Compiled August, 2006.
Revised January 18, 2007.
Revised June 16, 2008.
Revised August 11, 2008.
Revised August 12, 2009.
NATIONAL RANCHING HERITAGE CENTER
OPERATING POLICIES AND PROCEDURES
O.P. 1.04: Use of NRHC Grounds and Structures
Purpose: The purpose of this Operating Policy/Procedure is to provide an understanding
of the general use of the Grounds and Structures of the NRHC for university and public
education, research and entertainment purposes. The following guidelines complement,
and are to be used in conjunction with, TTU O. P. 61.02.
Review: This OP will be reviewed annually by the Special Projects Manager and/or
Executive Director. Revisions will be incorporated as amendments to this statement.
Policy/Procedure
1. These policies apply to the use of all National Ranching Heritage Center grounds and
facilities.
2. The grounds and facilities of the NRHC may be used only for university and public
educational, research, non-profit agency fundraisers and entertainment purposes. No
personal usage of facilities, equipment or grounds is permitted. This restriction applies to
all requests regardless of sponsorship as described in TTU OP 61.01.
3. Reservations and use of meeting rooms, event areas, classrooms and/or exterior open
areas may be made by university and civic groups, support groups and other non-profit
organizations as they qualify under university and NRHC policies. Specific rooms and
areas of the NRHC are designated for special events, meetings, catered meals, lectures,
symposia, etc. The NRHC will not, openly or appear to, endorse any political party or
cause, religious faith or commercial product. (TTU OP 61.01)
4. Groups that reserve NRHC space will be responsible for the care of that space during
the preparation, duration and close of an event and for cleanup afterward. Reparations for
damage to the facility through negligence or abuse will be assessed to the responsible
group. Caterers and event managers must comply with the rules and regulations
established by the NRHC and Texas Tech University. Groups or organizations
disregarding instructions given by NRHC or university personnel may be denied future
access.
5. Specific areas of the NRHC grounds have been designated for outdoor activities. The
Pitchfork Pavilion, the McLaughlin Arbor, the Campbell Patio and the Slaughter Arbor
are designated for meals. Priority use of these areas will be given to school children using
the facility. Reenactments (with or without costumes or other paraphernalia), games and
athletic activities are not permitted on NRHC grounds unless as part of an NRHC
sanctioned, institutionally approved special event.
6. All activities at the NRHC require the presence of security personnel. No
substitutions may be made for security staff, although the security staff may be
augmented with other NRHC staff if an event requires. All personnel working in a
capacity as security or in an auxiliary role, except exempt staff members, will be paid for
their work time and will be assigned to work in this capacity by the Special Projects
Manager or the Executive Director. No one is allowed to volunteer their services to serve
in a security role.
7. Vehicular traffic on the grounds of the NRHC, other than on surfaced, public access
streets, is limited to sanctioned NRHC utility vehicles. Exceptions may be during
university or NRHC activities with approval of the Special Projects Manager or
Executive Director. Public parking is permitted in designated parking lots. University
parking stickers must be displayed on staff and student vehicles.
8. Alcoholic beverages are not permitted in or on the grounds of the NRHC without
special written permission from the Office of the President.
9. Smoking and the other uses of tobacco products are not permitted in NRHC buildings,
grounds or facilities.
10. Weapons are not permitted on NRHC grounds without specific permission from the
Executive Director. Any request for authorization to bring a weapon onto NRHC
property must be coordinated through the Texas Tech Police Department and NRHC
Security including weapons used for demonstrations, history and/or educational programs
or that can be accessible to visitors. No live ammunition is allowed on NRHC grounds.
All persons handling weapons in any situation on the NRHC grounds must have
completed NRHC-sanctioned weapons safety training and must provide proof of such
training.
11. Animals are not permitted on NRHC grounds, with the exception of guide dogs and
companion service animals, without express permission from the Executive Director.
Any animal allowed on the premises must be controlled and attended at all times. These
same animals must have sufficient water and feed for the period of their presence on
NRHC grounds. The owners of the animals carry the burden of liability for any damage
or harm done by these animals and will be held responsible for injury to any structure,
human or animal. Except for service animals, animals are not allowed in any buildings of
the NRHC. The owners, or handlers, of these animals will provide transport to and from
NRHC property and will have all vaccinations or inoculations up to date for each animal
if needed. No animal will be housed or kept at the NRHC overnight.
12. Individuals, departments and registered student organizations desiring use of NRHC
facilities or grounds may be required to provide evidence of appropriate liability
insurance in accordance with recommendations from the TTUS Office of Risk
Management, the General Counsel’s Office, other university departments or the NRHC
administration.
