ABAC Facilities Use Guidelines

The following general guidelines are in effect for all facilities.  Individual guidelines will be designated per facility.

• Smoking or use of tobacco in any form shall not be permitted within the facility at any time.  Smoking must be at least 25 yards from any entrance to the facility. 

• Alcoholic beverages are prohibited within the facility or on ABAC grounds at any time.

• Weapons are prohibited within the facility or on ABAC grounds at any time.

• Children under the age of 18 must be supervised at all times.

• Cost fees for use of facilities can be found in the Facilities Rates Document.

• Some facilities are available for ABAC Events only.  An ABAC Event is defined as an event that is for the benefit of and/or funded or sponsored by ABAC students, faculty, and staff and not for personal use. 

 

Athletic Fields - Baseball, Softball, Soccer

Chapel (Driggers Lecture Hall)

Classrooms

Computer Labs

Dining Hall - Main, Magnolia Room, Georgian Room

Gressette Gym

Howard Auditorium

Nickelodeon

Pavilion

Swimming Pool

Tennis Courts

Thrash Gym

ViIP Classrooms

Athletic Fields

Signs shall be erected at the intercollegiate baseball, softball and soccer fields indicating that the fields are for the exclusive use of the respective teams, except by the written permission of the ABAC Athletic Director (AD).  All other fields shall be available for use subject to the following priorities:  academic classes, practice events for ABAC intercollegiate team sports, scheduled intramural activities, ABAC students and the general public. The ABAC Athletic Director is responsible for the master scheduling of athletic fields working within the following framework:

 

Scheduling for the facilities shall be as follows:

• Academic classes:  The Chair of the Division of HPER will be responsible for scheduling the use of fields for academic classes working with the AD . 
• Intercollegiate athletics:  With input of coaches, the Athletic Director shall be responsible for scheduling fields for intercollegiate teams (practice and play).
• Intramural and recreational sports:  The Director of Recreational Sports shall be responsible for scheduling the fields for intercollegiate sports working with the AD.
• Non-academic and continuing education:  The Director of PSBO shall have the responsibility of scheduling fields for continuing educational activities working with AD.

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Chapel
(Driggers Lecture Hall)

Priority Use

 

1.  Academic events will have precedence over all events.
2.  ABAC sponsored events will take precedence over any non-ABAC related event.
3.  Other college/university events will take precedence over any non-ABAC related event.
4.  Community events with an educational focus that are non-religion specific.
5.  General public use is limited to non-religion specific:
    a.  Weddings and the wedding rehearsal
    b.   Memorials

 

Guidelines

• Wedding reservations must be made by the bride or groom at least three weeks in advance with the Abraham Baldwin Information Center.  This will avoid conflicts on the ABAC master calendar and allow for discussion of details.
• Wedding guests may park in any Abraham Baldwin parking lot on weekends and after 5 p.m., Monday-Friday.  Parking on the service road in front of the Chapel is not allowed. An ABAC Public Safety officer will be on duty. In an emergency situation, you can contact the officer at (229) 391-5060.  Please obey his/her directions.
• Non-drip candles must be used.  Persons using the Chapel are responsible for any wax or markings on furniture or tile and must leave the Chapel and furniture as found.
• Tape, or other sticky substances, is NOT to be used on any wood or glass surface.
• The piano on the main floor of the Chapel is available for use with weddings.  The piano which is covered and locked on the stage area is NOT available for use with weddings.  No candles of any kind should be placed on either piano (The second piano is on the stage area, but will be against the back wall so decorations/flowers can be placed to hide it from view.  It is NOT to be used.)
• The bride/groom is responsible for having the piano tuned, if needed.  Tuning should be done the day before or the day of the wedding.
• An organ is available for use for weddings.  The keyboard is in the balcony.
• Please do not use hymnals or other Chapel furnishings to support floral arrangements or candles.
• Potted plants must be in containers that will protect the floor from damage.
• Rice or birdseed must not be used inside the Chapel.
• The Chapel and all musical instruments inside the Chapel must be left as found.  Any damage to the Chapel or musical instruments will be charged back to the person making the reservation for the facility.
• There is no area inside the Chapel for a reception.  Receptions may be held in the Chapel Garden.  Persons using the Garden are responsible for cleaning the area and leaving it as found.
• The serving or use of alcoholic beverages by any individual or group is not permitted on the ABAC campus. 
• The Chapel is not available when the entire campus is closed.
• Heat or air conditioning in the Chapel will be turned on four (4) hours prior to the wedding and rehearsal.
• Payment for use of the Chapel is due with the conference request form at the initial booking.  To receive a refund of this payment, the Office of Public Relations must be notified of the cancellation no later than two weeks prior to the scheduled wedding date.  No payment will be refunded if the wedding is cancelled less than two weeks prior to scheduled date.
• Abraham Baldwin Agricultural College approved tuners:   Mr. Billy Marchant - 229-382-1448

