Facility Rental Policies

FSU Reservation Waterfront Park

Facility Request Form

Effective May 19, 2014

All requests for reservations of pavilions, the retreat center, cabins, and special events must be made through the Facility Coordinator of the FSU Reservation. The 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 outlined below. Complete the online FSU Reservation Facility Request Form to get started on your request.
 

Facility Information

Available Rental Spaces
Enjoy the shade of one of our Pavilions, available for reservation and rental by various groups.

Our multi-room Retreat Center is perfect for meetings and training. The rental of our retreat center includes internet access, audio/visual equipment, and coffee services to compliment your needs. The Retreat Center is available to groups of 50 people or less.

The Cabin is available for overnight rentals for structured programs.

The Rez can also offer space for larger events. Special Events are a great way to host larger groups.

Facility Use Guidelines
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.  View our facility hours and facility policies for further details.

Space Requests
Requests are processed 9am to 5pm Monday through Friday. Requests to use any space at the Reservation must be submitted at least 72 hours in advance. Any space that is requested less than 72 hours before the event cannot be guaranteed. The staff will attempt to process requests within 48 hours. Any changes to your reservation must be communicated to the Facility Coordinator within 48 hours of your event. Cancelations must be made 3 days prior to the event by 5 pm.

Reservation Times
When reserving space it is important to include event preparation and event breakdown time. Any rental that has not ended or any rental that has not been cleaned up by closing time will be assessed an overtime charge and an excessive clean up fee may be applied. The FSU Reservation staff has the right to enter an event to insure there are no violations to Reservation policy or to insure safety and a successful rental.

Group Representative Responsibilities
The person(s) representing the group that will be reserving space at the FSU Reservation shall be responsible for informing all participants, group members, and spectators of all Campus Recreation and Rez 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.

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

Priority (1) 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 (2) 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.
 

Request Process and Approval

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).

Campus Recreation reserves the right to reserve space for outside groups in advance of the Priority Reservation Deadline.

Rental Procedure & Deadlines
Groups wishing to rent or reserve space at the FSU Reservation must complete a FSU Reservation Facility Request Form.  Online requests are submitted directly to the Rez staff.  Printed requests can be dropped off or mailed to FSU Reservation, 3226 Flastacowo Road, Tallahassee, FL 32310, or faxed to 850-644-9852.

Request Deadlines
Requests must be submitted at least three business days (72 hours) prior to the event date to be considered.  Special event requests must be made at least weeks (28 days) prior to 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.  Note that deposits must also be received at the request deadline (two weeks or four weeks, as noted).  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 1)) 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 Group 2) 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 $1,000,000 per person, $2,000,000 per occurrence.  For state agencies (including schools in the State/County System),  the Licensee shall carry liability insurance with a minimum limits of $200,000 per person, $300,000 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 & Deposits

Pavilion Rental Fees

Registered Student Organizations, Free Rental

University-Related Groups & Organizations, $50.00 per day

Non-University Related Groups & Organizations, $75.00 per day

Retreat Center Rental Fees

Registered Student Organizations, $200.00 entire space, $100.00 lounge

University-Related Groups & Organizations, $300.00 entire space, $150.00 lounge

Non-University Related Groups & Organizations, $500.00 entire space, $250.00 lounge

Cabin Rental Fees

Registered Student Organizations, $200.00 per night per cabin

University-Related Groups & Organizations, $200.00 per night per cabin

Non-University Related Groups & Organizations, $400.00 per night per cabin
 

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
University Groups & Organizations, $10.00 per Supervisor per Hour
University-Related Groups & Organizations, $15.00 per Supervisor per Hour
Non-University Related Groups & Organizations, $20.00 per Supervisor per Hour
A Facility Supervisor is Required for All Events, Campus Recreation May Require Additional Supervision Based on the Scope of the Event

Facility Clean-up & Equipment Storage Fees
For events that include a large number of attendees, Campus Recreation may assess a dumpster rental fee of $200.00 per dumpster in order to accommodate trash produced by group attendees. Major events are also subject to a clean-up fee of up to $150.00.

Vendor Fee
The Vendor Fee is necessary when outside, non-university vendors are being used at an event to sell food, merchandise, and other goods.  Food and drink vendors must need to be approved by the Facility Coordinator and the FSU Environmental Health and Safety Office. For all groups, the Vendor Fee is $100.00 per vendor. Vendors must provide proof of insurance.

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.
 

Other Facility Rental Policies and Procedures

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.

Tent Use Policy
The use of large tents is prohibited, specifically the tents that require large stakes (over 12 inches) for stabilizing purposes. The use of the smaller, portable "tailgate" tents is permissible in approved locations.

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. 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 to 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.  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 outdoor 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. Reserving parties shall include set-up and breakdown time as part of the reservation. Access to facilities for delivery of equipment or event set-up is only available through prior arrangement.

Should your event be delayed due to weather or some unforeseen circumstance, the facility supervisor has the authority to extend your requested time. All outdoor facilities will be opened by Campus Recreation employees. If the facilities are not vacated in a reasonable amount of time at the conclusion of the reservation period or upon other request, FSU Police will be notified.

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 field clean-up.  Non Campus-Recreation equipment must be relocated to designated non-playing areas at the conclusion of the reservation and must be removed from the facility within 72 hours of the event. Access to facilities for removal of equipment is only available through prior arrangement. Reserving parties which do not remove equipment by the established deadline are subject to a equipment storage fee assessed daily.

“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.

Inclement Weather
For outdoor events, inclement weather may make park conditions unsafe for participants or create the possibility for damage to the facility, which may prevent a group with a prior reservation from using a Campus Recreation facility.  During periods of inclement weather, decisions to open or close the facility will be made by a Campus Recreation representative.  A facility may be closed during an event if weather conditions warrant.  Groups are strongly encouraged to have alternate arrangements made in the event that the Campus Recreation facility is closed due to inclement weather.  Deposits for events cancelled outright due to inclement weather will be fully refunded to the requesting group.  For events interrupted or cancelled due to inclement weather, costs will be based on the actual time and space used.

Use of Vehicles
Florida State University requires that the operation of University vehicles (full-size and UTVs) is to be done by University Employees. Additionally Campus Recreation does not allow any full-size vehicles to enter the playing area or any area that is not deemed suitable for vehicle traffic. This policy also applies to the use of towable vehicles.

Invoicing and Payment
Final payment of all charges must be arranged at least 48 hours prior to the reservation.

Cancellations
Cancellations must be made by the request deadline (3 days prior to the event by 5pm).  Groups that cancel after the request deadline date or fail to use their reservation will forfeit their entire deposit amount.