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Special Events

 

 

Event Policies  |  Room Pricing  |  Auxiliary Service Pricing  |  Equipment Rental Pricing  |  Rec Floor Plan Map  |  Meeting & Special Event Request Form

 

Event Policies

 

Facility Rental Guidelines


General Information

The Rec (Vanderbilt Recreation and Wellness Center) facility rentals & special events are available for Registered Student Organizations (RSOs) through AnchorLink, University departments, and Non-Vanderbilt individuals and/or groups (including Vanderbilt University Medical Center). Many groups look to The Rec to rent space and hold their special events for the space availability, variety, and quality of both indoor and outdoor facilities, as well as the professionalism and quality of service taken in the planning and implementation for their event. These policies and procedures have been created for use in all The Rec facilities. The Rec Events Staff reserves the right to alter and/or amend the policies and procedures with or without notification. The Rec Events Staff shall determine all matters not expressly covered by the following policies and procedures.

 

Scheduling Philosophy

The Rec is designed to support the recreational sports and fitness needs of the campus community. The focus of the building is to accommodate active participation in drop-in recreation, structured sports, and fitness programs. Students are recognized as the principal members of the facility and their recreational needs receive priority. The intent of The Rec is to provide maximum opportunities for student interaction in a recreational setting, however, if scheduling conflicts arise, Vanderbilt Athletics & all Rec programing take precedence.

To support this philosophy, the following guidelines will be used when determining priority of space reservations for The Rec:

  • Vanderbilt Athletics & Recreation programming (Intramurals, Club Sports, Fitness Programming, etc.)
  • Informal (drop-in) recreation
  • Vanderbilt Registered Student Organizations (RSOs)
  • Vanderbilt University Departments
  • Non-Vanderbilt groups (including VUMC)

The reservation of any Rec space(s) are at the discretion of The Rec Events Staff and does not always guarantee the ability of facility space to be reserved. All activities in The Rec shall be appropriate to the facility and have appropriate supervision.

 

The Rec Hours of Operation

General

Hours of operation are based on standard hours during the academic term. Hours may be subject to change based on event schedules. Facilities can be opened beyond the set time for events, but an hourly fee may be incurred.

Rec Events Office Hours

Monday – Thursday 
8 a.m. – 6 p.m.

Friday
8 a.m. – 4 p.m.

 

Facility Hours

All facilities are open seven days a week, during academic periods with use of a valid Commodore Card. The following hours indicate when the facilities will be available. For summer and other facility hours, please visit our website for full details.

Monday through Friday
5 a.m. – 11 p.m.

Saturday
8 a.m. – 8 p.m.

Sunday 
Noon – 11 p.m.

 

Available Regular Event Hours

Monday – Saturday 
8 a.m. – 11 p.m.

Sunday
Noon – 11 p.m.

*Events may load-in as early as 8 a.m. and have until 11 p.m. to load-out. Please let The Rec Events Staff know how early you will need access to any of the facilities for events. Times outside of the above load-in hours can incur extra charges.

**The Rec is open to all types of events, including overnight lock-ins. For further information about these types of events, please contact The Rec Events Staff at recevents@vanderbilt.edu.

 

Special Hours

During breaks in the academic term and between the end of final exams in the Spring and the first day of class in the Fall, The Rec facilities will be open Monday to Friday from 5 a.m. – 9 p.m., Saturday from 8 a.m. – 5 p.m., and Sunday from Noon – 5 p.m. unless otherwise posted at each individual facility. All special facility hours will be posted at least one week in advance. Unless a special program is scheduled, The Rec will be closed on Memorial Day, Independence Day, Thanksgiving (Thursday – Friday), and Winter Break. For a full list of University closures, please visit the University Official Holidays/Closings calendar.

 

Community Code of Conduct Policies

Our mission is to encourage lifelong learning, develop healthy lifestyles, foster leadership, instill an appreciation of diverse communities, and enhance interpersonal relationships. We accomplish this by providing quality facilities and intentional, educational, and enjoyable programming focused towards Vanderbilt students, faculty, staff, and the greater Nashville community.

