FACILITY REQUEST PROCESS & RENTAL INFORMATION

Requests / Facility Information / Policies & Rules / Group Classification & Priority / Priority Reservation Deadline / Rental Procedure /
Requirements for Approval / Facility Fees / Additional Charges / Equipment Rental / Supervision / Concessions / Facility Conditions /
Events with Minors / Invoicing & Payment / Cancellations

Tully Gym & Speicher Tennis Complex
Effective November 1, 2009.

Facility Requests
All requests for reservations of Tully Gymnasium and Speicher Tennis Center must be made through the Indoor Facility Coordinator located in 109 Leach Center. The Indoor Facility Coordinator will review all requests and determine the availability of the facilities. Certain fees and special arrangements may be required in order for the group to utilize the facility to hold its event. These fees and procedures are oulined below. Download the Facility Request Form (Adobe PDF) to get your started on your request.

Facility Information: Sports Facilities
The Tully Gymnasium is a multi-use facility equipped with Nike Shox flooring, seating capacity for 1,162 spectators and the potential to host numerous athletic-related activities. Tully Gymasium plays host to the FSU volleyball team, various intramural sports, university academic classes and sport club events.

The Speicher Tennis Center houses 12 lighted hard-court tennis courts, over 1,000 view level seats, coaching offices, men's & women's locker rooms, equipment and storage rooms, and a team lounge. The Speicher Tennis Center is an open-access facility, providing space for the recreational activities of current FSU students, faculty, and staff, weather permitting.

Facility Use Guidelines
The Tully Gymnasium and Speicher Tennis Complex are to be used for academic classes, intramural programming, sport club programming, and other recreational, instructional or sporting activities that are sponsored or co-sponsored by the university’s academic, athletic, student affairs, and other auxiliary units.

Campus Recreation will designate appropriate space for all events, depending on the type of event.  Campus Recreation also reserves the right to limit the number and type of activities that take place at a facility at any given time.

Facility Policies
- All active users must be current FSU students, faculty, or staff unless approved for a special event.
- Users must present valid FSUCard ID when requested by any Campus Recreation staff member.
- No pets, alcohol, tobacco, glass containers, or weapons are permitted at all Campus Recreation facilities.
- Sports, recreation, and related warm-up activities must occur in designated areas only.
- Scaling and jumping any fence throughout the facility is not permitted.
- Participants and spectators shall beware of possible flying balls, bats, and other objects.
- All patrons must follow the instructions given by Campus Recreation staff members.  Violators are subject to ejection and suspension from the facility and other Campus Recreation programs, services, and facilities.

Group Representative Responsibilities
The person(s) representing the group that will be reserving any Campus Recreation facility shall be responsible for informing all participants, group members, and spectators of all University, Campus Recreation, and facility policies and procedures stated within this document. Failure to adhere to the facility rental policies and procedures by any person(s) associated with said group may result in an immediate termination of the reservation. Should the event be terminated any and all fees and deposits will be forfeited by the group.

Group Classification and Priority Use
Facility user groups have been classified into the following categories for the purposes of reservation availability and priority.

For purposes of this policy, a participant is defined as an individual who is taking active part in the hosted activity to include, but not limited to, such actions as playing in a game or match, giving or receiving instruction or coaching, or practicing related skills.  All of the event’s active participants must be current FSU students, faculty, or full-time staff.  For some events, visiting sport club members, properly registered organization members, and outside user groups may use the facility with proper approval from the Indoor Facility Coordinator. These instances will be handled on a case by case basis and additional restrictions or requirements may apply.

Scheduled FSU academic classes and FSU Athletics varsity practices and matches receive priority over all other activities at the facility. Remaining available periods are reserved on the following reservation priority strcture.

Reservation priority will be determined by the following order of classification.

Priority (1) Campus Recreation Programming
(a) Intramural Sports: Includes all sports leagues, tournaments, events, and activities organized, planned, promoted and executed by the FSU Intramural Sports Office.
(b) Sport Clubs: Includes approved events organized, planned, promoted, and executed by a sport club that is currently registered with the FSU Sport Club Council.

(c) Other special activities, events, etc. organized, planned, promoted, and executed by the Campus Recreation Department.

Priority (2) University Groups and Organizations
(a) FSU Recognized Student Organizations: Includes events organized, planned, promoted, and executed by a student organization that is currently recognized by the FSU Student Activities Office.
(b) Other FSU Groups: Includes events organized, planned, promoted, and executed by other official FSU departments and offices.

Priority (3) University Related Groups and Organizations
(a) FSU Athletics: Includes activities officially sponsored or hosted by the FSU Athletic Department or one of the FSU intercollegiate athletic teams.    
(b) Groups and Organizations not officially recognized by or affiliated with the University, or otherwise failing to meet preceding paragraph, but are related to the university because of the promotion of interests of the university.

Priority (4) Non-University Related Groups and Organizations
(a) Outside Groups or Other Functions: Includes all other activities that are not classified in one of the aforementioned categories. 

