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External User Group

Overview

This policy specifies four categories of external groups the Division will permit, under conditions herein, to promote their group, activity or event in Campus Recreational Sports(RS) facilities. These facilities, which also include shared facilities during the time block dedicated to exclusive Recreational Sports use, are: the Health, Physical Education and Recreation Building (HPER), the Student Recreational Sports Center (SRSC), Woodlawn Fields, the Recreational Sports Outdoor Field Complex at North Fee Lane (NFL), Tennis Courts and any facility being utilized by the club sports program.

For the purpose of this policy, external groups are defined as those outside the purview of the Division and fall within these four categories:

  • Student groups
  • Division sponsors
  • External groups holding an exclusive-use event at a Division facility
  • Other external groups

Purpose

The purpose of this policy is to enhance the experience of our participants by preserving an enjoyable and appropriate facility environment, while at the same time allowing external groups to engage in activities that encourage active, healthy lifestyles.

Policy

Student Groups

A student group may distribute literature and display table-top signage promoting their particular organization, activity or event in an approved Division facility location provided that:

  • The group, activity or event promoted is sport or fitness related and one that advocates active, healthy lifestyles.
  • The event promoted does not directly compete with a Division program or service
  • No sales are transacted at the location. For groups holding an exclusive use event, sales of t-shirts and other promotional items directly related to the event may be permitted. Permission must be requested in advance and approved by the designated Recreational Sports Exclusive Use Event Counselor.
  • For student groups holding exclusive use events, distribution of literature and promotional items may take place only during the time period and at the location specified in the exclusive use agreement.
  • The group has received approval from the Facility Use Committee by submitting a completed Facility Use Application and receiving documented approval from the committee.

Division Sponsors

Division Marketing & Sponsorship partners may distribute literature and/or product samples in accordance with their signed sponsorship agreement.

External Groups Holding Exclusive-Use Events

  • External groups holding exclusive use events may distribute literature directly associated and concurrent with their approved exclusive-use event.
  • The group has received approval from the Facility Use Committee by submitting a completed Facility Use Application and receiving documented approval from the committee.

Other External Groups

Other external groups may distribute literature and display table-top signage promoting their particular organization, activity or event in an approved Division facility location provided that:

  • The group, activity or event promoted is sport or fitness related and one that advocates active, healthy lifestyles.
  • The event promoted does not directly compete with a Division program or service
  • No sales are transacted at the location. For groups holding an exclusive use event, sales of t-shirts and other promotional items directly related to the event may be permitted. Permission must be requested in advance and approved by the designated Recreational Sports Exclusive Use Event Counselor.
  • For those groups holding exclusive use events, distribution of literature and promotional items may take place only during the time period and at the location specified in the exclusive use agreement.
  • The group has received approval from the Facility Use Committee by submitting a completed Facility Use Application and receiving documented approval from the committee.

Note: * It is at the Division’s discretion to determine whether a particular group activity or event advocates active, healthy lifestyles.

At the Division's discretion, School of HPER related groups that fall outside the categories for approved use may be permitted to promote their group, activity or event, provided they meet the same criteria specified for Student Groups.

Brochure Distribution ONLY

External user groups who want to distribute a small supply of brochures for a time-limited activity related to active, healthy lifestyles, may do so in two specific locations: SRSC 115 on the narrow counter ledge inside the Member Services area and in HPER Wildermuth in the grey brochure rack at the top of the stairs leading down to the Strength & Conditioning Room.