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Facilities and Event Management


Table of Contents

Use of Facilities
Introduction
Departmental Practices and Athletic Events
Facilities Rental
Cancellations
Rules for Use
Safety Precautions

Maintenance of Facilities
Introduction
Repairs and Maintenance Requests
Capital Repairs

Event Management
Events Scheduling & Contracting
Facilities Scheduling (Practices)
Security
Credentials
Ticket Sales
Public Address and Entertainment
Contracting Officials
Facility Needs/Changes
Table Crew
Hosting Championships
Parking Passes
Music at Events
Promotions
Children at Events


 

Use of Facilities

Introduction

The scheduling of all institutional facilities must be performed in accordance with institutional policy. Rental of University premises to outside parties is governed by the institution's Contracts & Grants Signature Authority Policy.

Departmental Practices and Athletic Events

It is the responsibility of the Assistant Director of Athletics for Facilities & Operations to ensure that all necessary preparations for practices and competitive events on the master facility schedule are completed. The Assistant Director of Athletics for Facilities & Operations is responsible for the arranging of security and support staff to ensure efficient monitoring of facility use. Please see additional information below on departmental practices and events-the information is presented in the section entitled "Event Management."

Facilities Rental

Rental of University premises to outside parties is governed by the institution's Contracts & Grants Signature Authority Policy. The Department of Intercollegiate Athletics has the authority to enter into rental agreements for the following facilities:

  1. Alex G. Spanos Center
  2. Klein Family Field
  3. Chris Kjeldsen Pool
  4. Janssen-Lagorio Gymnasium
  5. South Campus Gym

Intent of the University of the Pacific Athletics Rental Policy:

  1. Generate revenue in support of the Pacific Department of Intercollegiate Athletics.
  2. Safeguard the capital assets of University and the Department of Intercollegiate Athletics.
  3. Comply with all University of the Pacific and Department policies and procedures.
  4. Ensure proper coordination and communication regarding facility usage with the Departments of Risk Management, Police, Support Services, Conferences, and the Stockton Fire Department, when appropriate.

Authority:

  1. The Director of Athletics (or designee) shall be the only administrator to discount or waive rental fees. A discount or waiver of rental fees shall in no way relieve the renter of obligation to pay all direct costs associated with the event or meet all insurance requirements. (Direct costs customarily include certified lifeguards, facilities services, police, fire, building supervision, and other costs incurred to make available, supervise the event and maintain and clean the facility during and after the event.) All discounts and waivers for groups containing prospective student-athletes are subject to NCAA regulations.
  2. No rental charges for use of facilities shall be paid by University sponsored student organizations or programs; however, University sponsored groups will be responsible to pay for all direct event costs per a signed facility Rental Contract.
  3. The Assistant Director of Athletics for Facilities & Operations shall annually prepare a facility rental fee schedule for review and approval by the Director of Athletics and Associate Director of Athletics for Internal Affairs.

Rental Procedure:

  1. All requests to rent athletic facilities shall be directed to the Assistant Director of Athletics for Facilities & Operations.
  2. All requests shall be reviewed by the Assistant Director of Athletics for Facilities & Operations, to assist with determining any direct costs, especially facility service costs.
  3. The Assistant Director of Athletics for Facilities & Operations shall consult the contracted Concessions Vendor for the Department of Intercollegiate Athletics and determine any events for which the concessionaire will not provide coverage. (The Department's Concession Vendor has first right of refusal to provide services at all events. At times when the Department's Concession Vendor chooses not to supply services, a privilege fee shall be paid by the renter when the renter provides concession services or arranges with another concession vendor.)
  4. All other facilities and equipment rates will be determined based on the current fee schedule.
  5. A Rental Contract will be executed according to the provisions of the University's Contracts & Grants Signature Authority Policy, with a copy forwarded to the Athletics Business Office, and then a completed, signed copy forwarded to the renter. The Assistant Director of Athletics for Facilities & Operations will maintain a record of all original Rental Contracts.
  6. Any outside party entering into a Rental Contract with the Department of Intercollegiate Athletics must provide documentation of insurance coverage that meets or exceeds requirements established by the Department of Risk Management.
  7. All renters who are interested in securing housing, meals or other University provided services should be referred to the University Conference Services Department.
  8. Outside organizations may be expected to participate in a pre-event "set-up" meeting with representatives of the Athletics, Public Safety, and Support Services departments.

Cancellations

Provisions related to the cancellation of a Rental Contract will be incorporated into the Contract.

