Facility Rental Guidelines
It is the intent of The Ohio State University Department of Athletics to make our athletic facilities available for rent to interested parties within the following regulations.
 Athletics Facility Rental Fees
Use of The Ohio State University Department of Athletics Facilities will be considered on the following priority basis:
1. The Ohio State University Department of Athletic Events, Contests and Team Practices
2. The Ohio State University departments and organizations
3. Facility Rentals
Variations to any of these policies, procedures or guidelines must have the approval of the Director of Athletics or their designee.
Event Guidelines
1. All events must meet guidelines established by the NCAA and Big Ten Conference.
2. Any event considered being potentially harmful to the public image of The Ohio State University will be rejected.
3. Any event considered to be potentially harmful to the facility will be rejected.
4. The Department of Athletics, in conjunction with other Ohio State University Departments (when necessary), will determine the extent of the personnel required for the safeguard of The Ohio State University's interest. Ohio State University personnel can include, but is not limited to, facility operations staff, ushers, police and medics. The amount of personnel assigned to an event will be determined based on the size and nature of the event.
5. The Department of Athletics must have a signed contract for each event.
Facility Rental Request Procedure
1. Any party requesting to use a Department of Athletics facility should contact John Bugner at (614) 247-6713 or by email at bugner.4@osu.edu. At least a 30-day notice of an event is required. When contacting the office, please have the following information to provide:
• Nature of Event
• Date(s) requesting
• Time of Event
• Event Details such as set-up and equipment needs
2. If the facility space is available, and the event has been approved (the requirements of the event are satisfactory) by the Event Management staff, a Facility Rental Request Form will be sent to the client. The request form serves as the written request for the use of the space.
3. Once the Facility Rental Request Form is submitted to the Event Management staff, an Event Confirmation Sheet will be sent to the client. If the client cancels the event or use of the facility after the confirmation they will be charged any event operation expenses which may have been incurred.
4. After the confirmation has been made, the client and an Event Management staff representative shall meet (in person, by phone or by email) to determine the details of the event (i.e. set-up, equipment needs, staff needs and tear-down).
5. After all details for the event have been confirmed, an Athletic Facility Rental Agreement shall be sent to the client.
• The Athletic Facility Rental Agreement should be returned to the Event Management office along with the certificate of insurance (if applicable), no less than two weeks prior to the event.
• The facility rental and event operations costs reflected on the Athletic Facility Rental Agreement and Event Confirmation Sheet are estimated costs.
• The facility rental fees are based on the number of hours actually used in the facility.
6. After the event, the client shall be invoiced, with all final charges.
Note: University organizations may provide a university account number to which all facility rental and event operation costs may be charged following the event.
Insurance
The Lessee shall obtain a policy or policies of general liability insurance in the state of Ohio providing coverage for personal injury and property damage. This shall be in the amount, not less than $2,000,000 for each person or occurrence and $1,000,000 in aggregate for personal injuries or death or property damage suffered by any person or persons arising out of the use of the Facility or the services provided with its use. The Lessee shall name The Ohio State University and its Board of Trustees as named insured. The Lessee shall also provide notice to the Lessor of proof of insurance coverage, in the form of a certificate of insurance, not less than fourteen (14) days in advance of commencing of the lease term. Failure to obtain a certificate of insurance does not constitute a waiver of such insurance by Lessor.
2010-2011 Rental Fees:
Bill Davis Baseball Stadium
| Half-Day (4 hours): |
$1500 (expenses added to rent) |
| Full Day (more than four hours): |
$3000 (expenses added to rent) |
Scholastic Tournament Rental Structure:
$500/game per 1 game reservation
$400/game per 2 game reservations
$300/game per 3 game reservations
$200/game per 4 game reservations
$100/game per 5 or more game reservations
(Expenses added to rent)
Guidelines:
1. Games must be played on consecutive days. This rate does not apply for multiple game reservations over the course of the calendar year.
