Reservation and Rental Policies

people playing indoor soccer

Rental and Reservation

overhead shot of people playing basketball
A facility rental shall be defined as an activity or event that incurs facility use charges. A facility reservation shall be defined as an activity or event that will not incur facility use charges. Qualifying groups are eligible for rentals or reservations without membership. Event requests must comply with current ASI Campus Recreation procedures and required timelines. Rental or reservation groups are restricted to the areas specifically outlined in the rental or reservation agreement and may not use other areas of the facility without the expressed written consent of authorized ASI Campus Recreation staff.

Activity Specific Space Usage

people playing in one of the ball courts
Facility space shall be used in accordance with its intended design and function. Activity based usage will receive priority based on the facility space. Activities which may interfere with other facility usage may be restricted to non-peak days and times at the discretion of the authorized ASI Campus Recreation staff. Further, in consideration of the overall member/student population and the expectation of informal usage, all effort will be made to ensure members have reasonable access opportunities during all publicized open hours. Exclusive rental options shall not be made available during regular operating hours without a recommendation from the Director of Recreation and approval from the Executive Director.

Prioritization

guy swimming in the pool
The BRIC is available for rentals and reservations to ASI departments, ASI Student Government, Bronco Events & Activities Team (BEAT), and Cal Poly Pomona student clubs or organizations registered, approved and in good standing (CPP student clubs). The BRIC is also available for rentals to University and Cal Poly Pomona Foundation (CPPF) sponsored events and programs, as well as off campus groups. ASI Campus Recreation shall schedule groups according to the priority listed below when reserving or renting space in the BRIC. Any deviation from these priorities requires recommendation from the Director of Recreation and approval by the Executive Director.

  • 1. Events or programs sponsored by ASI Campus Recreation
  • 2. Events or programs sponsored by other ASI departments, Student Government, and BEAT
  • 3. Events or programs sponsored by one or more CPP student clubs
  • 4. Campus-wide events
  • 5. Events or programs sponsored by one or more University and Cal Poly Pomona Foundation departments
  • 6. Off-campus groups with facility rentals made at least 12 months in advance
  • 7. All other groups

KIN swim courses with Academic Senate approved curriculum shall have first priority to schedule BRIC Pool spaces.

In an effort to maintain reasonable member access opportunities during all publicized open hours, each CPP student club shall be granted reservation space for no more than ten (10) hours per week and no more than three (3) consecutive hours in a day.

Facility Use Charges

people playing basketballFacility use charges do not apply to ASI Campus Recreation programs and services.CPP student clubs may reserve facilities without incurring facility use charges except when one or more of the following apply to the facility reservation request:

  • - Real or anticipated participation that is greater than 10% non-CPP students (Tier 2 Rental Fees apply)
  • - An event where students are not directly involved in staging the event, including marketing and production. (Tier 2 Rental Fees apply)
  • - Event or activity scheduled outside of standard operating hours (Tier 2 Rental Fees apply)
  • - Events or activities where a fee will be imposed to participants by the group (Tier 2 Rental Fees apply)
  • - Event or activity which involves providing/serving food or beverage (Other Fees apply)
  • - Pool Deck Grills will be used (Other Fees apply)
  • - Event or activity requiring staffing or additional equipment (Other Fees apply)
  • - Exclusive use of eligible facilities as noted in Facility Rental Fees (Tier 1 Rental Fees and Other Fees apply)

Facility Rental Fees

a person running near the climbing wallIndoor and Outdoor Facility Rental fees are subject to annual adjustments based on the Higher Education Price Index upon the recommendation of the Director of Recreation with approval by the Executive Director. ASI departments, Student Government, and BEAT may reserve BRIC facilities for ASI business purposes without incurring rental fees. Other qualifying groups eligible to rent or reserve space are categorized in pricing tiers below:

TIER 1 Groups: CPP student clubs
TIER 2 Groups: University and CPPF departments or programs, co-sponsored events (club/organization and department)
TIER 3 Groups: Off campus groups
Indoor Facility Space Tier 1: Tier 2: Tier 3:
Court 2, 3, or 4 $0 per hour $50 per hour $80 per hour
Multi-Activity Court (MAC) $0 per hour $60 per hour $96 per hour
Exclusive Use of ALL 4 COURTS*** $75 per hour $250 per hour $400 per hour
Studios (C&D) $0 per hour $30 per hour $48 per hour
Studios (A&E) $0 per hour $40 per hour $64 per hour
Studio*** $0 per hour $50 per hour $80 per hour
Exclusive Use of Bronco Peak*** $0 per hour* $175 per hour $280 per hour
Lounge Area*** $0 per hour $50 per hour $80 per hour
Racquetball Court ** $0 per hour $50 per hour $80 per hour

*North wall face for Tier 1 during open hours are restricted to groups of no more than 10.
**Restricted times.
***Restricted times and staffing required (refer to Other Fees).

Outdoor Facility Space Tier 1: Tier 2: Tier 3:
2 Lanes In Lap Pool Area*** $0 per hour $80 per hour N/A
Pool Volleyball Area (Eastside of Leisure Pool) $0 per hour $80 per hour N/A
Deck Couch Area (Northeast area) $0 per hour $30 per hour N/A
Deck Table Area (Northwest area) $0 per hour $30 per hour N/A
Deck Grill & 4×4 Top Table Area* $0 per hour $50 per hour N/A
Exclusive Use of Deck Only** $75 per hour $100 per hour $160 per hour
Exclusive Use of Deck & Pool** $175 per hour $250 per hour $400 per hour

*Staffing is required (Refer to Other Fees).
**Restricted times apply and staffing is required (Refer to Other Fees).
***Additional staffing may be required based on the number of users (Refer to Other Fees). During peak hours, the number of lanes available to reserve shall be based on the number of users. Every effort will be made to accommodate 4 users per lane during regular operating hours.

