EVENT REQUEST SPORT CLUBS This Event Request must be submitted to the Sport Clubs Office for all events AT LEAST 30 DAYS PRIOR TO THE EVENT. Today’s Date ________________ I. General Information ____________________________________________ Club ____________________________________________ Name of Event ____________________________________________ Date(s) of Event ____________________________________________ Facility(s) Requested ____________________________________________ Back-up Date Doors open/Set-up time: Friday __________ (max of 1 hour prior to start time) Saturday __________ Sunday __________ Event start time: Friday __________ Saturday __________ Sunday __________ Event end time: Friday __________ Saturday __________ Sunday __________ Clean up completed by: Friday __________ Saturday __________ Sunday __________ _____________________________________________________________ Activities during the event __________________________________ Approximate total # of people involved ____________________________________________________________________________________________________ Event Coordinator: Name Phone Number Email ____________________________________________________________________________________________________ Event Co-Coordinator: Name Phone Number Email For TEAM SPORTS, how many teams will be participating? _________ For INDIVIDUAL SPORTS, approximately how many individuals will be participating? _________ Approximately how many spectators will be present? _________ Do you plan to publicize the event to prospective teams/participants? Yes No What type of event are you requesting? Check all that apply. _____ Single game/match _____ Tournament _____ State/Regional Tournament _____ National Tournament _____ Scrimmage _____ Instructional Seminar _____ Charity Event _____ Other (please describe) ____________________________________________________________________________ Attach a preliminary schedule for each day of the event to include event format, warm-up, set-up and clean-up. EVENT REQUEST SPORT CLUBS II. Equipment, Set-up and Clean-up Please indicate how many of each you need (we cannot always guarantee availability, but will do our best to obtain the following): ____Tables ____Chairs ____Coolers ____Portable Tents ____Stopwatches ____Clipboards ____Mats ____Cones ____ Megaphone ____Money bag ____Cash box ____Receipt book Additional set-up needs: ______________________________________________________________________ For outdoor field sports, make sure we have an up-to-date diagram of field Please provide us with an alternate field alignment, due to possible space constraints. Please create an attachment as needed. Event Set-up What needs to be set up prior to the event? ________________________________________________________________ What time will the club arrive to set up? _____________________ Event Clean-up The club is expected to clean-up the facility immediately after the event. Be prepared to assign club members with that responsibility. If the facility is not cleaned up, club will no longer have the privilege of hosting events. Trash Removal It is the responsibility of the host club to remove all excess trash from grounds and trash bins located within and around the event facility. All trash can be placed in the dumpster located on the WEST side of SWRC on Bledsoe Drive. III. Risk Management Athletic Trainers The Sport Club staff will request trainers for your event once the event has been approved. Minors (persons under age 18) Will minors be participating in event? Yes No If yes, you must send parental consent waivers in advance of the event. Waivers All visiting club members are required to fill out the Sport Clubs Waiver prior to participation. You may email the link, mail packets, or have waivers on site for all participants. Have all participants been notified about the above requirement? Yes No EVENT REQUEST SPORT CLUBS IV. Financial Planning Are you charging an entry fee? Yes No If Yes, What is the entry fee per team/person? _________________ Do you have a refund policy for the event? If yes, Please explain. ________________________________________________ Will entry fees be collected on site? Yes No Will donations be collected on site? Yes No Who will be in charge of writing receipts and documenting all financial transactions at the event? Name: __________________________________________________ ***It is essential that you have a written record of all financial transactions and deposit all money with the Sport Clubs Office the first business day following the event (usually Monday). This includes entry fees, t-shirt sales, etc. The office will verify your financial accounting after the event for accuracy. All checks must be made out to University of Florida, c/o club name. Do you need trophies or awards? Yes No Do you have a quote/estimate from the vendor? Yes No Are you selling/giving away t-shirts? Yes No Do you have a quote/estimate from the vendor? Yes No How many shirts are you selling or giving away? _________ Do you need to purchase/rent any other equipment for the event? Yes No If Yes, please list the equipment and quantity you need to order ________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ Are there any other purchases you anticipate (food, prizes, supplies)? ___________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ EVENT REQUEST SPORT CLUBS V. Personnel What personnel will be required for the event? List number of each that apply. Officials______ Judges______ Instructors_____ Other (please list) ____________ Will personnel be paid? Yes No If Yes, do you have payment forms at least 4 weeks prior to event date? Yes No ***I understand that if a sufficient amount of officials are not approved for payment by 2 weeks prior to event date, the event may be cancelled by the Department of Recreational Sports. I verify that the above statement has been read and understood. __________________________________________________ Signature of club representative Date What additional personnel does your club need for the event? (List number needed for those applicable.) ______University/Gainesville Police ______Athletic Trainers ______Lifeguards VI. Communication If using multiple venues, you should have a method of communication between fields (walkie-talkies, cell phones). Keep a list of cell phone and hotel room numbers in the event you need to contact visiting team captains/coaches/officers Contact visiting teams, participants and officials to let them know the following: Parking and event locations (also include where NOT to park) o DO NOT PARK in the Baughman Center lot o Provide signage for participants, spectators, and officials to let them know where to park Facility policies and procedures (No Food and Drinks in SWRC) Captain’s/Coaches Meeting times Officials meeting times Game Times Contingency Plans, in the event of inclement weather The Sport Clubs Office has prepared a VISITING CLUB GUIDE to assist in communicating a variety of helpful policies and tips. Please provide us with contact information and we would be happy to send it out. -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------I, the designated Event Coordinator for the ___________________ Club, accept all responsibility for my club in the hosting of this event as listed in this document. I understand that failure to meet the event requirements listed above may result in loss of event hosting privileges for my club in the future. Print Name: ______________________ Signed: ______________________________ Date: ___________________ Signature of Sport Clubs staff member: _____________________________________ Date: ___________________