Rules for Use

All groups using the facilities controlled by the Department of Intercollegiate Athletics are expected to adhere to the following guidelines:

  • Consumption of alcoholic beverages is not permitted unless specifically approved in the executed Rental Contract. Intoxicated individuals are not permitted in any facility. Smoking is not permitted in any facility.
  • Pets are not permitted in any Pacific Department of Intercollegiate Athletics facilities.
  • Fighting, roughhousing, abusive language or behavior is not tolerated and will result in the loss of rental privileges.

Safety Precautions

To ensure the personal safety of University students, staff and guests, requests for the use of facilities are approved only if the planned use is within the limits of its seating capacity and as normally equipped. The Department of Intercollegiate Athletics reserves the right to require specific support services, as deemed necessary. Posted safety and fire prevention regulations are to be followed, and all injuries, accidents, equipment failures, etc. are to be reported promptly.

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Maintenance of Facilities

Introduction

The Assistant Director of Athletics for Facilities & Operations has primary responsibility for the general maintenance and preparation of all athletic facilities for scheduled practices and competitive events. The Assistant Director of Athletics for Facilities & Operations is responsible for all indoor and outdoor facilities.  The Assistant Director of Athletics for Facilities & Operations is responsible for ensuring that the maintenance requirements for each sports facility are met and that routine maintenance and repairs are scheduled so as not to conflict with practices and athletic events.

The athletic facilities maintenance staff performs or submits work orders to Support Services to arrange for routine maintenance, which includes, but is not limited to, the following:

  • Maintenance of all Department of Intercollegiate Athletics fields;
  • Setup and operation of game and practice sites, including field painting, event cleanup, and game day support related to departmental facilities;
  • General upkeep, maintenance, and improvement of departmental buildings and stadium areas.

Repairs and Maintenance Requests

All requests for repair and maintenance of any facility should be submitted in writing to the Assistant Director of Athletics for Facilities & Operations.  Whenever possible, minor repairs are handled by the athletic facilities maintenance staff in order to prevent unnecessary expense to the Department.

However, when it is determined the assistance of the Department of Support Services is required, the Assistant Director of Athletics for Facilities & Operations will complete an online Pacific Maintenance Work Request Form, in accordance with established procedures of the University.

The Assistant Director of Athletics for Facilities & Operations is responsible for overseeing repair projects that are performed by Support Services staff, including finished repair inspection to ensure that the work is satisfactorily completed prior to signing the completed work order.

Capital Repairs

Capital repairs are governed by the provisions of the University's Business Policies & Procedures and Contracts & Grants Signature Authority Policy. Any request for such a major repair to an athletic facility must be submitted in writing to the Assistant Director of Athletics for Facilities & Operations, who reviews the requests with the Director of Athletics and the Associate Director of Athletics for Internal Affairs.

For safety purposes, emergency repairs are completed as soon as possible.  Whenever feasible, allocations for major capital repair projects are requested with the annual budget request.

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Event Management

The Department of Intercollegiate Athletics is responsible for effective Event Management in order to ensure the best possible image of intercollegiate athletics, the University and the student-athletes who represent the University. Effective Event Management includes, but is not limited to the following critical elements:

  • Events Scheduling and Contracting
  • Security
  • Set-up Operations
  • Visiting Team Operations
  • Countdown Timing
  • Credentials
  • Ticket Sales
  • PA /Entertainment
  • Special Events

Events Scheduling & Contracting

Events scheduling for all sports will be done in consideration of the academic calendar of the University, conference affiliation, program goals and operational resources.  Scheduling will be performed by the head coaches, in collaboration with the Director of Athletics. Men's and women's basketball scheduling and contracting will be done with the additional cognizance of revenue generation through gate receipts, media outsourcing and conference and/or NCAA consideration. All event contracts are subject to the provisions of the University's Contracts & Grants Signature Authority Policy.

Facilities Scheduling  (Practices)

Practice schedules will be established by each head coach based on availability of space and specific facilities. Practice schedules will be coordinated by the Assistant Director of Athletics for Facilities & Operations with consideration given to overall use of facility and equipment and the academic calendar.

Security

Appropriate security measures insuring the safety and welfare of student-athletes, spectators, the coaching staff, game officials and the public-at-large are required to be put into place at every scheduled home contest and at every practice.

For all home events, the Assistant Director of Athletics for Facilities & Operations arranges for security services with the Event Management staff and the University Public Safety Office. Security services may include, but are not limited to, uniformed security personnel and/or security personnel with authorized, registered weapons.

Credentials

All spectators, coaching staff, pep band, cheerleaders, athletic administrative staff, officials, varsity team or visiting team and coaching staff who do not hold game tickets must have appropriate, current credentials for access to any areas that are not specifically designated by ticket of admission. Failure to produce appropriate credentials upon the request of authorized security personnel will result in ejection from the facility and may result in criminal action by the Department of Intercollegiate Athletics and/or the University of the Pacific.

