Policy AD21 USE OF THE AGRICULTURAL ARENA AND AGRICULTURAL PROGRESS DAYS FACILITIES

Policy Steward: Vice President for Administration

Contents:

  • Purpose
  • Scope of Use
  • Priority of Use
  • Use by Non-University Organizations
  • Safety and General Welfare
  • Commercial and Political Activities
  • Sales and Serving of Food and Beverages
  • Fundraising Activities
  • Financial Arrangements
  • Damage and Violations
  • Events Involving the Use of Animals
  • Procedure for Requesting Use of Facilities
  • Further Information
  • Cross References

  • PURPOSE:

    The purpose of this policy is to specify the allowable uses of the buildings, equipment and/or property of the Agricultural Arena and the Agricultural Progress Days sites (collectively referred to as “facilities”) by The Pennsylvania State University ("University"), the College of Agricultural Sciences (“College”), and agricultural groups not affiliated with the University. The intent is to define the responsibilities and limitations of the College in responding to requests for use of facilities, which are not related to the educational program objectives of the College.

    SCOPE OF USE:

    Use of the facilities shall be limited to functions which are approved by the Dean of the College of Agricultural Sciences or the designated Facility Manager in accordance with this policy and with other applicable University policies and regulations.(See also Administrative Policy AD02.)

    PRIORITY OF USE:

    Use by the College of Agricultural Sciences shall have priority over all other uses. The College reserves the right to cancel, postpone or reschedule any other function or event as necessary.

    Use for events conducted other units of the University, or organizations affiliated with the University (e.g., alumni organizations, recognized student organizations, conference groups), shall have priority over all uses except those of the College of Agricultural Sciences.

    Use for events conducted by persons or organizations not affiliated with the University will be permitted only if space and dates are available, and any approval for such use is subject to cancellation if a higher priority use is approved.

    USE BY NON-UNIVERSITY ORGANIZATIONS:

    Persons or organizations not affiliated with the University may use the facilities only for activities and purposes which are in support of the mission and goals of the College of Agricultural Sciences or the general aims and purposes of the University. (See Administrative Policy AD02)

    The University will charge a rental fee for the use of the facilities and may require reimbursement for additional services and equipment. All established fees must have the approval of the Corporate Controller per Administrative Policy AD15. The reimbursement or fee will include operating and overhead expenses incurred as a result of the approved use.

    Compliance with all applicable University regulations and local, state and federal laws is required. The University's authorization of the use of the facilities does not represent endorsement of the aims and purposes of the sponsoring organization or of the event. Any use of the name of the University, other than to indicate the location of the event, must be approved in advance in writing by the University through the Office of the Senior Vice President for Finance and Business/Treasurer. (See Policy AD07.)

    SAFETY AND GENERAL WELFARE:

    Non-university and non-recognized student organizations must agree to take all necessary and reasonable precautions to assure the physical safety of the participants and the protection of University property. The organization must release the University from any liability in conjunction with the use of the facility. An Indemnification Agreement must be used for this purpose. Agreement forms are available from the Manager of the Agricultural Arena and the Manager of the Ag Progress Days facilities. A copy of the signed Indemnification Agreement will be forwarded to Penn State’s Risk Management Office (103 Rider Bldg., State College, PA 16801) for review.  The University reserves the right to require insurance coverage or proof of liability insurance from the organization. In addition, the University may require the presence of University Safety or Security personnel for any group requesting to use University facilities. This will be an additional expense to the user (See Administrative Guideline ADG04).

    COMMERCIAL AND POLITICAL ACTIVITIES:

    Neither advertisements or notices concerning the sale or rental of merchandise or services, nor political notices or announcements, may be placed or erected in or around the facilities. During an event, facility managers may pre-approve designated areas for non-commercial and non-political posters which have an applicable purpose.