NOTICE:  Groups found in violation of any provisions in the facility rules, policies, and procedures are subject to immediate termination of the event, suspension of future reservation privileges, forfeiture of all deposits and fees, and further actions by the Campus Recreation Department, Dean of Students, Student/University Judicial Board, and/or University Guest Services. 

Priority Reservation Deadline
All facility requests received by the priority reservation deadline established for the particular 4-month period will be ranked according to their assigned priority and the reception date of request. Facility requests received after the priority reservation deadline will be considered in the order in which they are received. If two or more groups reserve the same date, the group that submits their deposit first will be given first priority for the date.  The following schedule has been established for priority reservation deadlines:

Fall Semester Reservations
The priority deadline date for reservations in September, October, November, & December is August 1st (or the next business day).

Spring Semester Reservations
The priority deadline date for reservations in January, February, March, & April is November 1st (or the next business day).

Summer Semester Reservations
The priority deadline date for reservations in May, June, July, & August is March 1st (or the next business day).

Rental Procedure & Deadlines
Groups wishing to rent or reserve space at either of the facilities must submit aFacility Request Form to the Indoor Facility Coordinatorr.  Requests can be dropped off or mailed to Bobby E. Leach Center, 118 Varsity Way, P.O. Box 3064290, Tallahassee, FL 32306 or faxed to 850-644-0558.

Request Deadlines
Requests from Campus Recreation and University Groups & Organizations (Priority Groups 1 and 2) must be submitted at least two weeks (14 days) prior to the event date to be considered.  Requests from University Related Groups and Non-University Related Groups (Priority Groups 3 and 4) must be submitted at least four weeks (28 days) prior to the event date to be considered.

Certain fees, special arrangements, and/or special event permits may be required in order for the group to utilize the facility to hold the event.  Information on requirements, fees, and special event permits follow. The event must be approved by the Facility Coordinator for the event to be scheduled.

Request Approval
FSU Campus Recreation staff will review each reservation request as it is received.  If the event is in compliance with the facility use guidelines and the conditions of approval are met, the staff and/or Campus Recreation Board will approve and schedule the event.  Depending on the nature of the event and who is requesting the event, the Campus Recreation Board may need to approve the requested event at their regularly scheduled meetings.  Please note that submitting a request does not guarantee confirmation.  Confirmation of the reservation will be sent via email to the requesting group’s event coordinator. 

Requirements for Approval of Reservation
Facility Rental Agreement
Groups must complete the Facility Rental Agreement prior to approval of the event.

Special Event Permit (if necessary)
University Groups and Organizations (FSU Recognized Student Organizations and other FSU Groups (Priority Group 2)) will be required to obtain a Special Event Permit through the Student Activities Center.  Other classification groups may be required to obtain a Special Event Permit depending on the details of the reservation.  Additional permits such as food permits, vendor permits, or inflatable permits may be necessary in addition to the Special Event Permit.  The Student Activities Center and/or Campus Recreation Facility Coordinator will attempt to notify the requesting group of any additional permitting issues.

University Contract (if necessary)
University Related Groups and Non-University Related Groups (Priority Groups 3 and 4) will be required to review and sign a contract for use of any Campus Recreation facility. Other classification groups may be required to review and sign a contract depending on the details of the reservation. Additional permits such as food permits, vendor permits, or inflatable permits may be necessary in addition to the contract.  Representative from University Guest Services and/or the Campus Recreation Facility Coordinator will attempt to notify the requesting group of any additional permitting or contractual issues.

Insurance Requirements
The renter (Licensee) agrees to indemnify and hold harmless The Florida Board of Trustees, The Florida State University, their staff, and employees, from any and all claims, liabilities, and causes of action for personal injury or property damage of whatever nature allegedly arising from the negligent acts or omissions of Licensee or Licensee’s officers, agents, representatives, employees, invites or persons contracting with Licensee, Licensee shall provide Licensor with evidence of insurance naming the Florida State University Board of Trustees and The Florida State University as additional insured’s and protecting Licensor against the aforesaid claims in the minimum amount of $500,000 per person, $1,000,000 per occurrence (preferably $1,000,000 combined single limit).  For state agencies (including schools in the State/County System),  the Licensee shall carry liability insurance with a minimum limits of $100,000 per person, $200,000 per occurrence.  Evidence of this insurance shall be attached to and made a part of this agreement prior to execution by The Florida State University.  No license shall be created by this agreement until it is executed by both parties.

Facility Fees

Florida State University Addendum 4 outlines fees for use of university facilities.

Space Rental Fees
For purposes of reserving and invoicing, the definition of one (1) hour is as follows:
1 Hour = 1 to 60 minutes.  Hours will be counted in whole increments (i.e. 1 hour and 25 minutes = 2 hours of reservation time).

