FACILITY RENTAL GUIDELINES

The University of Toledo Athletic Facilities are home to multiple sports teams including Rocket football, basketball, volleyball, baseball, softball, golf, tennis, soccer, cross country, and track & field. In addition, the Rocket Marching Band, Campus Recreational Center and multiple departments within the institution utilize these facilities on a priority basis for practice, competitions, camps, etc. throughout the year. If you would like to rent the University of Toledo athletics facilities, please fill out our request form here.

FACILITY RENTAL PRIORITIES

Use of The University of Toledo Department of Athletics Facilities will be considered on the following priority basis:

1. The University of Toledo Department of Athletics Events, Contests, and Team Practices
2. The University of Toledo Departments and Organizations
3. Community Groups

Variations to any of these policies, procedures, or guidelines must have the approval of the Director of Athletics.

RENTAL PROCESS

1. Community Groups, Students, Faculty Staff must submit a Facility Space Request Form:
   1. Registered Student Organizations must submit events via InvoNet
2. You will be contacted by a Department of Athletic Facilities staff member to discuss the event
3. A Facility Use Permit (FUP) or Contract will be completed that you must review, sign and return. The event will be confirmed when ALL the following is completed:
   1. All costs for the event are agreed upon
   2. FUP or Contract has been approved and returned to LICENSEE - if not received within two weeks, it is the responsibility of the LICENSEE to contact the Event Manager
   3. FUP or Contract is signed and returned at least 5 business days before your event
   4. If applicable, LICENSEE must provide a certificate of insurance
4. The event will be invoiced and paid accordingly

Requests are processed in the order in which they are received, please allow a minimum of 48 hours or two business days for a response to your request. The University of Toledo Athletics also reserves the right to delay confirmation of an event to await a sports final schedule release.

EVENT GUIDELINES

1. Any event considered being potentially harmful to the public image of The University of Toledo and/or the facility will be denied.
2. If there is an unforeseen change in the facility schedule which conflicts with your event, we will work with the lessee in advance to determine a date that is acceptable to accommodate both the lessee and The University of Toledo Athletics.
3. The University of Toledo Athletic Department will determine the number of personnel required for the safeguard of The University of Toledo's interest. The University of Toledo's personnel can include, but is not limited to, facility operations staff, event staff personnel, police and EMS. The amount of personnel assigned to an event will be determined based on the facility being utilized and the size and nature of the event.
4. All events must meet guidelines that are established by the NCAA and Mid-American Conference.

INSURANCE

All non-university LICENSEE sponsoring an event shall procure and maintain, in full force during the term of the contract, bodily liability and property damage liability insurance; under a standard comprehensive general liability policy including automobile and contractual liability. The policy shall provide primary coverage on all LICENSEE and LICENSEE' contracted operations, owned, non-owned, and hired vehicles, loading, and unloading operations, and include coverage for collapse or explosion.
The University of Toledo shall be named as AN ADDITIONAL INSURED in all required contracts of insurance pertaining to this contract.  The insurance coverage maintained by the LICENSEE shall be the primary coverage for both the LICENSEE and UNIVERSITY for activities covered by this agreement.  The policy shall provide that the coverage cannot be canceled prior to the completion of the event. Further information may be found at http://www.utoledo.edu/depts/risk/eventliabilityinsuranceoutsideorganizations.html. The certificates must adhere to these policies:

1. Coverage amount of at least $1,000,000 per occurrence;
2. Date of coverage needs to indicate the date of the event being insured; and
3. "The State of Ohio, UT and its officers and employees" must be listed as additional insured on the policy and the Certificate of Insurance.
4. The Certificate Holder will be The University of Toledo, Attn: Toledo Athletic Department, 2801 W. Bancroft St., Toledo, OH 43606.