As The Rec is intended to be used by students, faculty, staff, guests of the University and participants in authorized on-campus activities, all published University and Vanderbilt Recreation and Wellness Center policies, regulations, and guidelines, as well as all local, state and federal laws must be obeyed. Violation of these procedures by the group may result in the loss of scheduling privileges where specific violations occurred or in all of The Rec facilities.

 

Facility Rental Procedures (Special Events)

Any party requesting event space must first fill out and submit a Meeting & Special Event Request Form at our website. All requests must be submitted at least two weeks from the date of the event in order to receive priority consideration. Our Rec Events Staff will work with groups requesting space on a short notice basis, however, space is not completely guaranteed. You will receive a response within 2 business days in regards to any additional questions/concerns about your event.


NOTE: Vanderbilt Registered Student Organizations (RSOs) must receive an approval signature from the Office of Student Life & Leadership before their application will be considered. *Please Note: Completion of the Meeting & Special Event Request Form does NOT guarantee approval to conduct the event.

 

The following criteria must be met in order for The Rec Events Staff to grant event approval:

  1. Facility is available on the date requested.
  2. Event complies with all applicable University policies, procedures, rules and regulations including but not limited to use of Alcohol and Drugs, Non-Discrimination, Use of Facilities, Open Expression Guidelines, Protection of Minors, and Code of Student Conduct.
  3. Event is manageable based on standards set forth by The Rec and when applicable Facilities & Plant Operations, the Vanderbilt Police Department, and the Office of Risk Management.

 

An Event Facility Rental Agreement will be sent to the main contact of the event via Adobe Sign after receipt of a completed Meeting & Special Event Request Form sent to the Rec Events Staff. The facility rental agreement will only be sent to the main contact after the stipulations in step 2 have been approved to ensure all parties are aware of the scope of the event & the terms of the agreement. The Rec Events Staff can opt to require an in-person meeting to be completed at least 14 days in advance of the event.

  • A signed facility agreement (Registered Student Organizations & Non-Vanderbilt groups) and a 50% deposit must be submitted at least one week in advance of the event to confirm the reservation. If an agreement and monies are not received within the timeframe above, The Rec Events Staff cannot guarantee space availability.
  • A Certificate of Liability Insurance must be submitted at least 3 days before the event.
  • Full payment must be received at least three business days before the date of the event. The date of your payments will be included on the Event Facility Agreement.
  • The Rec reserves the right to hold organizations financially responsible for any damages or harm to the space(s) resulting from the organization’s use.
  • University Departments and registered student organizations (RSOs) shall not use their privileges to access space, resources or services and “front” for a non-university group or commercial entity in order to avoid fees or receive reduced fees. All instances of “fronting” for off-campus groups or commercial entities will result in an adjustment of all related fees to appropriate rate category.


NOTE: Reservations can be made up to one semester in advance for most activities.

 

Insurance Requirements

In order to host any event at The Rec, all Registered Student Organizations and Non-Vanderbilt groups must provide proof of insurance or an event insurance certification. Event insurance information for Student Organizations can be obtained at the Office of Student Life & Leadership site.

Certificate Holder Information: 
Vanderbilt University 
Attn: Vanderbilt Recreation and Wellness Center 
2700 Children’s Way 
Nashville, Tennessee 37212
615.343.6627

 

Event Details

All final decisions on event setups, audio/visual, and all other equipment and services must be communicated at least ten (10) business days in advance of the event start date, before full payment is made. Requests made less than ten (10) business days prior to the event start date may not be possible to accommodate and, if the request is possible to accommodate, may be subject to additional fees. Any changes in event details that are communicated after the set is complete are subject to a substantial reset fee.

Note: Room rates are for facility usage only and do not include additional equipment, supplies, staffing, etc.

Arrangements

After a room has been reserved, food & beverage service, audio-visual requests, and other arrangements may be made and are subject to pre-approval by the Rec Events Staff.

Room Configurations

Coordination with The Rec Events Staff are required for all event set-ups, tear downs, and housekeeping. All room re-configurations or specific room set-ups should be given to The Rec Events Staff in advance of the requested event. Please provide room re-configurations/set-ups at least ten (10) days in advance of the event.

