Facility Reservation Form

IM Sports Facilities Sports Clubs Staff Adventure Fitness

Facility Reservation Form

Organization:

Submission Date:

Contact Person:

Phone:

Email:

Beginning Time:

Date of Activity:

Ending Time:

Special Needs or Equipment:

Estimated Attendance:

Activity Requested
(please describe):

Facilities:

Intramural Fields:

Outdoor Courts:

Monday - Friday
beginning at 6:00 p.m.
Saturday & Sunday anytime
Weaver Gymnasium
Begley 117
Begley 118

Fitness & Wellness Center
Outdoor Patio

IM Fields are not available for reservation until renovations are completed!
See the progress

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

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.

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.

Valuable properly / 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

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

Event History/ Maintained for (3) Years Past Event Date

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

Last event resulted with injury to people and/or use of weapons:
Applicable Not Applicable
Rationale: The above self-explanatory as to the needs of additional protective services

EVENT PARTICIPANTS

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

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

Event open to the public:
Applicable Not Applicable
Rationale: When the majority of participants are EKU students/faculty/staff, there is accountability within EKU disciplinary/appropriate conduct system to deal with disruptive behavior that is not available for outside participants

Attendance by personal Invitations only:
Applicable Not Applicable
Rationale: Groups requesting "Invited guests only" generally demonstrate a desire to maintain discipline at their functions. To qualify for this deduction, a guest sign in list must be used at the event along with photo identification available should Sponsors and/or EKU Police request it.

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.

Total Risk Points

officers need 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