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Classrooms

Guidelines

The use of campus classroom facilities should always be contingent on the needs of the academic unit.  Thus any event or use of a campus classroom should not impinge on these needs.  While classroom facilities may be used by external groups to the academic unit, it is essential that the classroom space be utilized for like purposes for which academic space was designed.  By checking the facilities schedule, and possibly double-checking with a particular building coordinator when possible, a classroom may be reserved by following guidelines set forth in this policy.

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Computer Labs and ViIP

Priority Use 
 

1.   Academic classes will take precedence over all requests. No charge.
2.  ABAC sponsored events will take precedence over non-ABAC related requests. No charge for use of the computer labs. However, if use is outside of normal business operating hours, the department must pay a currently employed lab assistant to unlock/lock/be available for assistance.  The payment of the lab assistant will be through usual student employment channels.  Regular and FWSP funds must be available to accommodate the lab assistant payroll needs.
3.  Other college/university events will take precedence over any non-ABAC related event.  No charge for use of the computer labs. However, if use is outside of normal business operating hours or assistance is needed to unlock/lock/be available for assistance, the department must pay a monitor.  The payment of the monitor will be through the requesting institution’s or outside agency’s payroll system.

 

Guidelines

• All groups under the age of 18 must be accompanied by an adult.  This person should be employed by ABAC or the visiting institution and should be in the position to take responsibility for the group. 

• Any damages will be charged to the institution or ABAC department involved.

• Monitors may be required during usage outside normal business hours.  A minimum of 4 hours usage is required in addition to the rental fee.   

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Dining Hall - Main

Guidelines

The use of campus facilities should always be contingent on the needs of the students.  Thus any event or use of a campus facility should not impinge on these needs.   Donaldson Hall is the only dining facility for students on campus.  With the increase in residential students, the need to keep this facility available for dining (breakfast, lunch and dinner) is essential.  Other than for “special events” in which alternative dining services for students can be arranged, any proposed use of Donaldson Dining Hall that impedes the preparation and presentation of student dining services should be prohibited. 

 

Except for “special events” that will be administered by committee, the determining factors for any event that takes place in the dining hall are as follows:

• Does not interfere or interrupt the normal dining hall serving hours
• Does not significantly reduce the seating capacity of the dining area
• Does not allow visitors or nonpaying patrons in dining hall during dining hours
• Does not interfere with the preparation, setup or cleanup of meals
• Does not disrupt the student dining experience

These events must have the approval of the ABAC Special Events Committee and the Cabinet.  These requests should be in writing to the cabinet at least 60 days prior to the event.  A complete explanation of the event, the benefits to the institution, students and/or public and alternative dining scenarios should be included with the request.  Any other use of the ABAC Dining Hall for functions other than serving the students or special college events must be approved by the ABAC VP of Fiscal Affairs and the Dining Hall Director.

 

The Magnolia Room may be reserved separately from the main dining hall.  See the Facilities Rates Document for charges.  The Georgian Room is available for ABAC events only.

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Gressette Gym, Thrash Gym, and Swimming Pool (Aquatic Facility)

Priority Use

Gressette and Thrash Gymnasiums and the ABAC Aquatic Facility are monitored by the Chair of the Health, Physical Education, and Recreation Division for non-athletic events and by the Athletic Director for athletic events with the following priorities for usage:

            1.      Academic classes
            2.      Athletic practices and competition
            3.      Recreational Sports
            4.      Recreational use
            5.      Campus events
            6.      Other 

• Other uses including special events, summer camps, clinics, and rental by outside groups will be scheduled through the Chair of the Health, Physical Education, and Recreation Division.    

• The ABAC Weight Room is not available for use by outside groups. 

• The swimming pool is available for ABAC events only.

