UPPS No. 08.01.07
Issue No. 6
Effective Date: 3/28/2017
Next Review Date: 1/01/2020 (E3Y)
Sr. Reviewer: Director, Campus Recreation
Reservations and Fees
Reservation Request Form and Security Deposit - Reservations must be submitted on the official reservation form (obtained from Outdoor Recreation) to the Outdoor Center in Sewell Park. Reservations must be made at least 21 calendar days in advance of the event or activity.
All Sewell Park reservations must be approved by the Outdoor Recreation graduate assistant or assistant director of Campus Recreation/Outdoor Recreation. Any large group use of Sewell Park will require that a security deposit be turned in with the reservation form. A large group is defined as 200 or more. The deposit is held until after the event and the need for deductions is determined.
Reservations are accepted one semester in advance on the first class day of that semester. Reservations for fall and spring semesters are approved on a first-come, first-served basis.
Outdoor Recreation will accept reservations for summer semesters in January on the first class day.
Outdoor Recreation will notify Facilities of all planned events at Sewell Park at least 14 calendar days before the event.
Reservation Confirmation Meeting and Usage Fee - After an event is approved, the hosting group must schedule a confirmation meeting with the Outdoor Center graduate assistant or assistant director of Campus Recreation/Outdoor Recreation no less than 10 calendar days prior to the event date to review park rules, policies, and walk through the park. All non-Campus Recreation department groups reserving Sewell Park must pay a usage fee that is due and payable at the confirmation meeting. This fee may be transferred via interdepartmental transfer (IDT) to the Campus Recreation Outdoor Center account.
Group reservations are limited to currently active and officially recognized Texas State student or campus organizations and clubs and academic and support staff departments.
Reservations for non-Texas State sponsored groups or individuals are not generally allowed. However, Outdoor Recreation will evaluate these requests on an individual basis.
Sewell Park reservations do not grant exclusive access to the park; however, groups can reserve the pavilion, slab area, certain tables, BBQ pits, and one volleyball court.
When a group or organization has an approved facility reservation, a sponsor or designated organization representative must remain within the Sewell Park area throughout the function.
Organizations using Sewell Park facilities must comply with the specific regulations itemized on the back of each confirmed reservation.
The hosting party can reserve additional equipment such as tables and chairs (not recreational equipment) 14 calendar days in advance with Materials Management and Logistics for an additional fee.
Facilities requires Outdoor Recreation’s written approval for additional lighting or power use. This service incurs an additional fee. The sponsoring organization must submit a work request to Facilities for additional lighting or power use no later than 14 calendar days before the event.
Facilities and Outdoor Recreation staff will coordinate for events that require setting up tents or driving vehicles into the park by marking irrigation lines and heads.
Outdoor Recreation must approve selling or giving away food or refreshments.
The hosting party must use a university-approved caterer (see List of Approved Caterers).
The university requires groups with 200 or more people to hire University Police Department (UPD) officers (four-hour minimum), paid for by the reserving group. The director of UPD will determine the number of officers needed.
Reserving groups must notify Facilities in advance of concerts or events requiring 220-volt electricity. The reserving party will incur an additional fee. Such events must follow the university policy for concerts and amplified music (see SA/PPS No. 08.02, Conducting Outdoor Musical Events During the Evening Hours).
All events occurring outside the Outdoor Center’s normal business hours (12-6 p.m.), including weekends, will incur a fee of $8-$16 per hour to pay for park attendants. Outdoor Recreation will determine this fee.
Organizations using Sewell Park are responsible for property damage or theft from reserved facilities. The reserving party will reimburse Texas State for expenditures that result from incidents occurring during the time of their reservation. Outdoor Recreation will work with Facilities and Financial Services or the university treasurer to establish appropriate charges for damaged property or theft. The assistant director of Campus Recreation/Outdoor Recreation, or a designated representative, will deduct the damages from the security deposit and will collect any damages in excess of the deposit from the appropriate individuals.
Organizations will notify the Outdoor Recreation office of reservation cancellations at least 10 calendar days in advance of the reserved date. A credit voucher will be issued to the organization for the amount collected to date. This credit will be applied for a future reservation. Failure to comply with this responsibility, except due to bona fide emergencies, may adversely affect future reservation requests.
Personnel using restroom facilities will ensure that all lights and water valves are turned off when not needed to reduce expenses and maximize utility conservation.
Outdoor Recreation will arrange for restrooms, recreation equipment, and extra trash cans, as necessary.
Sponsoring organizations will arrange for and pay for portable restroom facilities for large events as deemed necessary by Outdoor Recreation staff.
All events scheduled on Sunday-Thursday must end by 11 p.m. and those on Friday and Saturday must end by 12 midnight.
Vehicle access to sites within Sewell Park requires special permission. Drivers may move vehicles in for set-up and take-down, but may not park vehicles in the park during the event. Outdoor Recreation will grant permission to operate a vehicle in the park. Vehicles permitted in the park must operate on sidewalks and slabs only, never on the grass.
Large Groups Events (200 or more)
Large groups of 200 or more using Sewell Park for evening functions after 6 p.m. must pay for UPD personnel. The director of UPD and Outdoor Recreation staff will determine the number of officers needed. Outdoor Recreation may require security or UPD personnel for some large events that occur before 6 p.m. The director of UPD reserves the right to substitute guard personnel for police personnel, depending on the participants anticipated and the nature of the event. Large events, such as concerts and events that feature DJs or highly amplified music, will require two security officers. Outdoor Recreation and UPD will make all arrangements for scheduling UPD personnel. Outdoor Recreation must receive a completed reservation form, containing all signatures, 10 calendar days in advance of the event. Final approval of the reservation depends on UPD’s ability to staff the event.
Large groups of 200 or more that include children under the age of 10 that are planning on swimming must pay for the services of lifeguards. The number of lifeguards necessary and the arrangements for scheduling them will be the responsibility of the assistant director of Campus Recreation/Outdoor Recreation. Lifeguards cost $15-$20 per hour per guard.
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
|Director, Campus Recreation||January 1 E3Y|
|Associate Director, Campus Recreation - Programs||January 1 E3Y|
|Assistant Director, Campus Recreation/Outdoor Recreation||January 1 E3Y|
This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.
Director, Campus Recreation; senior reviewer of this UPPS
Associate Vice President and Dean of Students
Vice President for Student Affairs