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CampusRecreation

ElamCenterFacilityManual

2019-2020

Revised 6/7/19

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Table of Contents Section 1 – Organizational Structure 4 1.1 – Introduction 1.2 – Vision 1.3 – Mission 1.4 – Core Values 1.5 – Directory Section 2 – Admittance and Membership 6 2.1 – General Policy 2.2 – Guest Policy 2.3 – Membership 2.4 – Membership Fee 2.5 – Statement of Responsibility Section 3 – Facility Policies and Procedures 9 3.1 – General rules and regulations 3.2 – Accident/Injuries 3.3 – Activity Areas 3.3.1 – Dance Studio 3.3.2 – Elam Arena 3.3.3 – Field House Gym 3.3.4 – Gymnastics (Blue) Room 3.3.5 – Intramural Fields 3.3.6 – Multipurpose Room 3.3.7 -- Pool 3.3.8 – Racquetball/Wallyball Courts 3.3.9 – Walk/Jog Balcony 3.3.10 – Weight Room: Fieldhouse 3.4 – Architectural Standards 3.5 – Building Security 3.6 – Communication 3.7 – Elevator 3.8 – Equipment 3.9 – Hours of Operation 3.10 – Facility Allocation Priority and Scheduling 3.11 – Hanging of Banners, Signs, and Pictures 3.12 – Laundry Room 3.13 – Lost and Found 3.14 – Maintenance and Repairs 3.15 – Office Care 3.16 – Parking 3.17 – Questions and Concerns 3.18 – Rec. Check 3.19 – Score Board Equipment 3.20 – Securing of Offices 3.21 – Sound Systems

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Section 4 – Facility Rental/Reservation Policy 21 4.1 – Event Classification and Organization Sponsor 4.2 – Rental/Reservation Procedures 4.3 – Food Service 4.4 – General Rental Guidelines 4.5 – Student Organization Rental 4.6 – Reservation Cancellation Policy 4.7 – Facility Usage Fees 4.8 – Fee Discounts and Waivers 4.9 – Flyers, Posters, and Signage 4.10 – Decorations 4.11 – Load-in/out 4.12 – Questions/Concerns Section 5 – Emergency Action Plans 29 5.1 – Bomb Threat 5.2 – Earthquake 5.3 – Emergency Call Box 5.4 – Fights 5.5 – Fire 5.6 – First Aid Kits 5.7 – Injury or Illness 5.8 – Missing/Lost Child 5.9 – Power Failure 5.10 – Tornado 5.10.1 – Large Event Announcement

5.10.2 – Small Event Diagram (Arena) 5.10.3 – Small Event Diagram (1st Floor) 5.11 – Thunder and Lightning 5.12 – Unsafe Conditions (Maintenance Repairs) Section 6 – Fitness Trail 39 6.1 – Policy and Procedures 6.2 - Races

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Section 1 …………………………………………………….……..ORGANIZATIONAL STRUCTURE 1.1 Introduction

The Elam Users Committee, a conglomerate Committee of Athletics, Campus Recreation, Physical Plant, and Health and Human Performance, represents the global interest of their departments and the University in all matters pertaining to the Elam Center. The information provided in this manual will assist in answering questions pertaining to various membership options, facility policies, procedures, general rules for specific activity areas, rental/reservation policies, and emergency action plans. 1.2 Vision

The Elam Users Committee promotes the education and pursuit of a healthy lifestyle that incorporates sport, fitness, and leisure activities to enhance the total collegiate experience for the student body.

1.3 Mission

The Elam Users Committee is committed to creating and sustaining a culture that recognizes and values diversity and encourages respect, understanding, and appreciation of individual and group differences. We are committed to gender equity in all policies and procedures and work to ensure the equitable and fair treatment of all our patrons. 1.4 Core Values

In striving to meet the vision and mission of the Users Committee, the Office of Campus Recreation, Department of Athletics, Physical Plant, and the Department of Health and Human Performance is committed to:

• Patrons – We are resolved to represent the combined interest of The University of Tennessee at Martin’s students, faculty, staff, the surrounding community, and guests.

• Service Excellence - We strive to provide service that exceeds patron’s expectations at all times.

• Student Leadership Development - We will provide students the opportunity to learn skills that prepare them for a lifetime of success and leadership.

• Integrity - We are committed to professionalism, ethical behaviors, and courtesy in our actions.