ATHLETIC FACILITIES

GLASS BOWL
(Stadium with 100 Seat Press Box, 45 Suites* & 300 Seat Stadium Club) *President's Suite is not available 26,248 Seating Capacity RENT: Full House: $2,500 Press Box/Stadium Club: $300 4HR MAX High School Football: $2500 Youth Football: $250 per hour Scholastic Practice: $250 per hour Non-Scholastic Practice: $300 per hour ADDITIONAL EXPENSES: Stadium Lights: $50 per hour Video Board: $250 Scoreboard: $50 PA System: $50 PA Announcer: $100 per game Post-Event Clean-Up: $900 ($350 half-house) Locker rooms are available upon request for additional fee.
OUTDOOR VARSITY TENNIS COURTS
(6 Varsity Tennis Courts)  120 Seating Capacity
RENT: Full-Day Rental: $125 per day Three-Hour Rental: $75
HOTMER FIELD & TRACK FACILITY
(Soccer Field surrounded by an Eight Full Lane Track with Useable Straightaway on Both Sides) 575 Seating Capacity RENT: Scholastic Practice: $250 per hour Non-Scholastic Practice: $300 per hour Soccer Game: $500 per game ($900 Doubleheader) Scholastic Track Practice (TRACK ONLY): $50 per hour High School/Track Club Events: $200 per hour ADDITIONAL EXPENSES: Videoboard/Scoreboard: $100 Scoreboard Operator: $50 per game Sound/PA System: $100 PA Announcer: $100 per game Facility Manager: $100 per game Post-Event Clean-Up: $250 Locker rooms are available upon request for additional fee. Portable toilets may need rented to accommodate.
FETTERMAN INDOOR TRAINING FACILITY
(100-Yard Practice Field, Six Sprinting Lanes, and Long Jump Pit) RENT: Scholastic Practice: $250 per hour Non-Scholastic Practice: $300 per hour ADDITIONAL EXPENSES: Portable Sound System Rental: $100 Locker rooms are available upon request for additional fee.
THESE ARE THE TYPICAL EXPENSES, OTHERS NOT SHOWN MAY APPLY
JOHN F. SAVAGE ARENA
(Basketball & Volleyball Facility with 12 Suites & 100 Seat Loge & 150 Seat Club Area) 7,300 Seating Capacity RENT:     Full House: $5,000 or 12% of gross, whichever is greater Half House: $2,500 or 12% of gross, whichever is greater Scholastic Practice: $200 Non-Scholastic Practice: $300 ADDITIONAL EXPENSES: Post-Event Clean-up: $950/Half-House: $500 Main Scoreboard: $100 Public Address System: $100 Public Address Announcer: $100 per game
FETTERMAN GYM
(Regulation-Sized Basketball & Volleyball Practice Courts with Four Additional Baskets) RENT: Scholastic Practice: $75 per hour Non-Scholastic Practice: $150 per hour ADDITIONAL EXPENSES: Game Scoreboard: $50 Locker rooms are available upon request for additional fee.
JOE GROGAN ROOM (ABILITY TO UTILIZE JOE GROGAN ROOM EAST & WEST)
JOE GROGAN ROOM WEST
(Glass Enclosed Dining Space with Bar Located in Savage Arena) 152 Seating Capacity RENT: UT Organization: $75 per hour Non-UT: $150 per hour ADDITIONAL EXPENSES: Audio/Video Fee: $50 per hour Non-UT Audio/Video Fee: $75 per hour Clean Up Fee: $50
JOE GROGAN ROOM EAST
(Dining Space/Meeting Room Located in Savage Arena) 108 Seating Capacity – Round tables with 6 guest per table RENT: UToledo Organization: $75 per hour Non-UToledo: $150 per hour ADDITIONAL EXPENSES: Audio/Video Fee: $50 per hour Non-UT Audio/Video Fee: $75 per hour Clean Up Fee: $50
THESE ARE THE TYPICAL EXPENSES, OTHERS NOT SHOWN MAY APPLY
SCOTT PARK ATHLETIC COMPLEX
(Baseball and Softball Fields) Seating Capacity: 690 Baseball, 244 Softball RENT: Softball: $350 ($500 Doubleheader) Baseball: $350 ($500 Doubleheader) ADDITIONAL EXPENSES: Facility Supervisor: $75 per game Grounds Manager: $50 per game Scoreboard Operator: $50 per game PA System: $50/PA Announcer: $50 per game Main Scoreboard: $100 No access to the indoor batting facility.
POLICIES: NO sunflower seeds, chewing gum, tobacco, or food allowed on turf, in dugouts or bullpens.   Use of indoor and softball hitting cages are PROHIBITED. Turf bullpen mounds ONLY.  Pitchers/catchers must wear turf/molded cleats.  NO throwing against chain link fence (baseballs, weighted balls, plyo, etc.).  $150 sunflower seed/food/facility violation fee will be added to final invoice if any rule is broke THESE ARE THE TYPICAL EXPENSES, OTHERS NOT SHOWN MAY APPLY

EVENT OPERATION EXPENSES

Event operation expenses may include, but are not limited to facility supervisors, set up/tear down, post-event clean-up, police, custodial services, electricians, paramedics, and other event staff personnel.

STAFFING FEES

FULL TIME STAFFING	BILLING RATE
Custodian	$40 per hour
Police	$80 per hour (min. 3 hours)
Paramedics	$75 per hour (min. 2 staff)
Administrative Paramedic Fee	$100 per event
STUDENT STAFFING	BILLING RATE
Facility Supervisor	$30 per hour
Operations Assistant	$17 per hour

 
FACILITY SUPERVISOR: Required anytime an event is ongoing at times when the facility is normally closed or if it is deemed necessary by the Associate Athletic Director for Operations & Events.

OPERATIONS ASSISTANT: May be required to provide help with set-up, take down, clean up, or general assistance and supervision during an event.

