Item 16 - Proposed Athletics Facility Reservation Policy

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10.0 RESERVATION CANCELLATIONS AND AMENDMENTS 10.1 Permit Cancellations Field/Court cancellations and refunds will be processed as follows: All cancellations incur a Processing Fee for each occurrence as outlined by the Miscellaneous Fee Schedule. Failure by the applicant or authorized event contact person to arrive at a scheduled event, and/or failure to provide written cancellation notice will be considered a “No Show.” Applicants with three or more “No Shows” may lose reservation privileges and remaining reservations will be cancelled for the calendar year. 10.2 Permit Amendments Reservation changes include, but are not limited to the following: date, time, fields, courts, number of teams/attendees, and amenities. One change permitted at no charge if requested 5 days or more prior to reservation. A Processing Fee will be charged for each subsequent change. Dependent on when request is submitted, other fees will apply for cancellations or modifications to the original reservation. On the day of the event, additional fees will be invoiced to the nearest half-hour when any member of applicant’s party arrives prior to, or departs after the approved reservation time. Except for tournaments, no refunds or credits will be issued for early departure from an approved reservation permit. 11.0 FACILITY AND SITE REQUIREMENTS 11.1 Drop-In Activities Reservation permits are required for use of City facilities (except in areas where drop- in use is permitted), and for all gatherings with 40 or more people (SAMC Section 31- 3.) Unreserved outdoor athletics facilities are available for drop-in use by private parties on a first-come, first-served basis. Reservations have priority over drop- in/walk-on activities. Organized use of fields or courts, such as officiated games, organized team practices, or activities offered or associated with for-profit or nonprofit organizations is prohibited without an approved reservation. Drop-in use may be limited to accommodate maintenance needs of the turf on all fields. Stadium fields and lighted sports fields are not available for drop-in activities. 11.2 Permits Nontransferable Reservation requests must be submitted on approved City application forms. Applicants must be at least 21 years of age, and when applicable the applicant must provide evidence authorizing them to reserve facilities on behalf of an organization. Reservation permits are nontransferable. 11.3 Unless stated otherwise, reservation periods are in 30-minute increments. The date and hours for the reservation permit shall include the entire activity/event, including time for set-up and clean up after the activity/event. 11.4 Applicants are responsible for following all athletic facility rules, regulations, and requirements of the reservation permit. Failure to comply may result in the forfeit of up Exhibit A