Tully Gym Rental Charges
Group	First 4 Hours	Add'l Hour
Sport Clubs, University Groups, University-Related Groups	$200.00	$10.00
Non-University Related Groups & Organizations	$450.00	$25.00
** The Hourly Supervisor Fee and Setup Fees Shall Apply to All Reservations, When Applicable

Speicher Tennis Center Rental Charges - Single Court
Group	First 4 Hours	Add'l Hour
Sport Clubs, University Groups, University-Related Groups	$10.00	$2.00
Non-University Related Groups & Organizations	$25.00	$2.00
** The Hourly Supervisor Fee and Setup Fees Shall Apply to All Reservations, When Applicable

Speicher Tennis Center Rental Charges - 3 Courts
Group	First 4 Hours	Add'l Hour
Sport Clubs, University Groups, University-Related Groups	$25.00	$4.00
Non-University Related Groups & Organizations	$50.00	$4.00
** The Hourly Supervisor Fee and Setup Fees Shall Apply to All Reservations, When Applicable

Speicher Tennis Center Rental Charges - 6 Courts
Group	First 4 Hours	Add'l Hour
Sport Clubs, University Groups, University-Related Groups	$50.00	$6.00
Non-University Related Groups & Organizations	$100.00	$6.00
** The Hourly Supervisor Fee and Setup Fees Shall Apply to All Reservations, When Applicable

Additional Fees
Supervisor Fee
Campus Recreation will employ a facility supervisor(s) for all facility reservations to assist with facility issues and in emergency situations.  Campus Recreation reserves the right to determine the number of facility supervisors assigned to a particular event depending on the nature and scope of the event.

Hourly Supervisor Fee
Group	Fee per Supervisor per Hour
All Groups & Organizations	$12.14
A Facility Supervisor is Required for All Events, Campus Recreation May Require Additional Supervision Based on the Scope of the Event

Taxes
All University Related Groups and Organizations and Non-University Related Groups and Organizations (Priority Groups 3 & 4) will be taxed at the current rate (7.5%) unless a tax exempt certificate is provided at the time of deposit.

Equipment Rental / Checkout
The group or organization reserving the space is responsible for making arrangements for any special service or equipment through the appropriate campus service departments. Campus Recreation has a limited amount of sports equipment available for check-out. Groups should inquire about the availability of equipment at the time the facility reservation is made. A fee may be associated with the checkout of equipment and/or materials. 

Facility Supervision of the Event
At least one Campus Recreation Facility Supervisor is required to be present to supervise the facility during a group’s reservation.  The staff member(s) will unlock/lock the facility and provide assistance in the event of an emergency.  A facility supervisor is required for all groups with a facility reservation at all times. Campus Recreation will determine if more than one supervisor is needed based on the nature and scope of the event.  An hourly charge based on group classification will be assessed to groups for the facility supervisor(s). 

Security Personnel
Depending on the scope of the event, user groups may be responsible for providing security for the event.  This determination will be made by the Campus Recreation staff in conjunction with the FSU Police Department as a part of the event approval process.  If it is determined that security is necessary, groups will be charged a minimum of $30 per hour per officer for a minimum of 3 hours.

Sports Medicine / Athletic Training Personnel
Sports medicine services may be required at the expense of the reservation holder at the discretion of the Facility Coordinator.

Concessions & Food
Groups desiring to provide or sell food and/or drinks must notify the Facility Coordinator of their intent during the reservation process and obtain a food permit from the FSU Environmental Health and Safety Office, when necessary.  A concession area may be available for groups to use at Tully Gymnasium.  Use of the concession area must be coordinated with the Facility Coordinator prior to the event. Food is only permitted in specific areas at Campus Recreation facilities.

Conditions for Facility Use
The sponsor of the event/reservation is responsible for the actions of the participants.  In addition, all participants should be informed of and shall adhere to published university and FSU Campus Recreation policies, regulations, guidelines, and local, state and federal laws. Failure to adhere to said regulations may result in immediate termination of the event.

Rental parties and related participants are only permitted to enter the facility within the designated time of the reservation. Should your event be delayed due to weather or some unforeseen circumstance, the facility supervsior has the authority to extend your requested time. All facilities will be opened by Campus Recreation employees. If the facilities are not vacated in a resonable amount of time at the conclusion of the reservation period or upon other request, FSU Police will be notified.

No group or organization may release space to another individual or group.  Reservations for space are group or event specific and may be changed only by FSU Campus Recreation.  Campus Recreation must approve the method of placing decorations, exhibits, or displays in recreation spaces.

Any group approved to use the facilities will be responsible for returning the facility to its pre-event condition.  All groups are responsible for any related facility or court clean-up.  “Unsatisfactory condition” is defined as an area that is not properly cleaned, and equipment or space that is not properly returned to the condition it was in prior to the group’s arrival.  A Campus Recreation representative will make the determination and has the final say as to the condition of the facility and equipment used.  Groups leaving spaces in “unsatisfactory condition” will lose their reservation deposit and may be assessed a cleaning fee depending on the extent of the damage. 

Use of Facilities by Minors
Children under the age of 18 may not use the facility unless a waiver form has been completed by a parent or legal guardian.  In addition, proof of proper insurance must be provided for any event involving children under the age of 18.  Please consult the Facility Coordinator for specifics on how to obtain these waivers.

Invoicing and Payment
Final payment of all charges must be arranged at least 48 hours upon completion of the event.

Cancellations
Cancellations must be made by the request deadline (14 or 28 days prior to the event date).  Groups that cancel after the request deadline date or fail to use their reservation will be responsible for all rental fees associated with the reservation.