Southeastern Louisiana University

Facility Use Policies

POLICIES FOR USE OF
SOUTHEASTERN LOUISIANA UNIVERSITY FACILITIES
BY THIRD PARTY GROUPS/ORGANIZATIONS

 The University of Louisiana System Board of Supervisors has established
 the following policy:

    "When facilities of the institution are used for activities other than those of the institution, organizations concerned shall be required to reimburse the school for all costs incurred in connection with the affair, and they shall be further required to carry sufficient public liability insurance to protect all parties concerned, including the institution."

 To implement a policy for the use of campus facilities by third party groups and
 organizations, Southeastern Louisiana University has adopted the following guidelines:

      1. The Assistant Vice President of Extended Studies and Special Activities shall have administrative responsibility for the use of Southeastern's facilities by third party groups and organizations.

      2. In considering the request for the use of a facility by a third party group, first priority will be given to events scheduled or programmed by the University or University organizations.

      3. The Assistant Vice President of Extended Studies will initially determine whether the facility requested is available and review any request by third party groups.

      4. The Assistant Vice President of Extended Studies and Special Activities may ask for a review of any such request by the Continuing Education and Special Activities committee and the Department Head or staff member of the department responsible for a particular program.

      5. Third party group/organization may not sublease or assign the whole, or any part, of the leased premises.

      6. All requests for use of facilities must be made in writing to the Assistant Vice President of Extended Studies and Special Activities.  A Building Use Request Form must be completed and submitted to the Assistant Vice President of Extended Studies and Special Activities five weeks prior to facility use date.  Publicity must not be released until written confirmation is received on the facility requested.

      7. Requests must include special equipment necessary for the scheduled event, such as speaker stands, public address systems, projectors, etc.

      8. Upon approval of requests for use of University facilities by a third party group, appropriate fees for the facilities will be assessed.  This is to include 75% of the estimated anticipated cost (technician and board light fees, if applicable), plus  the required damage/security deposit of $200.  All fees must be paid to Extended Studies in the form of cash, cashier's check or money order thirty (30) days prior to the date of event.  Failure to pay facility use fees thirty (30) calendar days prior to the scheduled event will cause the event to be cancelled.

      9. Activities sponsored by third party groups must be under supervision of University personnel and may not be co-sponsored with professionally related or other University organizations without University approval.  This policy does not apply to regular workshops, services, and University related activities sponsored by departments within the University.

     10. Third party groups/organizations (lessee) using University facilities agree to protect, defend, indemnify, save and hold harmless the State of Louisiana, all State Departments, Agencies, Boards and Commissions, its officers, agents, servants and employees, including volunteers, from and against any and all claims, demands, expense and liability arising out of injury or death to any person or the damage, loss or destruction of any property which may occur or in any way grow out of any act or omission of the other party or its agents, servants, and employees, or any and all costs, expense and/or attorney fees incurred by the other party as a result of any claim, demands, and/or causes of action except of those claims, demands, and/or causes of action arising out of the negligence of the State of Louisiana, all State Departments, Agencies, Boards, Commissions, its agents, representatives, and/or employees.  The LESSEE agrees to investigate, handle, respond to, provide defense for and defend any such claims, demand, or suit at its sole expense and agrees to bear all other costs and expenses related thereto, even if it (claims, etc.) is ground-less, false or fraudulent.  The LESSEE shall provide SOUTHEASTERN LOUISIANA UNIVERSITY an insurance certificate indicating that public liability insurance is in force on the account of and for the benefit of the LESSEE in the amount of $1,000,000.00 each person, $1,000,000.00 per occurrence, and $1,000,000.00 property damage.  Certificate of Insurance to be provided to the University thirty (30) days prior to the commencement of any program or activity in the University facility.

     11. The responsibility for security, crowd control, and/or traffic control remains with the University.  The number of police officers required for any event will be determined by the University and the user will be assessed appropriate fees for such services.

     12. Any third party groups/organizations allowed the use of University facilities must abide by University regulations regarding the use of alcoholic beverages on the campus.

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