Swimming After Hours Anyone?

When hosting conferences on campus, ACCED-I members try to be as accommodating as possible to groups and guests on campus. However, sometimes conference requests arise that raise questions on what procedures to follow. For example, what do you do when a group requests to use facilities such as a swimming pool at the campus recreation center after hours? Do you try to negotiate with the facility, or do you adhere to building hours?

A recent LISTSERV discussion addressed this issue. Following are some comments posted by ACCED-I members.

"We have a partnership with our Rec Sports facilities.  If a group requests to use a space after hours, I send the request to Rec Sports, who checks availability.  If the request can be accommodated, the group pays a rental fee, in additional to labor for additional staff.  For liability reasons, Rec Sports always provides the staff for their facilities."

"In the past, the Campus Recreation Center has agreed to rent facilities after hours.

They would charge normal facility rental fees plus staffing costs such as:

Lifeguards per hour/per guard -- (3 guards required)

Building Staff per hour/ per staff person  -- (1 supervisor and 2 student employees)

The CRC controls building hours, approves rental requests, and staffs their building.    I would write that section of the contract according to the specific situation after all negotiations were complete."

"We also run “one stop shop” and would consider any after-hours clients based on availability for any spot on campus.  We clear with that building manager to make sure everything is properly staffed."

"Our Conference Services Office will take a request for after-hours athletic space and discuss the possibility with the Athletic Director. If space is available, Athletics will then check to see if any of their student or pro staff are interested in taking an extra shift to cover the hours outlined in the request. If none of the staff wants to cover the shift, it’s out of our control and we can’t force them to accommodate the request. If either student or pro staff takes the shift then the rental group will be responsible for covering the cost of labor, and may be subject to a rental fee depending on what space they are requesting to use. Any additional charges for labor or rental will be added to the groups final bill that Conference Services issues."