    The use of University facilities and/or property for commercial sales activities by individuals or non-University organizations is prohibited. (See Administrative Policy AD27) This prohibition does not apply to the pre-approved University-sponsored events where commercial products may be demonstrated, displayed, or purchased as a secondary activity to support the primary educational purpose of the event.

    SALES AND SERVING OF FOOD AND BEVERAGES:

    The sale and service of food and/or beverages at any function or program open to the public and/or community by other than authorized University departments such as Housing and Food Services, Penn State Hospitality Services, University Creamery, or by an accepted external food and beverage provider contracting for food and beverage services is prohibited. (See Administrative Policy AD26)

    FUNDRAISING ACTIVITIES:

    Fundraising activities must be conducted in conjunction with, or co-sponsored by a recognized student organization, University College, Department or Administrative unit. Co-sponsorship must be by a bona fide parallel-interest organization with equal participation in the planning and implementation of the activity.  A detailed plan for the designation of funds must be specifically approved by the appropriate budget executive. (See Administrative Policy AD02)

    FINANCIAL ARRANGEMENTS:

    Information must be provided in advance to the respective Manager concerning finances involved in the use, activity or event involving the facilities. This budget information must accompany the contract. Information about fees and/or charges to the requesting organization shall be provided by the Manager of the respective facility. Any co-sponsored fundraising activity held by University or recognized student organizations must identify an authorized University budget to recover cost for the facility rental or related service fees, in the event there is a financial loss.

    DAMAGE AND VIOLATIONS:

    Any damages to the facilities (buildings, equipment and/or property [including land use]) must be compensated to cover repair, replacement or correction costs. Any violation of the rules and regulations by any user will cause forfeiture of all originally granted rights, without recourse. The respective Manager of each facility shall be the final judge of any violation.

    EVENTS INVOLVING THE USE OF ANIMALS:

    If the event involves the use of animals, the following rules must be adhered to:

    The University Veterinarian must be provided with the following information, through the respective Manager's office at least 30 days in advance of the event:

    PROCEDURE FOR REQUESTING USE OF FACILITIES:

    All groups wishing to use the Agricultural facilities within the above policy guidelines shall:

    1. Submit an agreement  to use the respective facility:
      1. Manager, Snider Agricultural Arena, Farm Service Building, University Park, PA 16802; Telephone (814) 865-4433; email agarena@psu.edu
      2. Ag Progress Days Manager, 318C Tyson Building, University Park, PA 16802; Telephone (814) 865-2081; email agprogressdays@psu.edu
    2. If the agreement has been reviewed by appropriate personnel and approved, facility management will provide the applicant with a fully executed signed agreement.
    3. Users of the facilities must submit all University required documents, such as Certificate of Insurance and Indemnification Agreement, to the appropriate Ag Facility Manager’s Office, no later than 21 business days prior to the event.

    FURTHER INFORMATION:

    For questions, additional detail, or to request changes to this policy, please contact the Office of the Dean, College of Agricultural Sciences.

    CROSS REFERENCES:

    Other Policies may have specific application and should be referred to, especially;

    AD02 - Non-University Groups Using University Facilities,

    AD15 - Fees and Charges for Facilities and Services,

    AD18 - Possession, Use and Distribution of Alcoholic Beverages,

    AD26 - Sale of Food and Beverages at University Locations,

    AD27 - Commercial Sales Activities at University Locations,

    AD32 - Smoking Policy and Guideline,

    AD39 - Minors Involved in University-Sponsored Programs or Programs Held at the University and/or Housed in University Facilities (Formerly Programs Involving Minors Housed in University Facilities),

    AD51 - Use of Outdoor Areas for Expressive Activities

    ADG04 - Providing Emergency Medical Services at University Events at University Park,

    FN10 - Other Business Expenses and Activities,

    FN14 - Use of Tangible Assets, Equipment, Supplies and Services, and

    SY13 - Open Fires.


    Effective Date: April 13, 2016
    Date Approved: April 11, 2016
    Date Published: April 13, 2016

    Most Recent changes:

    Revision History (and effective dates):

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