Facility Use & Rental

OFFICE OF RECORD: Office of the President
ISSUED BY: President
APPROVED BY: Douglas D. Knowlton 01-76-00
EFFECTIVE DATE: 7/22/04

01-76-00

Purpose

To establish policy and operating guidelines for the use of Dakota State University facilities.

Scope

Applies to all University departments and community organizations requesting the use of campus facilities.

Categories of Use

Dakota State University welcomes the appropriate use of the University's facilities by outside organizations when such use does not interfere with the University's primary educational mission. There are three categories into which organizations wishing to use the University's facilities fall. They are:

Category I: Officially recognized University Groups and Organizations Student Organizations approved by the University Officially recognized staff and/or faculty organizations

Category II: Non-Profit Organizations External groups supported by local, state, or federal government
Civic or Charitable organizations
Other Government Groups (such as Volunteer Fire Department, Search & Rescue)

Category III: For-Profit Organizations
For-Profit groups & Commercial Organizations Individuals using facility for purpose of making a profit
Groups not included in Categories I and II

Approval of Use

Requests for use of campus facilities, with the exception of athletic facilities and internal planning meetings (workshops, symposiums and routine departmental meetings), must be initiated with the Events Planning and the Facilities Coordinator office, (Donna Fawbush at 256-5666).

Groups or individuals requesting use of University facilities must fill out a Facilities Use Agreement. The use of University facilities is subject to the guidelines contained in this policy:

Trojan Center use must be approved by the Director of the Student Union.

Athletic facilities (Field House, Trojan football field and adjacent practice fields) use must be approved by the Athletic Director. When not being used by the University, non-university groups may schedule the facilities. The Athletic Director must also approve the use of Trojan Football Field and adjacent practice fields.

Dakota Prairie Playhouse and Conference Center use must be approved by the Facilities Coordinator.

Karl E. Mundt Foundation area must be approved by the Mundt Foundation Library Associate.

Academic classrooms, laboratories and computer labs, when not scheduled for instructional use or general access, must be scheduled and are approved through the primary building supervisor. Computer labs will be available for academic or training purposes only.

Any external group utilizing University facilities agrees to indemnify and hold harmless the State and its officers, agents, and employees from any and all liability, damages, actions, claims, demands, expenses, judgments, fees and costs of whatever character, arising from, by reason of, or in connection with the use of these facilities. The State, and its officers, agents, and employees shall not be liable or in any way responsible for injury, damage, liability, loss or expense resulting to the user and those it brings on to the premises due to accidents, mishaps, misconduct, negligence or injuries, either in person or property. External groups expressly assume full responsibility for any and all damages or injuries which may result to any person or party by reason of or in connection with the use of facilities pursuant to a rental agreement, and agree to pay the University for all damages caused to the facilities resulting from the group's activities. Further, in situations where the risk of harm is present for participants and/or attendees, the University will require proof of liability insurance naming Dakota State University as additionally insured before final approval and use of the facility may take place. (The Facilities Use Agreement Indemnification Form can be found on the Business Office website.)

Conditions of Use

If approval for use is granted, the group utilizing campus facilities must abide by the following conditions.

A. Identify an event supervisor and/or sponsor who will be responsible for the supervision of the group at all times; ensuring that the group remains in the designated area and being responsible for returning the facility to the same condition it was found prior to the event.

B. Set-up, use and clean-up of facilities will occur in a quiet, orderly manner. Children must be under the direct supervision of a responsible adult at all times.

C. Organizations using facilities in which a risk of harm is present, such as physical education facilities, must provide proof that its activities will be supervised by adequately trained personnel, and that the organization will observe, and cause the participants in that activity to observe, all safety rules for the facility and the activity.

D. Accept responsibility for reimbursing the University for regular fees, damages, and/or additional charges for cleanup costs that might occur in the use of the scheduled activity.

E. Event supervisor and/or sponsor will insure that all promotion and advertising of events involving the use of University facilities shall identify the individual or group sponsoring the event. All promotion and advertising of events, which involve posting on the University campus, require approval of the building manager.

