Purpose Scope Policy Procedure Appendix A - Rental and Service Fees for Outdoor Athletic Facilities

Effective July 1999, the policy number changed from  MSC 1.70 to FAC 1.70. A new Facilities Use and Rental section of the Administrative Policies and Procedures Manual has been created to organize all policies related to the use and rental of university facilities into one easy-to-find section.

Establishes university policy governing the use and rental of UNCW outdoor athletic facilities.

Applies to all university groups as well as non-university groups desiring usage of university outdoor athletic facilities.

University outdoor athletic facilities covered by this policy include the baseball stadium and field, soccer stadium and field, softball field, Harold Green Track, tennis courts, and other outdoor athletic fields.

Note:    The gazebo recreation area, which is scheduled by the Office of Campus Recreation, is not covered by this policy.

1.     General Statement.
The University of North Carolina at Wilmington maintains and administers outdoor athletic facilities for the educational, recreational, and cultural benefits of the university and greater Wilmington communities. The accomplishment of the mission of the university will have first priority in all decisions concerning use of these facilities, and no use that may disturb regular university activities will be authorized. All users of outdoor athletic facilities must comply with applicable laws and ordinances.

2.     Use of Outdoor Athletic Facilities by University Groups.
The UNCW outdoor athletic facilities are primarily for the use of the following university groups:

(1)    University athletic teams
(2)    University classes
(3)    Intramural sports
(4)    UNCW club sports
(5)    Other university-sponsored events.
University groups are not charged a rental fee for the use of outdoor athletic facilities for no-charge, non-ticketed events; however, they will be assessed a service fee to recoup costs of providing any additional services incurred due to use.   See Appendix A in this procedure for further information.

3.     Use of Outdoor Athletic Facilities by Non-University Groups.
Due to the extensive use of UNCW outdoor athletic facilities by university groups and the necessary physical upkeep of these facilities, only limited play or recreation time may be extended by this policy to non-university groups.

The use of outdoor athletic facilities by non-university groups is governed by contract administered by the Assistant Athletic Director for Business/Operations.   Non-university groups will be assessed rental and/or service fees as indicated in Appendix A of this procedure.

4.     Requests and Scheduling for Use of Outdoor Athletic Facilities.
Permission must be obtained for the use of all outdoor athletic facilities and fields from the Assistant Athletic Director for Business/Operations. The Assistant Athletic Director for Business/Operations is responsible for scheduling all approved usage of UNCW outdoor athletic facilities; coordinating technical needs and services for proposed events; and maintaining an accurate record of scheduled usage, actual usage, and fees collected.

1.     Requests for Use of Outdoor Athletic Facilities.
University groups as well as non-university groups may request use of UNCW outdoor athletic facilities by contacting the Assistant Athletic Director for Business/Operations:
The University of North Carolina at Wilmington
Nixon Annex
Wilmington, North Carolina 28403-3297
Telephone (910) 962-3580
Non-university groups requesting use of outdoor athletic facilities will be furnished a Facility Usage Request form, which must be completed and returned to the Assistant Athletic Director for Business/Operations for consideration. The Assistant Athletic Director for Business/Operations will assist in completion of the form and will issue a contract governing approved use of outdoor athletic facilities by the non-university group.

2.     Assessment of Rental and/or Service Fees.

a.     The Athletics Department will bill university groups for rental fees (if applicable for ticketed events) and/or service fees via UNCW interdepartmental invoice. (See Procedure ACG 1.30.)

b.     The Athletics Department will bill non-university groups for rental and/or service fees via UNCW external invoice. (See Procedure ACG 1.40).

Procedure No. MSC 1.70                                                              Effective: January 9, 1997
Appendix A.    Rental and Service Fees for Outdoor Athletic Facilities

Note: Service fees assessed are designed to recoup costs of providing additional services incurred due to use (such as added security, cleanup, food services, etc.). Particular uses may require the assessment of additional charges, depending on special needs associated with the use.

1.    University groups holding no-charge/non-ticketed events are not charged a rental fee for the
       use of outdoor athletic facilities; however, they will be charged for any and all services
       necessary to stage the event.
2.    Outdoor concerts that are non-ticketed will be considered on a case-by-case basis to
       determine fees.
3.    All ticketed events will be considered on a case-by-case basis to determine fees.

Events with no admission charges or registration fees:

Athletic Field Space    (Tennis courts, track, softball field, other outdoor athletic fields):
                                    $100/day rental fee plus any and all services to stage an event.

Lighted Fields             (Baseball and soccer)
                                   $1,600/day rental fee plus any and all services to stage an event.

Athletic Field Space    (Tennis courts, track, softball field, other outdoor athletic fields):
                                   $250/day rental fee or 6% of the gross value of all ticket sales,
                                   whichever is greater, plus any and all services to stage an event.

Lighted Fields (Baseball and soccer)
                                   $2,000/day rental fee or 6% of the gross value of all ticket sales,
                                   whichever is greater, plus any and all services to stage an event.

Non-ticketed events:

No rental fees are charged; however, all extra services are charged for North Carolina high school playoff tournaments as well as competition involving the Special Olympics and Senior Games.

Rental fees will be determined on a case-by case basis. The Director of Athletics, in consultation with the Vice Chancellor for Business Affairs, will set the rate for ticketed events.

All other groups will be reviewed on a case-by-case basis pending availability of the facilities.