Audio-Visual

Certain facilities in The Rec have in-house AV equipment. Arrangements for the use of AV equipment must be finalized ten (10) business days prior to events in event spaces and five (5) business days prior for meeting spaces. Groups are not allowed to bring in AV equipment The Rec already has in-house. Please contact The Rec Events Staff for more information on what AV equipment is available.

Sound amplification equipment may not be used except in specified areas. All other exceptions must be approved by The Rec Associate Director of Events or their designee. Sound amplification may require a technician.

Security

The Rec reserves the right to require fire, police, or other security personnel for events in or on the premises of The Rec and surrounding spaces to be paid for by the Customer. The need shall be determined based on the time, place, and type of event. Security personnel may also be provided at the request of the sponsoring organization. Events requiring security coverage will not be permitted if adequate security is unavailable. The group sponsoring the event is responsible for all applicable security charges. No security may be provided from agencies outside of the Vanderbilt University Police Department or their designee.

Vendors

The Rec reserves the right to approve any and all outside vendors for event support. Please consult with your event manager prior to contracting with any outside vendor.

Animals

Only service animals – guide dogs, signal dogs, or other animals individually trained to provide assistance to a person with a disability – and law enforcement animals are permitted in any of The Rec. The Rec Associate Director of Events or their designee must approve animals requested for presence in meetings and events.

Capacity

At any scheduled event where fire capacity is exceeded the group shall be required to take immediate measures to become compliant or the event may be suspended or closed down.

Emergencies

In the event of an emergency during an event, The Rec will follow the proper procedures outlined in the Student Center emergency manual. Each Student Center has a specific and individual Emergency Operation Plan. All building occupants are expected to follow all instructions given to them by the Student Centers staff.

Weather Policy

Inclement Weather: The Rec reserves the right to close the field during inclement weather without prior notice. Always have an alternative site and check the weather daily. 

Lightning: When lightning comes within a 12 miles of the field or pool (in any direction) a designated on-site monitor notifies the on-field officials or lifeguards, but play continues. When lightning is within an 8 mile radius of the field or pool, all play is suspended with a delay lasting for 30 minutes. If another strike were to happen within the 30 minute delay, the delay starts over from the time of the last strike.

 

Parking Details

The fee for the use of the facilities does NOT include parking on University property. All groups are responsible for compliance with the University’s parking requirements; including, but not limited to, payment of parking fees. Pre-purchased day parking passes can be handled by The Rec Events Staff upon request and added to your contract.

Event Parking

Parking is available on campus for events. In most cases charges will apply. The fees associated with parking will depend on the location and time of the event as well as the number of parking spaces requested. For more information on event parking please contact your event manager. Please note that reserved parking is not guaranteed Monday – Friday before 6 p.m.

Visitor Parking

Visitor parking is available across campus. For more information on the location of visitor parking please click here.

Handicap Parking

Handicap parking is available across campus. A visitor with a state-issued handicap placard may park in any metered space on campus for free. If you have additional questions about parking for a special needs visitor, or if you would like to reserve handicap parking for an event, please contact The Rec Events Staff at recevents@vanderbilt.edu.

Electric Vehicle (EV) Parking

EV charging stations are available across campus. Please view this map for specific locations and details.

 

Food, Beverages, & Tobacco

All food and beverages must be arranged through the Rec Events Staff, unless previously used/agreed upon otherwise by The Rec. In such event, proper permits or other necessary documentation must be acquired through Vanderbilt Environmental Health & Safety. No groups shall drink or consume any alcoholic beverage, or possess an alcoholic beverage in an open container, on University property out of doors, except at an event or activity sponsored by the University at which the Designated University Official has approved the consumption of alcoholic beverages. Water may be consumed in specified areas as long as it is contained in a spill-proof, unbreakable, re-sealable container. Litter should be properly disposed of in trash receptacles. Vanderbilt University is a smoke-free campus. Smoking is prohibited in all buildings on campus, including the Student Centers, and on the grounds of the campus with the exception of designated  outdoor smoking areas .