2. Before approval will be given, proof of affiliation with a baseball organization must be provided.
Buckeye Softball Field
| Half Day (4 hours): |
$1000 (expenses added to rent) |
| Full Day (more than four hours): |
$2000 (expenses added to rent) |
French Field House
| Half Day (4 hours): |
$2500 (expenses added to rent) |
| Full Day (more than four hours): |
$4500 (expenses added to rent) |
| Seasonal Group Rate: |
$100/hour (minimum 100 hours) |
Guidelines for renting French Field House:
1. Athletic Events, Contests and Team Practices are first-priority for this facility.
2. The facility is not available to host events on a weekday (Monday-Friday).
3. Set-up for a Saturday event may not begin before 5:30 p.m. on Friday evening. This set-up time is reserved for Athletics Facility Operations, and therefore, the client event set-up will need to take place the day of the event.
4. If you are setting up on Saturday (for a Sunday event) you must clear the facility by 11:00 p.m.
5. The facility will be available by 7:00 a.m. for set-up (for a Saturday or Sunday event).
6. If an event is held on Sunday, the event must conclude by 5:00 p.m.
7. The facility guest maximum is 500.
8. There is a minimum charge of $1,000 (added to the rental) to cover the facility (turf and track) where any catering is served, or equipment is placed (tables, chairs, etc).
9. For events that require the entire (majority) of the facility to be covered, there is an additional charge of $3,000 added to the rental for this service. This service must be performed by Ohio State Athletic Department Facility staff, and cannot be provided by client/or an outside vendor.
10. For track and field meet rentals, the only equipment that is included in the rental is use of one (1) high jump pit, one (1) long jump pit, one (1) pole vault pit, rakes, and hurdles. All other equipment needed to run the meet (bibs, cones, starting blocks, stopwatches, timing system, etc.) must be provided by the client.
Golf Course (Contact Marc Lucas at 614-459-8688)
| McMillan Room: |
$100/day, without food and beverage |
| |
$50/day, with food and beverage |
| Dining Room: |
|
| 1. Sunday-Friday (Minimum of 50 people): |
$200 for up to 4 hours (expenses added to rent) |
| |
$200 each additional hour |
| 2. Saturday (Minimum of 100 people): |
$500 for up to 4 hours (expenses added to rent) |
| |
$200 each additional hour |
Ice Rink (Contact Duke Johnson at 614-292-4154)
Student
| 1. Up to 100 people: |
$125/hour (expenses included) |
| 2. 101 to 200 people: |
$160/hour (expenses included) |
| 3. 201 to 300 people: |
$210/hour (expenses included) |
Public
| 1. Up to 100 people: |
$175/hour (expenses included) |
| 2. 101 to 200 people: |
$215/hour (expenses included) |
| 3. 201 to 300 people: |
$275/hour (expenses included) |
Faculty/Staff
| 1. Up to 100 people: |
$160/hour (expenses included) |
| 2. 101 to 200 people: |
$190/hour (expenses included) |
| 3. 201 to 300 people: |
$230/hour (expenses included) |
Jack Nicklaus Museum (Contact Barbara Hartley at 614-247-5959)
| Museum (available after 5pm and Sundays): |
$1600 for first 3 hours (expenses included) |
| |
$200 each additional hour |
| Theater (available Monday-Saturday 9am-5pm): |
$800 for first 4 hours (expenses included) |
| |
$100 each additional hour |
| University Department Rate |
$500 for first 4 hours (expenses included) |
| |
$100 each additional hour |
Jesse Owens Memorial Stadium
| Half-Day (4 hours): |
$2000 (expenses added to rent) |
| Full Day (more than 4 hours): |
$4000 (expenses added to rent) |
McCorkle Aquatic Pavilion (Contact Christine Thompson at 614-247-7370)
| Competitive Pool: |
$300/hour (expenses added to rent) |
| Long Course Lane: |
$50/hour (expenses added to rent) |
| Short Course Lane: |
$25/hour (expenses added to rent) |
| Dive Pool (available only with Competitive Pool): |
$100/hour (expenses added to rent) |
| Dive Spa: |
$50/hour (expenses added to rent) |