Guest Fees

Guest fees apply to non-member participation. Each reservation includes 1 complimentary guest pass. CPP student clubs may request up to 1 additional complimentary guest pass for every ten (10) CPP student club member participants with any reservation. If, after an event, authorized ASI Campus Recreation staff determined that the event did not meet the criteria for a CPP student club reservation, the appropriate rental rate shall apply.

Other Fees

Any room that requires changes to the standard setup shall incur a fee. These charges are to be agreed upon in advance. When groups in different room rental categories hold an event, the higher room rental rate shall apply.

All groups, except ASI Campus Recreation programs and services, shall be responsible for paying direct costs incurred by their event, including but not limited to: Necessary labor, equipment rental, utility charges, admission/guest/spectator fees, and custodial services. If insurance is required, the cost of the certificate of insurance and endorsement will be the responsibility of the user and must be received by ASI ten (10) business days prior to the event.

Staffing requirements for facility rentals shall be based on the number of projected participants and the activity. Staffing fees shall be set and published annually upon the recommendation of the Director of Recreation with approval by the Executive Director.

Fee Adjustment or Waivers

Adjusted rates or facility fee waivers based on quantity of space, length of reservation, or other related variables may be offered upon the recommendation of the Director of Recreation with the approval of the by the Executive Director.

Facility Request Restrictions

Re-occurring reservations may only be made by CPP student clubs and shall be limited in length to a single academic term for each request. Off-campus group requests will only be considered for summer months, academic breaks and holiday low usage times. ASI Campus Recreation reserves the right to restrict scheduling privileges should users fail to comply with facility use or related policy or as recommended by the Director of Recreation with approval by the Executive Director.

Facility reservations or rentals involving minors will only be considered if the event is ASI, University, or CPPF sponsored. Reservation and rental requests involving minors must made a minimum of 90 days in advance, will be considered on a case-by-case basis, and may be subject to additional policies and fees.

Food & Beverages

If food or beverage will be provided for the event or activity, the organization shall be required to provide the approved Foundation food service plan including the delivery, set up and break down details, to ASI Campus Recreation authorized personnel ten (10) business days prior to the event. Otherwise, refer to Facility/Area Use policies for the general Food & Beverages policy.

Grill Use

If the facility rental group will be preparing food utilizing the industrial pool deck grills for the event or activity, the group will be required to submit the grill use plan form to ASI Campus Recreation authorized staff ten (10) business days prior to the event. Requirements for grills use are as follows:

  • All persons who will be assisting with the grill use must hold a California Food Handlers Card
  • One group representative must complete the ASI Grill Use Orientation offered prior to each event

No external grills shall be allowed on the pool deck unless the catered food and services are provided by CPPF.

Decorations

All decorations and related equipment must be approved by ASI Campus Recreation prior to the event. The group shall be liable for damage caused by unauthorized decorations or postings.

Room/Space Capacities

The State Fire Marshall, in coordination with the University Police Department and ASI Campus Recreation, has determined room capacities for all rooms in the BRIC. The capacity varies with the type of event and the furnishings of the room. It is the responsibility of ASI Campus Recreation and the group to monitor attendance to ensure compliance.

Damages

Damages to equipment and furnishings shall be charged to the group at 125% of the current cost of repair or replacement. Groups not paying for damages may be subject to loss of scheduling privileges.

Equipment

All equipment required for the event must be documented and approved through the facility reservation or rental process. Any on campus departments or off campus vendors providing equipment for the purpose of the group’s rental or reservation must be approved in writing by ASI Campus Recreation. The group shall be required to provide all delivery, setup and break down details to ASI Campus Recreation authorized staff ten (10) business days prior to the event.

Payment

Payment for approved facility rentals is due no later than twenty (20) business days prior to the event. Facility rentals shall be considered tentative and subject to cancellation until charges are paid in full. Reservations requested less than twenty (20) business days in advance shall require payment within five (5) business days after the rental is requested. Facility rentals requested with less than ten (10) business days’ notice will require payment in full at the time of the rental request. Prior event charges for the BRIC must be paid in full before any subsequent facility usage by the same group will be approved. Additional charges may be incurred as determined by ASI Campus Recreation.

Cancellations

Cancellations received less than ten (10) business days, but more than three (3) business days in advance of scheduled reservation shall be subject to 50% of the rental charge for each scheduled space. Cancellations received less than three (3) business days in advance of scheduled reservation shall be subject to 100% of the rental charge for all scheduled areas. Cancellations must be received in writing.

Groups not paying a rental fee are subject to the cancellation penalties below if cancellation is not received in writing 24 hours in advance. If not met, the groups may be subject to loss of scheduling privileges as determined by the Director of Recreation with approval from the Executive Director.

No Shows

If a group fails to cancel their reservation as stated in Cancellations they shall be liable for all applicable charges including but not limited to utilities, labor rates, all room rental charges and may be subject to a loss of scheduling privileges as determined by the Director of Recreation with approval from the Executive Director. Groups who are not paying a rental fee are subject to a loss of scheduling privileges as determined by the Director of Recreation with approval from the Executive Director.

Facility Reservation and Rental Policy

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