Facility Reservation Form
Organization:   Submission Date:                
                                                                         
Contact Person:   Phone:                
       
Email: Beginning Time:
       
Date of Activity:   Ending Time:  
                                                   
Special Needs or Equipment:
If you have multiple dates or times, place them here.		                  
Estimated Attendance:     Activity Requested
(please describe):		      
             
           
Facilities:
    
Intramural Field Complex: Outdoor Courts:

Monday - Friday
beginning at 6:00 p.m.

Saturday & Sunday anytime

Weaver Gymnasium

Begley 118

Fitness & Wellness Center
Outdoor Patio

   

Quad #1
Quad #2
Quad #3
IM Picnic Area
Synthetic Turf Field #5
Synthetic Turf Field #6

   Court #1
Court #2
Court #3
Court #4 		   
     
                                             
                       
RULES                    

1.Requests for Facility Reservations must be site appropriate. If there is a more appropriate site for an event, the organization will be directed there.
2. Organizations much clean up the garbage left at the fields/courts.
3. No alcoholic beverages or coolers -- the organization reserving the field is responsible for the spectators
4. No vehicles on the intramural fields/courts
5. No pets
6. Public safety should be called in case of an emergency (859-622-2821) and Campus Recreation should be informed (859-622-1244) of all accidents, injuries and incidents.
7. Campus Recreation will work with Facility Services to try to communicate requests to have the lines painted on the fields for the various activities. (Two weeks notice is required for the fields to be lined. Facility Services is responsible for painting the lines, not Campus Recreation)
8. A Faculty/Staff sponsor or Campus Recreation Supervisor must be present at all events.
9. A Maximum of 50 chairs and 10 tables are allowed at any event, and the reserving organization is responsible for both setting up and breaking down for their event. A $200 fee will be assessed to any organization that does not properly break down their event; thus, interfering with other organizations or academic classes. __________(int)
10. The use of a stage will not be allowed in any Campus Recreation activity area.
I agree to the above Rules.            
The event request is approved by student organization advisor.

 

 

      
Faculty/Staff Advisor Name:   Advisor Email:   Advisor Phone:
EVENT ANALYSIS FORM

* All event requests & reservations requiring police supervision must be completed 2 weeks in advance
Characteristics of the Event        
Attendance:
Less than 50      (50-99)      (100 - 499)     (500 - 999)     (1000-1200)     (1201-1700)
Rationale: The more people attending an event, the greater the likelihood of problems 		 
Ending time of event:
Daytime (Daylight)            Evening ( 9pm - midnight)           Night ( 12:01am- 3am )
Rationale: Events taking place in the evening and night tend to create more police requested handling of incidents than events occurring in daytime hours.
 
Age of people attending the event:
High School            Other
Rationale: An analysis of the age of people attending special events reveals that high school-age youths tend to require additional protective services. Use the point system for the majority of attendee's average group		    
         
Valuable property / sums of money present:
Applicable            Not Applicable
Rationale: Property or money involvement requires special attention. Valuable property is as determined by the Office of Student Life 		         
   
         
Last event required additional response from EKU Police:
Applicable            Not Applicable
Rationale: If the last similar type event needed additional assistance from the police department, it may be an indication of inability of the sponsor to control the event. Medical emergencies may be excluded from qualifying and will be determined by EKU Police.
   
         
Last event required additional response from local municipal police/sheriff response:
Applicable            Not Applicable
Rationale: The event became out of control and needed more manpower than EKU Police could provide
   
         
Last event resulted in Police or Building Supervisor documented damage to property:
Applicable            Not Applicable
Rationale: If the attendees of the last similar event caused damage above what could be expected by accident or by unintentional damage, them the event may need additional personnel to protect campus property
 
 
Event requires security for event production vehicle (ie; trucks and buses):
Applicable            Not Applicable
Rationale: Additional Police personnel will be needed to ensure the security of said vehicles.
 
Risk Assessment Credits                                                  
Participants will be formally/semi-formally dressed at the event:
Applicable            Not Applicable
Rationale: Experience reveals that in today's college-age culture, persons who must be formally dressed to gain admission usually create fewer security concerns
Non-competitive theatre style event, lighting on full illumination entire event or occurring entirely outdoors during daylight:
Applicable            Not Applicable
Rationale: Full illumination of event venue also creates fewer incidents requiring police intervention 		         
                                                                   
Seating is available for each guest at the event:
Applicable            Not Applicable
Rationale: Having sit down seating available at the event venue also creates fewer incidents arising from crowding situations 		         
   
                                                             
Two or more faculty, staff or other responsible and Office of Student Life approved adult members will act as chaperones during the entire event ( This is in addition to the min. number of chaperones required per expected guests: If applicable, subtract 10 pts. for each group of 2 chaperones beyond number based on (maximum 20 pts sustracted).

(please manually enter the points in the text box to the right [remember to enter minus ( - ) sign in front of the points] and enter the contact information of all the chaperones in the text box below)

Rationale: Responsible staff supervision tends to lessen security problems. Up to 200 guests = 1 Chaperone, 201-400 guests = 2 Chaperones, 401-800 = 3 Chaperones, 801-1600 = 4 Chaperones, 1601 and up = Consultation with EKU police

Contact information of all the chaperones ( enter N/A if not applicable )

1) Name: Email: Phone:
2) Name: Email: Phone:
3) Name: Email: Phone:

Any additional chaperone information please include in the box below.

    
 
                                                                   
Event will feature a full meal or heavy formal hor'dourves:
Applicable            Not Applicable
Rationale: When participants must be seated to consume food, there are typically fewer incidents requiring police intervention		        
                                                                   
Total Risk Points

Officers needed to adequately staff the event:
(0 - 15 points) = 0 Officers     (16-25 points) = 1 Officer      (26-35 points) = 2 Officers
(36-45 points) = 3 Officers     (46-55 points) = 4 Officers      (56-65 points) = 5 Officers
(66-75 points) = 6 Officers     (76+ points) = to be determined