POLICE/PARAMEDIC: All ticketed events or crowd events will be required to have at lessee's expense The University of Toledo police and at least two paramedics. Police and Paramedics hiring will be handled by The University of Toledo police department. Lessees cannot bring their own security to an event at The University of Toledo. Non-UTPD law enforcement security cannot be paid to work security on The University of Toledo campuses.  If you have any questions or concerns regarding police or cost for police at The University of Toledo please contact Charles Williams, charles.williams16@utoledo.edu or 419.530.4449.

USHERS/SECURITY: Crowd events may be required to have at the LICENSEE's expense crowd management services provided by Contemporary Services Corporation.

PARKING & TRAFFIC

1. Require anyone attending the event to register their vehicle with a permit purchased online in advance. Visitors may purchase their own "C" daily permit for $5 by registering their vehicle at https://www.parkutoledo.com/permit-parking/, or pay for hourly parking via the ParkMobile (instructions here - https://www.parkutoledo.com/hourly-parking/). All vehicles are required to be registered prior to parking on campus
2. Reserve a lot by suspending ticketing. In this scenario, the LICENSEE is requesting that we do not ticket for permit violations in the requested lot. The LICENSEE would be responsible for the cost of the suspension of ticketing. It is up to the LICENSEE to make sure all visitors park in the requested lot. If visitors park in a different lot they will be issued a citation. During peak hours (Monday – Thursday 7am – 4pm) requests can only be submitted for Areas 18, 19, 20, 25, 43, 44 or 46. If an event occurs after 4pm or on Friday, Saturday or Sunday other parking areas around campus may be requested. Click here (PDF) for additional parking information.

It is the responsibility of the LICENSEE to ensure parking is arranged. The Athletic Department is not responsible for any tickets obtained by event attendees. Note that failure to register vehicles for parking will result in a $55.00 fine per unregistered vehicle.

FACILITY USE RESTRICTIONS

1. No food, sunflower seeds, tobacco products, chewing gum allowed on synthetic turf fields.
2. No chalking or painting of lines on synthetic turf fields. If the tape is used for lining, all tape must be removed at the end of the event.
3. No parking in the service drives/areas next to Athletic Facilities.

PAYMENT

Depending on the type of event payment may be due prior to the event (A) or following the event (B).

1. Prior to Event

LICENSEE agrees to pay the UNIVERSITY by check or cash the total contracted balance at the start of their contracted time.  If payment is not received before the start time of the event, this Agreement will automatically terminate without liability to the UNIVERSITY, and access to the FACILITY shall be denied to the LICENSEE.

2. Following Event

LICENSEE agrees to pay the UNIVERSITY by check or cash the total balance due within thirty (30) days following receipt of invoice.  If payment is not received as stated herein, the UNIVERSITY may cancel future events and may take legal action to secure payment.  In addition, a late payment charge of one and one-half percent (1.5%) per month on the unpaid balance will be added to the account balance.

ADVERTISING

It is agreed that no signs or advertisements shall be placed in, on, or about the University's Facilities without the consent of the University and only then for the event authorized by this agreement. LICENSEE shall not publicize, nor cause to be publicized, in any manner, this event prior to the execution of the License Agreement. The UNIVERSITY and LICENSEE will mutually agree upon a date and time when ticket sales may commence.

CATERING SERVICES

Chartwells is the preferred food service provider for The University of Toledo. They offer a wide range of menus as well as both cash and open bars. Arrangements for all linens need to be made through Chartwells. For information, contact Ann-Marie Biesiada, AnnMarie.Biesiada@compass-usa.com or 248-912-2370.

AUDIO-VISUAL PRODUCTION SERVICES & EQUIPMENT

Audio-visual equipment and services are available for a fee (microphones, hard line connections, easels, speaker system, televisions, etc.). Equipment is subject to availability and must be confirmed in advance.

FACILITY DAMAGE

1. NON-UNIVERSITY LICENSEE

LICENSEE hereby assumes full responsibility for the acts of all persons using the FACILITY and hereby agrees to reimburse the UNIVERSITY for any and all damages done to said FACILITY or UNIVERSITY property during the period of this Agreement

2. UNIVERSITY LICENSEE

Any UNIVERSITY LICENSEE will also be held responsible for any and all damages done to said FACILITY during the period of the Agreement and will be responsible for reimbursing the University Auxiliary Services for all expenses incurred for repairs.

SCHEDULING

Unless otherwise specified in writing, the UNIVERSITY shall be free to schedule other similar events, both before and after dates of this contract, without notice of LICENSEE.

CONTACT INFORMATION

For more information regarding the usage of Department of Athletic Facilities, email UTAthleticFacilites@utoledo.edu or call 419.530.2607.
Chris Barnhardt, christopher.barnhardt@utoledo.edu

• Glass Bowl
• John F. Savage Arena
• Fetterman Gym

Austin Kowalski, austin.kowalski@utoledo.edu

• Hotmer Field & Track Facility
• Fetterman Indoor
• Joe Grogan Room East & West

Tim Warga, tim.warga@utoledo.edu

• Scott Park Athletic Complex