A/PPS 08.03 - Scheduling Athletic Facilities

POLICY STATEMENT

Texas State University is committed to providing athletic facilities for athletic events and external groups.

1. SCHEDULING/PRIORITY USE FOR FACILITY REQUESTS

   1. Priority Use for Facility Requests/Department of Athletics Teams

      Priority use of athletics facilities will change according to the educational, athletic, and student activity in season. All requests for facility use outside of team practices and contests must be submitted to the Office of Facilities and Game Operations. The associate Athletic Director, Facilities and Operations will set the order of priority for space and time. Shared facilities are scheduled in the following priority order:

      1. teams in competitive season;

      2. teams competing in non-traditional season; and

      3. individual workout times for all other teams.

   2. External Groups

      Dates not allocated for athletic events may be offered to other users, including university-affiliated, community service, and commercial groups, on a first-come, first-served basis. Due to current athletic and facility use patterns, Texas State may limit external requests based on date, space availability, and appropriateness of use. All external requests will be evaluated fairly and impartially; prior facility use does not guarantee future approval.

      Tentative reservations may be made if an exact date is unknown, but unconfirmed dates become open to others if not finalized at least 60 days prior to the event.

      External groups will be charged appropriate rental fees as determined by the associate Athletic Director, Facilities and Operations, in consultation with the director of Athletics and the external senior associate Athletic Director, Business Operations. All external entities must sign and return the facility-use agreement contract, present evidence of liability insurance, and submit any required deposits (as stated in the facility use agreement) in advance of the date of facility usage.

      The associate Athletic Director, Facilities and Operations, may assign support staff to work events to ensure efficient monitoring of facility use, as well as for any ancillary services. Associated costs (including but not limited to equipment, setup, staffing, cleanup, damages, etc.) will be included in the final rental charges.

      Contracted vendors, in conjunction with the Department of Athletics, retain exclusive rights to all concessions and merchandise sales at applicable facilities, with the option to waive this right as needed.

      Security arrangements may be coordinated with University Police Department for the safety of all attendees, with related costs included in rental fees.

   3. Facilities include, but are not limited to:

      1. UFCU Stadium;

      2. Strahan Arena Maroon and Gold Room;

      3. Richard Castro Legacy Club;

      4. Gym 101 and Gym 102 in Jowers;

      5. Bobcat Ballpark (baseball and softball);

      6. Caboose at Bobcat Ballpark;

      7. J. Garland Warren Room;

      8. Paul and Pat Gowens Family Pavilion;

      9. Dan and Cindee Diepenhorst Champions Club;

      10. Bobcat Track and Field Stadium;

      11. Bobcat Tennis Center;

      12. West Campus Competition Field (soccer); and

      13. football practice fields.

2. REVIEWERS OF THIS PPS

   1. Reviewer of this PPS includes the following:

      Position	Date
      Associate Director, Facilities and Game Operations	February 1 (E7Y)
      Executive Senior Associate Athletics Director, Business Operations	February 1 (E7Y)

3. CERTIFICATION STATEMENT

   This PPS has been approved by the following individuals in their official capacities and represents Texas State Athletics policy and procedure from the date of this document until superseded.

   Associate Director, Facilities and Game Operations; senior reviewer of this PPS

   Executive Senior Associate Athletics Director, Business Operations

   Director, Athletics