The Athletic Media Relations Office is responsible for all credentialing.

Ticket Sales

(See Also, Ticket Operations section)

Ticket sales for athletic events are controlled and managed by the Department of Intercollegiate Athletics. The Pacific Box Office is located in Long Theatre, but a satellite office is located at the northwest entrance to the Alex G. Spanos Center. Office operations are directed by the Ticket Operations Manager, who reports to the Associate Director of Athletics for Internal Affairs.

Per an arrangement with the Associated Students of the University of the Pacific (ASUOP), student tickets are free for regular season events. Specific information on special discounts and promotions can be obtained through the athletics website, the Ticket Office or the Marketing & Promotions Office.

Procedures for complimentary ticketing are delineated in the Ticket Operations Section.

Public Address and Entertainment

The Department of Intercollegiate Athletics will appoint a public address announcer to provide game announcement coverage, Public Service Announcements, commercial endorsements, promotions and other announcements determined to be appropriate for the contest. The Associate Director of Athletics for Marketing & Media will be responsible for the appointment, script and supervision of the public address announcer.

The Associate Director of Athletics for Marketing & Media will also be responsible for selecting and procuring entertainment resources deemed by the Director of Athletics to be appropriate for half-time and pre/post game entertainment.

Coaches are responsible for communicating to the Marketing & Promotions Office any special requests that need to be included in the announcements/script, (i.e., Parent's Night, Senior Recognition, etc.).

Absolutely no announcement requests or scripts that have not been pre-approved shall be read over the PA.  Hence, an announcer shall read no impromptu announcements, unless approved by the Associate Director of Athletics for Marketing & Media.

Contracting Officials

The Conference assignor is primarily responsible for contracting officials and for ensuring that the appropriate numbers of individuals are hired for all home competitions.

Officials should be paid in a timely manner in accordance with conference policy. No more than two weeks (subsequent to the event) should elapse before all necessary paperwork is completed to ensure that officials are compensated for their services. Payment will be coordinated through the Athletics Business Manager in accordance with University Business Policies & Procedures.

In the event that a back-up official is required (i.e., due to conference ruling) this individual must be on hand at all home competitions.  Back-up officials shall be compensated for their services within the same timeframe mentioned above.

In the event that officials are required for scrimmages, contests, or exhibition competitions, the head coach is responsible for securing these individuals (unless assigned by the conference). The source of funding for such will be predetermined and approved in advance by the Associate Director of Athletics for Internal Affairs.

Facility Needs/Changes

The head coach, or designated individual, must provide a competition setup diagram to the Assistant Director of Athletics for Facilities & Operations. Diagrams should be as thorough as possible, including details such as amount and location of tables, chairs, awards stand, etc., and clearly designate all set-up/layout for any equipment needed at venue. The Facilities & Event Management Office should forward any requests for tables, chairs and tents to Support Services at least two (2) weeks in advance of the event.

Any set-up requests must be made through the Facilities & Event Management Office first; who will in turn communicate set-up needs to the appropriate personnel.  Hence, coaches should not make unilateral decisions that are major adjustments in set-up without contacting the Supervisor of Facilities & Operations.

Due to time and personnel limitations, if minor set-up requests are not communicated 48-hours in advance, there is a possibility that they will not be honored or considered practical given the circumstances.

Table Crew

The Athletic Media Relations Office will be responsible for identifying individuals who are willing to work as table crew for home contests. This Office will also coordinate payment through the Athletics Business Manager in accordance with University Business Policies and Procedures.

The public address announcer selection shall be coordinated by the Marketing & Promotions Office (in conjunction with Facilities & Event Management).  The Marketing & Promotions Office shall process compensation for these individuals if necessary.

Individuals who have not completed the necessary processing forms prior to the first competition will not be paid for their services. However, they may still work at the event in a volunteer capacity.

Table crew and other event management personnel will not be allowed to wear jeans at home athletic events. The Facilities & Event Management Office will be responsible for communicating dress code standards to all event management personnel including table crew, security, and ticket office personnel.

Gambling Statement

The NCAA specifically outlines policy regarding sports wagering activities. Gambling rules apply to all staff members of the athletic department, non-athletics staff members with athletic department responsibilities (e.g., President, Vice President for External Relations, Faculty Athletics Representative), and student-athletes.

Pacific has identified certain event management individuals to be among staff members who must abide by the gambling rules. Any non-department staff person (paid or unpaid) who is associated with  a  competition  and  who  has  control  or  influence  in  the  outcome  and/or  score  of  the competition or who keeps a statistical record of  the competition, must abide by the NCAA's gambling policy.

