Department rates will apply. Student groups reserving any space within the Recreation Center not during regular operating hours (while the facility is closed) will be automatically charged for staffing to be determined by Reservations and Scheduling Coordinator. Please contact CEC for information on Summer charges  Department Groups = (See current Reservation Rates)  Off-Campus Groups = (See current Reservation Rates)  Summer Reservation rates differ according to use. Please refer to CEC for more information.  Current Reservation Rates are available at the Recreation Center Front Desk or on our website. www.sonoma.edu/campusrec/reservations ADVANCED RESERVATIONS Campus Recreation Programs For Fall –By May 1st, For Spring –By December 1st Sports Clubs & SSUC For Fall –By May 15th, For Spring –By December 15th **Campus Rec programs & Sport Clubs are asked to submit their on-going and anticipated reservations by these dates. Student Groups For Fall –By Aug 1st, For Spring –By January 1st Departments and Off-Campus Groups When semester begins **Certain exceptions may be allowed on a situational basis. Paperwork must be submitted at least two weeks prior to events date for consideration.

FACILITIES, SPACES AND OCCUPANCIES AVAILABLE FOR RESERVATION Mt. Everest Gym 850 Mt. McKinley Gym 370 Niagara Studio 200 Silver Strand Studio 130 1st Floor Lobby 170 Lotus Wellness Classroom 20 2nd Floor Lounge 50 North Field THINGS TO KNOW!

 All Reservation Rates are based on a per hour charge. Off-Campus Groups have a 2-hour minimum requirement for facility reservations.  Set up fees will be required if any set up (tables, chairs, floor coverings, technology equipment, etc.) is requested. Campus Recreation programs, Sport Clubs and SSUC are responsible for their own set-up and clean-up needs related to their reservation.  Events requiring use of protective floor coverings (for food and beverages and/or tables and chairs in activity spaces) will incur additional set up fees to be determined by a Reservations & Scheduling Coordinator.  Groups reserving space in the Recreation Center assume liability for any damages resulting from an event.


				
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