General Guidelines

After the appropriate facility has been reserved, food, beverage and alcohol arrangements may be made. All food, beverage and alcohol arrangements are the responsibility of the group reserving the space.

Catering

Events hosted at The Rec are not required to have a specific caterer, however, some rooms have special catering guidelines. The Rec Events Staff requires that all catering setups and needs be discussed in advance with The Rec Events Staff and your caterer.

Alcohol Policy

Alcohol is not permitted on The Rec premises and will not be approved for any event for any reason. No exceptions.

 

Decorations, Exhibits, and Displays

This section covers the policies and procedures related to decorations, exhibits and displays as they relate to meetings and events. For information on general advertising and posting information in The Rec, contact The Rec Events Staff at recevents@vanderbilt.edu.

Timeline

Decorating and posting limitations must be discussed an approved with The Rec two (2) weeks prior to an event. For short notice special event reservations, The Rec Events Staff will work with groups requesting space on a short notice basis, however, approval is not completely guaranteed.

Limitations

No tape, glue, tacks or nails are permitted on the walls, doors, floors, ceilings, glass, woodwork, draperies, moveable walls, or any painted surface of any of The Rec facilities. Groups that cause damage to the any of these surfaces by taping or adhering will be held responsible for the cost of the repair.

  • Decorations, exhibits, or displays must not block or obstruct doorways, hallways, corridors, staircases and fire exits.
  • Light bulbs may not be placed where heat from the bulbs might create a fire hazard. Approval for special effects equipment (such as smoke, fog and fire machines, sparklers, etc.) must be cleared by The Rec Associate Director of Events or their designee.
  • Banners and displays (including centerpieces) made with flammable materials may be used only where no danger of fire exists, as determined by The Rec.
  • Candles are permitted in The Rec given that the candle is enclosed in glass and that the flame is entirely contained with the glass container (no part of the flame should reach above the top of the container).
  • Restricted materials include hay, sand weights, confetti, rice, dance wax, powder, glitter, or similar materials. Groups will be assessed a fee for any extensive clean-up.

Set-Up

Groups utilizing decorations, exhibits or displays must arrange for labor to set-up and remove the materials (when applicable). If a ladder is required, groups will either need to sign a liability release OR request to pay for The Rec Events Staff to assist. If an aerial lift is required, groups will need to show proof of licensing to operate the lift and sign a liability release OR request and pay for The Rec Events Staff to assist.

Removal

Decorations, exhibits and displays must be removed immediately following the event or activity, unless other arrangements have been approved by The Rec Events Staff. Disposal of unwanted materials is the responsibility of the group and additional fees will be assessed for extensive clean-up.

Lost or Stolen Items

The Rec will not be held responsible for the loss of any materials, displays, gifts, favors or other items left in any of The Rec facilities.

Special Needs/Requests

Any special needs or requests for decorations, exhibits or displays beyond the scope of this policy must be approved by The Rec Events Staff.

 

Billing and Cancellations

Financial Responsibility

The group reserving The Rec space will be held financially responsible for any charges related to the meeting or event scheduled, including any special clean-up, maintenance, or repair, resulting from a meeting, event or activity.

Meeting & Event Charges

All meeting and event charges, including any deposits and invoices, are processed through The Rec. All payments are charged the month the meeting or event occurs.

Vanderbilt University Departments and/or Registered Student Organizations (RSOs) Event Charges

Get in contact with your FUM for a chart of account. COA must be given 2 weeks prior to event.

Event Quotes

For large scale events it is recommended that organizations and departments get a quote from The Rec Events Staff. All quotes are estimates only and charges may change based on event needs.

Cancellations

If circumstances arise that a meeting or event will not be taking place, please follow the prescribed cancellation policy based on the type of reservation. By canceling, the space will then be available for use by another group. By cancelling a reservation groups may still be responsible for charges related to the meeting or event. All cancellations should be communicated to your event manager or The Rec Events Staff.

Meetings (reservations for meeting spaces) that are to be canceled should be received at least 24 business hours in advance of the scheduled meeting.

Events (reservations for event spaces) that are to be canceled should be received at least 10 business days in advance of the scheduled event.