The NCAA defines gambling as giving up an item of value (e.g., cash, t-shirt, dinner, etc.) in exchange for the possibility of gaining another item of value. Gambling rules apply to any wagering on NCAA sponsored sports and professional sports that are also sponsored at the NCAA level. All forms of contests that involve predicting the outcome of NCAA sponsored sports are highly discouraged.

Hosting Championships

Conference Championships

Conference championship sites are selected by the conference office. Once a conference championship has been assigned to Pacific, the Facilities & Event Management Office will complete the necessary forms and budget to be submitted to the Conference Office.

In the event that another conference member is unable to host a championship, head coaches should not presume or articulate to other coaches within the conference that the University of the Pacific could possibly serve as an alternative site. Such a commitment and/or request must be directed through the Director of Athletics first.

NCAA Championships

Coaches who are interested in Pacific serving as the host institution for any sport championship must make a formal request in writing to the Director of Athletics and Associate Director of Athletics for Internal Affairs. The request should include as much pertinent information regarding the championship as possible (dates, proposed expenditures, anticipated revenue, etc.) Requests for NCAA championships will be reviewed on an individual basis, and several factors (i.e., budget, facility availability, personnel, and other championship commitments) will be considered in the final decision whether to apply as a host institution. The Director of Athletics, in consultation with appropriate staff, will make final decisions in such instances.

Parking Passes

Parking passes for officials, coaches, special guests (VIPs) are coordinated through the Athletic Media Relations Office.

Music at Events

The source for music should be arranged by the Marketing & Promotions Office. Based upon availability, accommodations will be provided for cassette, compact disc and/or computer automated sound systems.

The following is the Pacific Athletics Music Policy:

The Pacific Department of Intercollegiate Athletics strives to ensure that the atmosphere at all home athletic events contain a fan-friendly environment. In order to ensure that all fans have a great experience at our events, all music selected at games, which includes warm up music, walk up songs and/or any music performed by the Tiger Dancers, includes songs that are considered appropriate by the Athletic Administration.

Inappropriate music includes lyrics that reference race, ethnicity, gender and sexual orientation in a potentially derogatory manner. In addition, the Pacific Department of Intercollegiate Athletics reserves the right to refuse to play any music that it considers offensive to our fans.

Student-athletes have the opportunity to provide the athletic marketing or media relations staff with either a playlist or CD copy of the songs that they would like to play during their warm-up at the beginning of each season.

Songs or playlists must be submitted at least two weeks prior to the start of their season in order to ensure that all songs are checked for lyrics. If a song is considered inappropriate, it will be removed.

The Event Manager (designated by the Supervisor of Facilities & Operations) will ensure that the appropriate equipment (i.e., cassette player, compact disc, microphone) is available at home events. The Marketing & Promotions Office will be responsible for all programming and usage, as well as staffing the operation of the current system.

Assignment of singer/groups to sing the National Anthem (or other pre-game songs) shall be the responsibility of the Marketing & Promotions Office.  Music for the National Anthem will be available from the Marketing & Promotions Office if necessary.

If a coach wishes to arrange for an individual or group to sing the National Anthem at a home contest, the Marketing & Promotions Office must be notified at least two weeks in advance. This is to ensure that any special requests needed to accommodate the individual or group (i.e., reserved seats, extra microphones, parking passes) can be arranged in a timely manner.

The Marketing & Promotions Office shall be the departmental liaison to the Pacific Pep Band and shall coordinate their appearances at sporting events.  During events, music will be coordinated between band/public address announcer/event music coordinator prior to game to minimize confusion.

Promotions

All promotional and/or sponsorship agreements are subject to the provisions of the University's Contracts & Grants Signature Authority Policy.

Any planned promotions/special events must be coordinated well in advance with the Marketing & Promotions Office. The Marketing & Promotions Office is responsible for communicating dates of all promotions and any special needs related to promotions to the Event Manager at least two weeks in advance. Please review additional information regarding promotions in the Marketing & Promotions Chapter.

Coaches cannot send out any promotional flyers, advertising or solicit sponsorship without prior approval of the Associate Director of Athletics for Marketing & Media.

Upon communication from the Marketing & Promotions Office or coach, the Event Manager will be responsible for notifying appropriate parties of any promotion or special event, and coordinating special requests (extra microphones, etc.) for the event.

Coaches cannot institute price discounts on admission to events without prior approval from the Associate Director of Athletics for Internal Affairs.

Children at Events

Under no circumstances will children be permitted to sit at the scorer's table or be allowed in any "official" area as designated by the Event Manager.

Due to liability and safety concerns, children will not be allowed to use or play with any Pacific athletic equipment at sporting events.

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