 

Safety Regulations

 

• An activity sponsor must be identified with each reservation and must be present during the reserved activity.
• Users must provide insurance in the amount of $1,000,000 Commercial General Liability and realize they are responsible for their users actions and subsequent damages that may occur within the gym during their use.
• Each organization granted permission to use the facility must comply with all fire safety regulations. During hours of use, the doors at all exits must not be fastened or locked. It must be possible to open each door from the inside at all times.
• Chairs or other obstructions must not be placed in corridors, aisles or other emergency exit lanes.
• No facility shall be subjected to overcrowding or use by groups in excess of permitted capacity.
• Smoking or use of tobacco in any form shall not be permitted within the facility at any time. Smoking must be at least 25 yards from any entrance to the facility.
• No alcoholic beverages shall be permitted within the facility or on its grounds at any time.
• Weapons are prohibited within the facility and on its grounds.
• ABAC Police must be present at the facility during the scheduled event hours.
• Children/young adults must be supervised at all times.
• Injuries are to be reported immediately to on-duty faculty, coaches, and/or staff.
• The following are prohibited on facility grounds:
• Climbing on fences or buildings
• Throwing objects other than those intended for gym use. No objects may be thrown at the aquatics facility.
• Use of motorized vehicles on gym floors.
• Loitering

 

General Regulations

 

• Entrance to gym offices is prohibited.
• Concessions are operated and controlled exclusively by the ABAC Athletic Department. Requests for concessions are scheduled through the ABAC Athletic Office.
• Gym shoes with soft rubber soles must be worn on all gymnasium floors for athletic activities. Floors must be protected from any equipment brought onto them.
• No nails, screws or attachments of any kind are to be applied to walls or woodwork, nor is anything to be done which will mar or deface the building or its furnishings. All facilities must be left in the same condition as found. Clean-up/repair costs, as required, will be billed to the using organization.
• Storage space for equipment and properties is not available.
• It is the responsibility of the organization sponsors to see that their group is confined to the assigned area.
• Vehicles must be parked in designated parking areas only. No parking in driveways or on grass is permitted.
• Bleachers must be at full extension. Bleachers are damaged when they are pulled out partially and bear weight. When bleachers are closed, they are not intended for use. No running, jumping, or climbing is permitted on the bleachers.
• Gym floors must be covered for non-athletic use for protection. Athletic events are not permitted while the floor covering is in place.
• Bicycles, skateboards, roller skates, and in-line skates are prohibited in both gyms and at the aquatics facility.
• Animals or pets of any kind are not permitted. Exceptions will include guide dogs for the visually impaired that have authorized access.
• Rules for the aquatics facility are posted at several sites within the facility. Failure to abide by aquatic rules will result in termination of the activity.

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Howard Auditorium

Priority Use

1.  ABAC Performing Arts Faculty
2.  Other Official ABAC Users
3.  Other educational institutions or groups
4.  Non-school or community organizations

