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Facilities Use Policy 3.1-1

Details

Category:
Business & Financial Management
Authorizing Body:
Vice President for Administration & Business Affairs – VP-ABA
Responsible Department:
Conference Center
Applies To:

Adopted Date:
09/16/2003
Revised Date:
08/16/2024
Print Policy

Introduction/Purpose:

Saginaw Valley State University’s institutional facilities and other resources exist to further support and advance the University’s mission. 

This policy provides the University community and guests with requirements and procedures regarding scheduling and utilization of facilities for events and other activities including priorities for facilities usage.  This policy does not govern the scheduling of academic courses in academic space, as that is the responsibility of the Office of Academic Affairs. 

Definitions:
University Community – Saginaw Valley State University faculty, staff and/or students.

University Facility - any Saginaw Valley State University building on or off-campus, structure or area, including but not limited to academic buildings, library, administrative buildings, residence halls, outdoor spaces, parking lots, recreational/athletic fields or facilities.

SVSU Internal Activity/Event – a meeting or other function coordinated by University Community members (faculty, staff and/or students) for University members (faculty, staff and/or students).

SVSU University-Sponsored Activity/Event – a meeting or other function coordinated by members of the University Community and maybe in conjunction with a non-SVSU organization. Participants attending these events are University community members and may include members of a non-SVSU organization or the community.

SVSU University Sponsored Grant-Funded Activity/Event - a meeting or other function coordinated by University members (faculty, staff or students) funded by SVSU grant monies received by the University.

Intercollegiate Athletics-Operational Fundraising Event – a camp, clinic or athletic competition coordinated and staffed by Intercollegiate Athletics for the purpose of operational fundraising held in the Athletic Complex.

External Activity/Event - Non-University activity/event hosted by a non-profit organization, commercial or private party.

 

Policy:
The Conference Center at SVSU (TCC) is responsible for the administration and oversight of events on campus.  This coordination and scheduling of institutional facilities and other resources ensure services are provided in accordance with SVSU’s quality standards, limits overhead expenses, facilitates the efficient scheduling of designated space and seeks to safeguard the health and well-being of the participants.

All SVSU activities/events must comply with the insurance procedures and other risk management protocols outlined below prior to scheduling or promotion to determine if additional insurance requirements or waivers are required. Events held involving minors must comply with the Minors on Campus 9.1-1 policy.  

The University may establish blackout dates for all University facilities and other resources.  These blackout dates will be noted in the 25Live Events Scheduling System.  Some examples include, but are not limited to:

  • Holiday closures
  • Pre and Post-Commencement dates
  • Homecoming
  • Student Orientations

TCC is responsible for the designation of non-academic space, and academic spaces when not in use for academic courses, for scheduled events.  The University (through TCC) reserves the right to relocate, reschedule or cancel any function at its discretion. 

Academic, Athletic Facilities and Student Services Spaces

  • Academic space for non-academic events is available for scheduling through TCC after the course schedule has been approved by the Office of Academic Affairs.
  • Intercollegiate Athletic games and practices are scheduled by Intercollegiate Athletics.
  • Priority in scheduling in the Athletic Complex is granted to Intercollegiate Athletics subject to guidelines outlined in Exhibit A.
  • The Office of Student Life schedules events within their designated areas including the Student Center. Utilization of the Student Center is subject to scheduling priorities established by said office.

Any exceptions to this policy require the approval of the Vice President for Administration & Business Affairs. Failure to adhere to these policies and procedures may result in disciplinary action up to and including removal of scheduling privileges or termination of employment. 

Procedures:
Scheduling
All events utilizing a University facility including performances, conferences, athletic competitions, youth camps, etc. must be scheduled in 25-Live Events Scheduling System.

All services requested (room set-up, audiovisual, catering services, temporary structures, etc.) and information regarding the event (speakers, meeting details, etc.) is required when space is scheduled.  The information must be updated when additional details are available.

Insurance Requirements
All activities/events on campus that include attendees other than SVSU employees or students must comply with SVSU insurance requirements.  Faculty, staff or students holding activities/events must contact Risk Management prior to the event planning or at a minimum 30 days before the event takes place to determine if the event/activity is covered by university insurance, requires additional University insurance or a certificate of insurance from another source.

Individuals or organizations hired as “contractors” require a signed contract and a certificate of insurance.  Refer to the Purchasing Policy 5.2-1 and the Insurance Policy Requirements for Contractors and Service Providers on the Premises of SVSU 5.2-7 for additional definitions, guidelines and required procedures.

For events including minor participants please refer to the Minors on Campus Policy.

Rental Fees
Registered events requiring space rental are classified as follows:  

  • External Activity/Event
  • SVSU University-Sponsored Activity/Event (including grant funded activity/events)
  • SVSU Internal Activity/Event 
  • Intercollegiate Athletics Operational Fundraising Event in Athletic Complex 

Rental fees for facility usage are determined by these classifications.  Other fees will be assessed if the event requires additional services performed by TCC such as refreshments, additional room set-up, additional audio-visual support, security, etc.  Please refer to the event definitions above.

Centralized Ticketing & Registration Services
The SVSU Box Office provides centralized ticketing services for all programs and activities held on campus with the exception of intercollegiate athletic events.  All other internal events requiring a ticket for admission are required to use the Box Office. 

A Box Office service charge will apply to all tickets. 

All Box Office sales are cashless.

The sponsoring department or external organization is responsible for setting the ticket price inclusive of the service charge. The service charge is retained by the Box Office to offset operating costs.

Related Policies & Forms:

 

Appendix: