Groups wishing to rent or reserve space at the FSU Lakefront Park must complete a FSU Lakefront Park Facility Request Form.  Online requests are submitted directly to the Lakefront staff.

Request Deadlines
Requests must be submitted at least seven days prior to the event date to be considered.  Special event requests must be made at least 4 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 Lakefront staff 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.

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 will be required to obtain a Special Event Permit through the Student Activities Center. Other 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 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.

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 Director.

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 an 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 Director 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
Cancellation or amendments of the reservation must be in writing and received by the Lakefront Admin team via email 72 hours prior to the reserved date outlined in the rental agreement to avoid a cancellation fee.

Any cancellation within 72 hours of the reserved date outlined in the rental agreement will result in a cancellation fee of 20% of the total quote.

Failure to show to a reservation without prior contact to our office will be considered a no-show and result in a charge of 50% of the total quote. This will be assessed to the member or group reserving the facilities. Additionally, the member or group may be assessed a service and/or operational charge due to a no-show.

We understand there may be times when an unforeseen emergency occurs resulting in inability to attend your scheduled reservation. If you should experience extenuating circumstances, please contact our Admin Office at 850-644-6892 or rezoffice@fsu.edu.