Purdue Affiliate Usage Information (2012–13)

• All requests must be submitted via the Online Facility Request.

• For best consideration please submit 7–10 Business days in advance.

• DRS Staff will determine the viability of all requests. Every effort is made to ensure informal recreational space availability to membership.

• Recognized student organizations must file a Dean of Students Office Event Planning Form.

• Event Meeting with DRS Staff may be deemed necessary and if meeting is not arranged in a timely manner the reservation may be in jeopardy of being cancelled.

• Departments and organizations requesting space for non-university related activities may be charged the Non-University Rate and Insurance may be required.

Non-University Group Usage Information (2012–13)

• All requests must be submitted via the Online Facility Request.

• For minimal consideration please submit 7–10 Business days in advance. It is strongly suggested Non-University Groups request space at least one month before the event for appropriate “University Agreement” (University Agreement) circulation for all appropriate signatures.

• DRS Staff will determine the viability of all requests. Every effort is made to ensure informal recreational space availability to membership.

• Event Meeting with DRS Staff no less than one week before the event date to ensure all logistics.

• Depending on the scope of the event, a non-refundable deposit or full payment may be required at the time of reservation. This will be determined by DRS staff.

• Criminal Background check of all people volunteering for the event.

Rental Guidelines

• The DRS reserves the right to alter staffing, regulate the continuation of participation, or cancel the event due to circumstances that may pose a hazard to the safety of the participants or to the condition of the facilities, including inclement weather. 
• Participants must comply with Federal and State Law and Purdue University and DRS rules and regulations. Persons misusing equipment or non-compliant to safety rules or instruction will be asked to leave the facility.
• Purdue University prohibits the possession, consumption or distribution of alcohol.
• Smoking is prohibited except within designated areas on campus.
• Cancellations must be received in writing. One week in advance for Purdue Affiliate Groups. One month for Non-University Groups. Reservations not cancelled within these time frames are subject to non-refundable charges.
• Any group expecting to reserve or rent facility space may be required to turn in an event plan along with all details including a diagram of the set-up.

The representative for the group and event assumes responsibility for the adherence to the regulations and policies pertaining to Division of Recreational Sports Facility Reservations. They are also required to play an active role in the planning and supervision of the event and will assume financial responsibility for fees assessed for this event. The event sponsor (or his/her designee) will be on site throughout the reservation and will be held responsible for the conduct of all members of the group while using DRS facilities. This group representative needs to be present at the Event Meeting.

Non-University Groups shall at all times maintain in force (i) worker's compensation insurance with limits complying with Indiana law, (ii) comprehensive general liability insurance (including product and completed operations coverage) with policy limits of at least $1,000,000 combined single limit per occurrence for bodily injury and property damage, and (iii) automobile liability insurance with policy limits of at least $1,000,000 combined single limit per occurrence for bodily injury and property damage. Upon request, User Group will provide to Purdue duly executed certificates of insurance evidencing these coverage's, together with satisfactory evidence of the payment of the premium thereon. Each certificate shall specify that the policy cannot be cancelled without providing Purdue at least 30 days prior written notice, that Purdue is named as an additional insured, and that the insurer waives any subrogation rights against Purdue.

• General-Photo ID is required by all participants/spectators:
  • Students need to show Purdue University Student ID Card.
  • Facility Members need to show Purdue University ID Card (spouses/dependents-Conference Card).
  • Non-Students/Non-Members need to provide photo ID and be on the group roster. Spectators who are not members may purchase a non-sponsored $10.00 guest pass.
• Specific-Specific access requirements, based on group type is listed below:
  • Academic Class-Students MUST swipe Purdue University ID to gain access to facility; Class Instructors names must be provided to the facility contact in advance; Instructors must show Purdue University ID to Member Services Staff to gain entry into the facility.
  • Purdue Department-Roster of Attendees must be provided to the facility contact oneweek in advance; access limited to those on roster. Attendees must show picture ID to Member Services Staff to gain entry into the facility.
  • Sport Clubs (meetings/practice)-Roster of official members must be provided to the Assistant Director Reservations and Facilities Management; access limited to those on roster. Club Members who are PU Students must swipe in with PU ID.
  • Student Organizations-Roster of official members must be provided to the Assistant Director Reservations and Facilities Management; access limited to those on roster. Student Organization Members who are Purdue Students who have paid the fitness/wellness fee must swipe in with PU ID; Student Org Members who are not PU Students must purchase a day pass for each visit.

• General-Photo ID is required by all participants/spectators. Spectators who are not members may purchase a non-sponsored $10.00 guest pass.
• Specific: Roster of Attendees must be provided to the Facility Coordinator 1 week in advance; access limited to those on roster. Attendees must show picture ID to Welcome Center Staff to gain entry into the facility. Note: Large events may require a check-in table to be staffed for the event entry.

Commercial sponsorship and solicitation must be approved in advance. All vendors not affiliated with the organization must have separate rental contract with the DRS.

The event sponsor will be held financially responsible for all lost, stolen or damaged equipment.

All postings, field or floor markings must be approved in advance.

Equipment may only be reserved if the patron has a facility reservation (indoor, outdoor, or aquatic center). Any exceptions are under the discretion of the Assistant Director of Reservations and Facilities Management or Associate Director of Aquatics.

http://www.housing.purdue.edu/Departments/FoodStores/faqs.html

The Division of Recreational Sports reserves the right to cancel or alter any outdoor event due to inclement weather. Each group is expected to have a back-up plan in case event is canceled due to weather concerns.

Parking is extremely limited. Any special parking requests need to be arranged through University parking. For more parking information, please call Purdue University Parking at 765-494-9494 or visit their website: http://www.purdue.edu/parking/

Any exceptions to this policy require the approval of the Assistant Director-Reservations & Facilities Management.

Staffing needs and associated costs will be determined by DRS staff.