| Dive Tower & Springboards: |
$30/hour (expenses added to rent) |
| Wet Classroom (available only with Competitive Pool): |
$25/hour (expenses added to rent) |
| On-Deck Locker Room: |
$25/hour (3 hour min) (expenses added to rent) |
For the McCorkle Aquatic Pavilion, long term rental discounts are available for the dive tower and springboards. The discounts are based on projected usage for the calendar year. These rental agreements are subject to availability and will be made on a first come first served basis. The discounts are:
1. 300-399 hours rented in a calendar year: 50% discount
2. 400+ hours rented in a calendar year: 75% discount
Ohio Stadium
| Wedding/Engagement Pictures: |
$150 (expenses included) |
| Note: Reservations must be made with at least a two-week notice. |
| Wedding Ceremony at Flag Pole: |
$3000 (expenses included) |
| Prep Athletic Contest: |
$5000/contest (expenses added to rent) |
| Special Event: |
Negotiable |
| Group Tours (Minimum 10 people) |
| • Adult: |
$10.00/person |
| • Student: |
$5.00/person |
| • Less than 10 people: |
$100.00/group |
Ohio Stadium Auxiliary Facilities
(Recruit Room, Huntington Club Room One, Huntington Club Room Two, Huntington Club Room Three, Varsity O Room, University Suite, East Concourse, West Concourse, South Concourse)
| Half Day (4 hours): |
$2500 each room (expenses included) |
| Full Day (more than 4 hours): |
$3500 each room (expenses included) |
Number of People Possible to Accommodate
| |
Reception |
Banquet |
Classroom |
Theater |
Block O |
| Recruit Room. |
200 |
128* |
100 |
150 |
50 |
| Huntington Club Rooms/Varsity O Room |
300 |
220** |
100 |
250 |
50 |
| University Suite |
150 |
60*** |
30 |
40 |
30 |
* Round tables of eight only, ** Twenty-two round tables of ten, *** Six round tables of ten
Square Footage for Each Room:
| Recruit Room |
5776 sq. ft. |
| Varsity O Club |
3330 sq. ft. |
| Huntington Club 1 |
3182 sq. ft. |
| Huntington Club 2 |
3182 sq. ft. |
| Huntington Club 3 |
3034 sq. ft. |
| University Suite |
4062 sq. ft. |
Practice Fields*
| Half-Day (4 hours): |
$500 (expenses included) |
| Full Day (more than four hours): |
$1000 (expenses included) |
St. John Arena
| Half Day (4 hours): |
$4000 (expenses added to rent) |
| Full Day (more than 4 hours): |
$8000 (expenses added to rent) |
| Seasonal Group Rate: |
$60/hr (minimum 100 hours) (expenses included) |
| Concert: |
Negotiable |
Guidelines for renting St. John Arena:
1. Athletic Events, Contests and Team Practices are first-priority for this facility.
2. The facility is not available to host events on a weekday (Monday-Friday).
3. Set-up for a Saturday event may not begin before 5:30 p.m. on Friday evening. This set-up time is reserved for Athletics Facility Operations, and therefore, the client event set-up will need to take place the day of the event.
4. If you are setting up on Saturday (for a Sunday event) you must clear the facility by 11:00 p.m.
5. The facility will be available by 7:00 a.m. for set-up (for a Saturday or Sunday event).
6. If an event is held on Sunday, the event must conclude by 5:00 p.m.
Steelwood Training Facility*
| Wrestling Room: |
$20/hr (minimum 100 hours) (expenses included) |
| Gymnastics Room: |
$20/hr (minimum 100 hours) (expenses included) |
| Fencing Room: |
$20/hr (minimum 100 hours) (expenses included) |
Stickney Tennis Center/Varsity Tennis Center
| Half Day (4 hours): |
$1000 (expenses included) |
| Full Day (more than 4 hours): |
$1500 (expenses included) |
| Lessons: |
$10/court per hour (minimum 200 hours per year) |
Notes about Lessons:
1. Each instructor may provide up to a maximum of ten (10) hours of private instruction lessons per week (Monday through Sunday) at the OSU Varsity Indoor Tennis Facility. Unlimited private instruction may be provided at the Stickney Tennis Center as long as the lessons do not conflict with any team competition, practice or OSU scheduled event.