Failure to observe the cancellation deadlines will result in charges for services associated with the reservation (housekeeping, setup, production services, rentals, etc.).

No Shows

If a group reserves a space but does not show up for the meeting or event, the full invoice will be charged, and additional penalties may be assessed. The Rec reserves the right to cancel facility or event reservation at any time if such cancellation is deemed by The Rec to be in its best interest or if the group fails to comply with the terms and conditions of their contract. The Rec may also cancel if, in the judgement of The Rec Events Staff, a combination of inclement weather and the group’s event would damage University property.

 

Protection of Minors

Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Outreach, service, and care for the community through academic programs, athletic camps, service projects, summer camps, specialty camps, health service, outreach programs, intern/observer experiences, and other activities is a vital part of who we are. As we carry out these missions, the protection of minors on our campus and in our programs is a priority. In 2012, the Chancellor commissioned a multi-disciplinary committee whose work resulted in the Protection of Minors policy. This policy includes:

  • Provisions for background clearance checks of individuals who are interacting with minor participants in Vanderbilt programs and operations;
  • Training and education provisions to include child abuse/child sexual abuse awareness, characteristics of offenders and red flag behaviors, and behavioral indicators of abused children;
  • Codes of Conduct when interacting with minors; 
  • External and internal mandatory reporting requirements, and
  • Language establishing administration of an inventory system to document Vanderbilt programs and personnel who interact with minors, available to program administrators through the Protection of Minors Web Application tool.

As the administrator of the Protection of Minors policy, the Office of Risk and Insurance Management will:

  • Facilitate program registration, event documentation, and affiliated personnel compliance through the Protection of Minors Web Application.
  • Maintain a database of individuals who have met the requirements of the Protection of Minors Policy;
  • Provide resources for training and education, such as best practice guidelines, and checklists for programs;
  • Work with organizations and departments to assist with policy compliance;
  • Provide guidance on creating University Participation Agreements to be completed by the parent/guardians of minor participants.
  • Provide resources to and monitor feedback from programs affected by the Policy; and
  • Provide a point of contact for any allegation of inappropriate behavior with minors.

Additional information regarding the policy, registration of programs and individuals (faculty, staff, students, volunteers) working with minors, and education may be found by clicking here. Also feel free to contact us directly at 615-322-5155 or protectionofminors@vanderbilt.edu.

State of Tennessee Child Abuse Hotline: l-877-237-0004, online at  https://apps.tn.gov/carat/ .

Vanderbilt University Compliance Hotline information:  http://www.vanderbilt.edu/compliance/  . 

 

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Room Pricing

PLEASE NOTE: All room pricing listed in the table below is represented as a per hour rate, not to include any auxiliary services or equipment rental requests made in addition to room reservation requests

 

Indoor Field House Rates

Registered Student Organizations

Vanderbilt University Departments

Non-Vanderbilt Organization
(including Vanderbilt University Medical Center)

Indoor Field House - Full

$0

$300

$500

Patton Field - Full

$0

$100

$200

Patton Field - Quarter

$0

$25

$50

Patton Field - Half

$0

$50

$100

Frist Track - Full

$0

$150

$150

Frist Track - Single Lane

$0

$25

$75

Field House Balcony

$0

$50

$50

SEC Johnson Lobby

$0

$50

$75


Outdoor Space Rates

Registered Student Organizations

Vanderbilt University Departments

Non-Vanderbilt Organization
(including Vanderbilt University Medical Center)

 Outdoor Field - Grass

$20

$60

 $110

 Outdoor Field - Turf

 $20

$60

$110

Outdoor Volleyball Court

$20

$40

$40

Outdoor Basketball Court

$20

$40

$40

Outdoor Patio

$20

$40

$40


Indoor Court Space Rates

Registered Student Organizations

Vanderbilt University Departments

Non-Vanderbilt Organization
(including Vanderbilt University Medical Center)

Main Gym Court - Single

$0

$40

$80

Main Gym Court - Full

$0

 $120

 $240

 Auxiliary Gym Court

$0

 $40

 $80

 Racquetball Court(s)