Guidelines

1. The auditorium is booked by contacting the ABAC Information Center and completing the required form which includes a list of rehearsal and performance times and special instructions.
2. The event will not be scheduled unless all information is provided to the ABAC Information Center by the stipulated deadline.
3. Regardless of the type of event, monitor/technician fees are required for set-up, rehearsals and the actual event.  Monitors/technicians will be responsible for assisting with sound and lighting, ensuing that the facility is being used according to contract, and ensuring the physical security of the auditorium following the event. 
4. Security fees may be required per performance.  The need for public safety personnel will be determined  on an event by event basis.
5. In the event the booking date is canceled by User more than thirty (30) days prior to booking date, ABAC will refund the deposit to User.  If User cancels booking date within thirty (30) days of the booking date the deposit shall be forfeited to ABAC.
6. The User agrees to insure that no nails, staples, brads, tape or other things shall be driven or marked on any portion of the auditorium, and no changes, alterations, repairs, staining, or anything that would change the finish appearance or contours of Howard Auditorium will be permitted without the written consent of the ABAC Vice President of Fiscal Affairs.  The use of rubberized mats for cord safety is suggested and encouraged.
7. User agrees to insure that no vehicles shall be parked adjacent to any exit doors.  All vehicles should park in the main lot west of the building.  The only vehicles allowed behind the auditorium should be those required to move equipment in and out of the building.  Those vehicles must be parked in a manner which does not obstruct access to any fire safety equipment.
8. User agrees to insure that all exit doors shall remain unlocked for the duration of the use of the facility. No standing, loitering or obstruction of any kind will be permitted in or near the exit doors, sidewalks, passageways, halls, stairways or aisles.
9. User, at termination of booking date, shall return premises and furniture props, equipment and fixture used in connection therewith to board in as good condition as when turned over to User, normal wear and tear excepted.  User agrees to repair or replace items stated above if not returned in same condition as User received said items.  Furthermore, User agrees to assume all risk of damage to and loss by theft or otherwise of building fixtures, appliances and property of the
10. User or User's exhibitors, contestants and those contracting with User as well as employees thereof, and ABAC  is hereby expressly released and discharged from any and all liability for any such loss.
11. The User agrees to insure that the event is not allowed to exceed total seating capacity of 330.
12. The User shall not have the right to assign this agreement or any rights hereunder nor to sublet said premises.
13. There will be no drinks, food, tobacco products or gum allowed in the Auditorium. 
14. ABAC reserves all radio and television broadcast rights with no exceptions unless specified.
15. User assumes all costs arising from use of copyrighted materials, equipment, devices, processes and dramatic rights including music rights resulting from events.   
16. User agrees to hold blameless ABAC from damage expenses in law on account of patented, copyrighted or trademarked materials used.ABAC is required by judgment of the United States District Court to operate its auditorium without discrimination based on race or color and User must comply therewith. User agrees that performers, agents and employees shall not conduct themselves so to excite patrons to participate in show or leave their seats to create hazardous situations. 
17. No souvenirs or items that lend themselves to being thrown shall be sold or given away. 
18. Music or program to stop 3/4 hour before expiration time of contract.  Building must be cleared when contract expires or an additional rental will apply.
19. Time is of the essence in this agreement.  If signed contract and deposit is not returned within fourteen (14) days of execution date, this contract is considered void and date may be given to someone else.

Sound and Lighting

 

Lighting and sound needs may require the use of a technician.  If so, this is an additional cost.  The lighting and sound requirements shown below will determine if a technician will be required.

 

Lighting Requirements
□ This is a special theatrical lighting type application which will require a technician.
□ Technician is required to attend rehearsals as well as performances.
□ General stage wash is all that is needed.
□ No lighting technician is needed.

 

Sound Requirements
□ A sound system suitable for speech and background music only is required.
□ A sound system capable of producing a concert level of sound is required.
□ A sound system with a monitor console for multiple individual mixes is required.
□ Fewer than two mixers for monitors are required.
□ Wireless microphones (lapel or handheld) are required.
□ A sound system or technician will not be needed.

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Nickelodeon

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Pavilion

Priority Use

 

ABAC Events only

 

Guidelines

 

• Fires are not allowed.
• Public Restrooms are not available (Restrooms are not available at ABAC Lakeside.).
• If the Pavilion is used at night, lights should be turned out.
• Water should be turned off.
• No swimming
• No wading
• Trash should be left in the trash bin or large receptacle.
• All decorations (ribbon, string, tape, etc.) should be removed before departing.
• Fishing is permitted with a Fishing Pass.  Fishing Passes are to be obtained from the Division of Agriculture and Forest Resources.
• Vehicles are restricted to the designated parking area.
• A reservation notification sheet will be placed at the Pavilion on the date of all reservations.  This sheet will indicate the person(s) reserving the Pavilion and the reserved time.

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Tennis Courts

Priority Use

1.  ABAC Classes
2.  ABAC Tennis Teams
3.  ABAC Continuing Education
4.  ABAC Faculty, Staff and Students
5.  ABAC Tennis Booster Club members
6.  Community

 

Guidelines

• Any outside individual or group renting/reserving the facility should leave two of the twelve courts available for students.  (10 max courts can only be rented)

• All groups desiring to rent/reserve facility should contact the ABAC Athletic Director/Division Secretary.

• No outside entity should utilize the facility in a business capacity.

• Bicycles, skateboards, roller skates, and in-line skates are prohibited on courts.

• Animals or pets of any kind are not permitted. Exceptions will include guide dogs for the visually impaired that have authorized access.

• Smoking or use of tobacco in any form shall not be permitted within the facility at any time.  Smoking must be at least 25 yards from any entrance to the facility.

   

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Approved:  October 2007