2. On Monday through Friday, private lessons may be given at the OSU Varsity Indoor Tennis Facility only from 4 pm to 6 pm. Lessons may be provided at anytime on Saturday or Sunday, however, the lessons may not conflict with any team competition, practice or OSU scheduled event. Any lessons provided on Saturday or Sunday will count toward the ten (10) hour maximum at the OSU Varsity Indoor Tennis Facility. Lessons may be provided at the Stickney Tennis Center from 8 am to 8 pm as long as the lessons do not conflict with any team competition, practice or OSU scheduled event.
3. The facility rental rate is $10.00 per court hour with a minimum use of 200 hours per year. The total hour use is a combination of time used both at the OSU Varsity Indoor Tennis Facility and the Stickney Tennis Center. The calculation of hours used will be applied to the local sports club of both the men's and women's tennis programs.
4. Each instructor is required to complete a detailed log of lessons that are given at the OSU Varsity Indoor Tennis Center and the Stickney Tennis Center. The lesson logs must be submitted to the Event Management Office via fax, e-mail or in person no later than 4 pm Friday following the previous week of lessons from Monday through Sunday.
5. Instructors will be invoiced for their facility usage by Event Management twice per year on December 15 and June 15. Invoices will be based on the information recorded from the weekly lesson logs.
Wexner Football Complex
This facility is not open to the public for tours or special events.
Woody Hayes Athletic Center
| Indoor Field* |
|
| Half Day (4 hours): |
$2500 (expenses included) |
| Full Day (more than 4 hours): |
$4500 (expenses included) |
| Half Court Gym |
|
| Half Day (4 hours): |
$1000 (expenses included) |
| Full Day (more than 4 hours): |
$2000 (expenses included) |
Jerome Schottenstein Center (Contact Bredan Buckley, Director of Booking and Scheduling, at 688-3939)
Department of Recreational Sports Facilities
(R-PAC, Adventure Recreation Center, Jesse Owens Recreation Centers, & Fred Beekman Park)
Contact the Department of Recreational Sports Facility Scheduling Office at 292-7671.
Compliance Guidelines
Please be advised that the Compliance Office will need to be contacted should the event:
1) Involve prospect aged individuals (ie. participants)
2) Involve Ohio State University coaches or staff
Or
3) Receive a "special" discounted rate
Event Operation Expenses
For those facilities where expenses are added to the rental price, the Lessee shall be charged the facility rental fee and event operation expenses. Event operation expenses may include, but are not limited to set up, tear down, security, ushers, ticket takers, EMS, Red Cross, traffic and parking, janitorial services, electronic services, electrical services, HVAC services, scoreboard services, physical plant services, sports information services, ticket office services, equipment rental and administration fees. Event operation expenses will not be reduced or waived.
Event Operation Cost
Staffing
| • Facility Operation Full Time Staff |
$39.50/hour |
| • Facility Operations Student Staff |
$13.75/hour |
| • Electronics Full Time Staff |
$39.50/hour |
| • Electronics Student Staff |
$13.75/hour |
| • Security/Ushers (Redcoat) |
$9.00/hour |
*Practice Facilities
Any group may use an athletic practice facility (Practice Field 1, Practice Field 3, Practice Field 4, Upper Practice Field, Lower Practice Field, Ackerman Road Fields, Buckeye Varsity Field and Woody Hayes Athletic Center) for an athletic event one time per year and pay no rental fee. These groups are still responsible for providing a certificate of insurance and must pay any facility operation expenses that may be incurred. (Subject to facility and staff availability)
Food Service
Sodexo provides all food service within Athletic Facilities. They offer a wide range of menus as well as both cash and open bars. Arrangements for all linens need to be made through Sodexo. For information, contact Amie Chiarucci at 614-688-4660 or amie.chiarucci@sodexo.com.
Unless otherwise noted, to reserve space or to obtain more information regarding the usage of Department of Athletics Facilities, contact John Bugner at (614) 247-6713 or by email at bugner.4@osu.edu.
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