$0

$20

$40

 Squash Court(s)

$0

$20

$40


Specialty Space Rates

Registered Student Organizations

Vanderbilt University Departments

Non-Vanderbilt Organization
(including Vanderbilt University Medical Center)

Climbing Wall

$0

$40

$80

Main Hallway

$0

$40

$80

Lounge

$0

$25

$50

Bowling Alley - Single Lane*
(shoe rental included)

$25

$25

$25

Bowing Alley - Full*
(shoe rental included)

$100

$100

$100

*The Bowling Alley (single lanes or the full alley) will not be rented for any event that includes minors (persons under the age of 18 years old) for any reason. No exceptions.


Studio Space Rates

Registered Student Organizations

Vanderbilt University Departments

Non-Vanderbilt Organization
(including Vanderbilt University Medical Center)

Studio A

$0

$40

$65

Studio B - Half

$0

 $20

$30

Studio B - Full

$0

$40

$65

 Studio C - Half

$0

 $30

$40

 Studio C - Full

$0

$50

$65

Studio D

$0

;$40

$65


Multi-Purpose Space Rates

Registered Student Organizations

Vanderbilt University Departments

Non-Vanderbilt Organization
(including Vanderbilt University Medical Center)

West Multi-Purpose Room - Half

$0

$40

$80

West Multi-Purpose Room - Full

$0

$80

$120

East Multi-Purpose Room - Half

$0

$40

$80

East Multi-Purpose Room - Full

$0

$80

$120


Teaching Kitchen Rates

Registered Student Organizations

Vanderbilt University Departments

Non-Vanderbilt Organization
(including Vanderbilt University Medical Center)

Teaching Kitchen - Kitchen Only

$20

$20

$40

Teaching Kitchen Classroom

$40

$40

$60

Teaching Kitchen - Full

$60

$60

$100


Natatorium (Pool) Rates

Registered Student Organizations

Vanderbilt University Departments

Non-Vanderbilt Organization
(including Vanderbilt University Medical Center)

Pool - Single Lane

$15

$20

$25

Pool - Shallow End

$30

$40

$50

Pool - Full

$250

$300

$375

 

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Auxiliary Service Pricing

PLEASE NOTE: All auxiliary services listed in the table below may be required based on the expected event attendance. For more information, please email us at recevents@vanderbilt.edu

 

Auxiliary Service

Rental Rate

Notes

Extra Lifeguard(s)

$20

per hour, per lifeguard

Extra Climbing Wall Staff

$35 

per hour, per staff member

Extra Bowling Alley Staff

$20

per hour, per staff member

Set Up & Tear Down Staff

 $20

per hour, per staff member

Table(s)

 $8

per piece

Chair(s)

 $1

per piece

Portable Sound System

$50

per unit

In Room Audio/Video

$20 

 per event

Stage

$15

first 3 pieces

Stage (additional pieces)

$5

per piece

Housekeeping

$30 

per hour 

Indoor Field House Video Board

 $300

 per event

Indoor Field House Wireless Microphone

 $50

per day 

Plant Operations Delivery Fee

 $50

includes delivery & pickup, not to include equipment rental rate 

Plant Operations Equipment Rental

Various

Depends on the piece requested

Gym Floor Tarp Covering

$600

Depends on the kind of event & space to be used

 

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Equipment Rental Pricing

 

Equipment for Rent

Rental Rate

Notes

Cornhole Board(s)

$10

per set

Spike Ball Kit(s)

$10 

per set

Ladderball Kit

$10

per set

Volleyball Set(s)

 $10

per set

Football(s)

 $2

per piece

Basketball(s)

 $2

per piece

Soccer Ball(s)

$2

per piece

Volleyball(s)

$2

 per piece

Frisbee(s)

$2

per piece

Yoga Mat(s)

$25

for 20 mats

Portable Soccer Goal(s)

$10 

per set 

Dodgeball(s)

 $10

 for 10 balls

Kickball(s)

 $2

per piece 

 

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Rec Floor Plan Map

 floor plan

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Meeting & Special Event Request Form

 

 

 

 

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