F. At the discretion of the University, security personnel may be required. The University may also require additional security to protect persons attending and/or participating, persons seeking to attend and/or participate, and to protect University property.

G. Organizations must comply with local, state, and national laws, and University policies and regulations.

H. The University is not responsible for any theft, accident, or injury that may occur at any event.

I. No vehicles of any kind will be permitted on lawns, paved walks, ramps, or any areas not specifically designated for vehicles unless special permission is gained.

J. University facilities may not be used in any manner to portray the University as endorsing a partisan, political, or religious position, or commercial product or services.

K. The users of University facilities assume full responsibility for the acts of all persons associated with their event and will reimburse the University for any and all damages done to the facility or University property during the period of their contract.

L. It is understood and agreed that users, their agents, employees, guests and patrons, are subject to all University traffic and parking regulations existing during the timeframe of their contract. Any arrangements for special parking permits must be made through the University's Physical Plant.

M. The University accepts no responsibility for personal property left on the University's premises.

N. The University reserves the right to restrict the activities of vendors on campus. Accordingly, the University may restrict time, locations, and the manner in which contact may be made with students or staff and/or which items may be sold.

Limitations on Use

A. The use of University facilities by off-campus groups shall not interfere with nor prevent the use of the facilities for regular instructional, administrative and/or service activities.

B. Dispensing, possession, and/or consumption of alcoholic beverages in any form will not be permitted on University property or at any University sponsored event without special permission. Any person under the influence of intoxicating beverages or illegal drugs shall be denied opportunity to participate in any manner.

C. Illegal Drugs in any form will not be permitted on University property at any time.

D. Anyone using facilities without proper authorization or in any unauthorized manner will not only be subject to rental fees and any appropriate damage charge, but may also be denied further use of University facilities.

E. Violation of any part of campus policy and procedures or any other irresponsible conduct by members of the group will be grounds for the cancellation of the activity by either the sponsor of the group or a University official without waiving the costs incurred and due the University.

F. Animals are not permitted in any University facility unless directly associated with class instruction, approved programs, or are serving as guide dogs for the visually or hearing impaired.

G. All University buildings are smoke free. Group supervisors are responsible for the enforcement of this policy.

H. All food service requirements are to be coordinated through the University Food Service. University Food Service has the right of first refusal on all food service on University property.

I. The University reserves the right to prohibit activities, including for-profit activities, which duplicate the University's teaching, service or research activities. The University may also refuse the use of its facilities where the proposed activity would require an unreasonable amount of University supervision or service, or where there is a question concerning the safety of the participants or of University property.

J. Those using University facilities agree that they will not injure, mar, or in any way deface said premises and will not drive or permit to be driven, nails, hooks, tacks or screws into any part thereof and will not make or allow any alterations of any kind.

K. Any and all public events must end by 12:30 AM, except by special permission.

Fee Policy for Facilities

A. Off-campus groups using University facilities must compensate the University for the rental of space, where applicable, and for all expenses resulting from the activities. Total estimated charges will be determined and provided to the user prior to the date of the event(s). Actual charges will be made after the function, cleanup, and restoration of the area(s) to their original condition. Payment is due upon receipt of the invoice.

B. A University representative will be named for all functions and may be required to be present. For special functions, the cost for a University representative will be included in the rental charge.

C. Any audio/visual equipment provided by the University will be arranged through the Mundt Library unless already included in the room occupied.

D. Space rental rates and conference fees shall be reviewed annually and are subject to change as needed.

Insurance

Groups using Dakota State University facilities, at their own cost and expense, will provide a certificate of insurance, which shows bodily injury, and property damage limits of not less than $1,000,000 for each occurrence. The certificate of insurance will include the following:

A. Name Dakota State University as additional insured.

B. Certificate holder is Dakota State University

C. Certificate will be provided not less than thirty (30) days prior to the first day of the conference.

D. Coverage afforded under these policies will not be canceled, terminated, or materially altered unless 30 days prior written notice has been given to the University.


Last Updated: 1/24/12