13. Visitors to the NRHC are obligated to obey NRHC rules and regulations. Neither
visitors nor volunteers are allowed to climb on hills or structures, enter historic buildings
or handle artifacts. Research or study of structures or artifacts may be allowed to students
or faculty with prior permission by Special Projects Manager, Curator, Registrar,
Associate Director or Executive Director. Only NRHC paid staff are allowed to have
keys or key cards to locks and restricted secured areas in accordance with TTU O.P.
61.15. All historical structures are considered restricted, secured areas with controlled
access by key or electronic lock. Written explicit permission is required for all entries to
these structures and NRHC personnel must accompany the person(s) who enter said
restricted areas. Access to historic structures, NRHC locked areas or the maintenance
shop require permission for all but NRHC staff members.
14. Keys or key cards to locks or restricted secured areas of the NRHC, or any other
secure area of the NRHC site, will not be signed out, loaned, given or granted to anyone
other than NRHC staff members. Any exception is only by approval of such an action by
the Executive Director, Associate Director, Special Projects Manager, Historical
Maintenance Manager or Education Manager. Exceptions must be in writing and
presented to Security Staff upon request.
15. Ranch Hosts or other volunteers or visitors are not allowed access to, or use of NRHC
keys or key cards. Access to NRHC areas is permitted only by advance scheduling and
written approval. Only NRHC staff trained to handle artifacts may handle, move, clean,
transport or repair any NRHC or RHA artifact.
16. Charges for the rental of space at the NRHC are based on an assessment of resources,
both human and material, involved in normal use of the facilities during regular operation
hours. Tables, chairs, projection equipment, computers and public address systems are
included in rental fees. Fees are reviewed and adjusted, if necessary, annually by the
Executive Director.
17. A minimum of two security personnel are required for any use of facilities by an
outside group up to 75 people. For larger events, the number of security staff members
required will increase by a formula of one additional security person for every additional
50 people attending an event.
18. Gates will be kept closed and locked except for delivery of equipment, food, etc. for
an event. No vehicles may be parked within the historical park area without permission
from the Special Projects Manager, Historical Maintenance Manager or the Executive
Director.
19. Groups may be denied permission to use NRHC grounds based on the following
circumstances:
a. The location is inadequate for the event.
b. The event conflicts with an NRHC event.
c. A prior reservation exists for the requested space.
d. The event may substantially interfere with the normal activities of the NRHC.
e. The event may create a danger to the health and safety of guests and staff.
f. The event may damage the facilities or grounds of the NRHC.
g. The event is prohibited by law.
e. Weddings, wedding receptions, engagement or rehearsal dinners, parties,
political or religious activities are not allowed.
20. There is a limit on the amount of electrical power the NRHC can and will supply for
sound equipment, lights or equipment. 160 amp service is the maximum allowable for
electric equipment of any kind. No more than three circuits can be used for any event
electrical load. There will be additional charges for electrical work by NRHC staff if
equipment has to be direct wired to the panel or more electrical service is needed.
Electrical power needs beyond this capability will be reason to refuse a rental request.
21. Charges for rental of NRHC rooms or facilities are based on an assessment of
resources, both personnel and material, required for event completion. Rental charges are
for single uses and are as follows:
a. Anderson Room
w/Lott Patio
b. Campbell Patio
c. Pitchfork Pavilion
w/Lott Patio
d. 6666 Barn
e. McLaughlin Arbor
f. Lott Patio
$300
$400
$400
$350
$450
$500
$300
$200
Additional charges may be added if the event requires more than NRHC available
equipment. Fees are also added for reservations scheduled outside of normal hours.
Renters are required to cleanup and remove all non-NRHC materials and equipment.
Renters are required to leave the NRHC site in the same condition as when they arrive.
Caterers will provide current Health Certificates prior to access to the NRHC site if the
event is open to the public. Caterers will provide sufficient staff for clean-up and removal
of catering equipment and food, including trash.
22. Rentals for NRHC facilities are made through the Administrative Assistant. A work
order for the event is supplied to all personnel required for setup and preparation.
23. Decorations, lights, posters, decorations, etc. are not to be attached to walls, doors,
furniture, fences or structural supports without express permission of the Executive
Director.
24. Use of NRHC vehicles (maintenance vehicles, custodial vehicles, automobiles and
golf carts) is restricted to NRHC paid staff only. Visitors, guests, volunteers or anyone
not on the staff of the NRHC is strictly prohibited from using or driving said vehicles for
any purpose.