Use of University Facilities by External Groups
| Section: | Facilities, Real Estate and Auxiliary Services Policies |
| Policy Name: | Use of University Facilities by External Groups |
| Policy Owner: | Executive Vice President |
| Responsible University Office: | Facilities, Real Estate and Auxiliary Services |
| Origination Date: | April 15, 1975 |
| Revisions: | March 31, 1983; June 5, 1989; September 29, 2000; February 20, 2003; February 10, 2009; April 11, 2011; March 8, 2013 |
| Legacy Policy Number: | 2-02 |
- PURPOSETo establish priorities for the use of University facilities by off-campus groups. An off-campus group is defined as an organization external to the University of Delaware or, as an on-campus group with external participants. In both cases, the use of University Conference Services, and University Dining Services, is required.
- POLICYUnder limited circumstances, University facilities may be used by groups outside the University community provided that such use does not interfere with the normal activities of the institution, and is in accord with the University Charter and Trustee Resolutions.Recognizing that the University of Delaware cannot honor all of the many requests it receives from off-campus groups for the use of facilities, the following policies are established:
- Those activities within the broad definitions of education, research, and public service, which the University initiates, have priority over all other uses of the institution’s physical facilities. University, in this context, means a college, division, department, or other official administrative or service unit, a recognized employee organization, or a recognized student organization.
- Off-campus groups are accommodated at an approved University conference center and, when space is available, an off-campus group may be granted the use of University facilities provided the activity is approved by the manager of that facility and, provided the group agrees to observe the policies and procedures governing the use of University facilities. Conference Services may request the use of other campus facilities from the Registrar or authorized facility manager during unscheduled periods.
- When space is available, an off-campus group may be granted the use of University facilities provided the activity is sponsored by a college, division, department, or other official administrative or service unit, a recognized employee organization, or a recognized student organization, and provided the group agrees to observe the policies and procedures governing the use of University facilities.
- The use of University facilities by off-campus groups shall not interfere with or prevent the use of the facilities for the regular instructional program or for other scheduled activities.
- Any and all damage, including landscape restoration costs resulting from the event, will be charged to the outside group. Events using the Green may be charged as much as $5K for small events or $40K or higher for large events.
- Off-campus groups using University facilities must compensate the University for the rental of space, where applicable, and for all expenses resulting from the activities including custodial service, labor, security, conference arrangements or other related costs.
- All activities sponsored by subdivisions of the University, as defined in II.A, above, and where there is an admission/registration fee or where attendance is predominantly invited persons who are not members of the University community, shall be charged for all direct costs plus space rental and a conference fee where applicable. Conference fees may be charged for the coordination of audio-visual equipment, registration services, and other logistical support. (For University-sponsored events open to the general public, see Facilities 2-1, II.D.) The financial statements covering all activities for which there is an admission charge shall be subject to University audit.
- The Director of Conference Services shall receive requests for the use of University facilities by off-campus groups, and on-campus groups with external participants, and shall handle arrangements for such use except as follows: requests for the use of University open space such as lawn areas, playing fields and The Green, must be approved by the Hospitality Services. Reservation form
- A budget and an agreement, which shall include University insurance requirements, shall be prepared in advance for each off-campus group and on-campus group with external participants, using University facilities, in accordance with approved University Conference Services procedures.
- The Director of Conference Services shall maintain a schedule and keep complete financial records on the use of University facilities booked through the Office of Conference Services by off-campus groups. These records will be audited regularly.
- Space rental rates and conference fees shall be reviewed annually and revised as needed to assure that off-campus groups, and on-campus groups with external participants, pay all of the direct costs and other service charges associated with their activities.
- The use of University facilities solely for fund-raising purposes shall be limited.
- Designated Conference Services facilities will be the primary facilities to serve the needs of off-campus groups. Conference Services may request the use of other campus facilities from the Registrar or authorized facility manager during unscheduled periods. Eliminate: see B above.
- The University may refuse the use of its facilities to off-campus groups that otherwise would be eligible, where the proposed activity would require an unreasonable amount of University supervision or service, or where there is a question concerning the safety of the participants or of University property.
- Designated Conference Services facilities will be the primary facilities to serve the needs of off-campus groups. Conference Services may request the use of other campus facilities from the Registrar or authorized facility manager during unscheduled periods.