• Safety - We will make sure all programs and facilities provide a safe environment for all. • Enthusiasm - We will be passionate about our work and actively engage our patrons. • Diversity - We will create an environment that challenges students to explore, respect

individuality, and cultural diversity. 1.5 Directory

Athletics

Web Address http://www.utmsports.com/ Athletics Main Office 731-881-7660 Athletics Main Office Fax 731-881-7962 Athletic Communications 731-881-7630

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Athletic Marketing 731-881-7664 Baseball Office 731-881-7337 Men’s Basketball Office 731-881-7684 Women’s Basketball office 731-881-7681 Cross-Country Office 731-881-7930 Football Office 731-881-7670 Men’s Golf Office 731-881-7665 Rifle Office 731-881-7586 Women’s Soccer Office 731-881-7931 Softball Office 731-881-7162 Tennis Office 731-881-7683 Volleyball Office 731-881-7332 Women’s Equestrian 731-881-7273 Athletic Training Office 731-881-7679 Ticket Information 731-881-7207 Campus Recreation

Web Address http://www.utm.edu/departments/campusrec/ Aquatics 731-881-7718 Elam Center Rec. Check 731-881-3744 Elam Center Facility Manager 731-881-3754 Elam Fax 731-881-7799 Health and Human Performance

Web Address http://www.utm.edu/departments/hhp/ HHP Main Office 731-881-7310 HHP Main Office Fax 731-881-7319 Section 2 ……………………………………………….………………Admittance and Membership

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2.1 General Policy

• The Elam Center is for the use of UT Martin students, Department of Health and Human Performance, Athletics Department, and other authorized members of the University community.

• A valid student ID, faculty/staff ID, retiree ID, community membership card, guest pass, or complimentary pass is required for admittance into the facility.

• Students, faculty, staff, and cardholders of the Elam Center who forget their Skyhawk ID or membership card will not be admitted into the facility.

• All participants are required to carry their I.D. or membership card with them at all times while using the facility. Only the identification cards mentioned above will be accepted as valid.

• Skyhawk ID’s and membership cards are not transferable and may be used ONLY by their owners.

• Guests must pay a $5 guest fee: See Section 2.2. • An adult must accompany participants under the age of 16 at all times. • Any questions involving fees or eligible participant policies should be brought to the

attention of the Facility Manager.

Please Note: If an individual attempts to use an ID other than his/her own, the ID will be confiscated and sent to the Skyhawk Card office.

2.2 Guest Policy

• Guests may purchase a daily pass (pool, racquetball, and gym floors) for $5.00. • An adult (18 years of age or older) must accompany participants under the age of 16 at

all times. 2.3 Membership

Persons using the Elam Center are required to pay a membership fee that is used to support the operation of the facility. UT Martin students are members of the Elam Center and automatically receive access privileges during the semesters in which they are enrolled upon payment of their activities fees. Memberships for eligible participants may be purchased at the Campus Recreation Office weekdays between the hours of 8:00 a.m. and 5:00 p.m. Membership qualification is limited to the following categories:

• Facility spaces are accessible only when not previously scheduled (See Section 3.10) • Memberships are nontransferable and nonrefundable. • Memberships may be revoked if policy and procedures are blatantly disregarded. • Membership Application, Guidelines, and Card

Community Memberships: A community membership can only be purchased for the use of the Elam Center pool, basketball courts, and racquetball courts. Family Faculty/Staff Memberships: Full time faculty and staff holding an official University employee ID may purchase memberships for eligible members of their immediate families and/or dependents. Family members are defined as spouses and any children or dependents under the age of 21. Faculty/Staff Memberships: Current full time faculty and staff have access to the Elam Center by presenting their employee ID.

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Retired Faculty/Staff Memberships: Faculty and staff who retired from UT Martin and hold an official retired employee ID have access to the Elam Center. The retiree may purchase a membership for his/her spouse. Senior Citizens: Individuals 60 & older qualify for the senior discount. Membership can only be purchased for the use of the Elam Center pool, basketball courts, and racquetball courts. Student Memberships: UT Martin students are members of the Elam Center and automatically receive access privileges during the semesters in which they are enrolled upon payment of their activities fees. Student Family Memberships: UT Martin students may purchase access for eligible members of their immediate families and/or dependents. Family members are defined as spouses and any children or dependents under the age of 21. 2.4 Membership Fee

UT Martin Student UT Martin Faculty/Staff Current Student – Free Current full-time Faculty/Staff – Free Student’s Spouse/Dependent Faculty/Staff Spouse/Dependent 1 year - $100 1 year - $100 Monthly - $10 Monthly - $10 Family Pass Faculty/Staff Family 1 year - $250 1 year - $250 Monthly - $25

Monthly - $25

UT Martin Retiree Senior Citizen (60 years and older) UT Martin Retiree – Free 1 year - $100 Retiree’s Spouse Monthly - $10 1 year - $100 Monthly - $10 Community

UTM Alumni 1 year - $200 Alumni Monthly - $20 1 year - $125 Family Pass Monthly - $15 1 year - $400 Alumni Spouse/Dependent Monthly - $40

1 year - $125 Monthly - $15 Alumni Family 1 year - $350 Monthly - $35

2.5 Statement of Responsibility

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Neither the University of Tennessee at Martin nor the Office of Campus Recreation accepts any responsibility for ill health or injury sustained while participating in any of the recreational programs. No medical or ambulance expense incurred by a participant will be paid by the Department or by the University. Program participation is on a voluntary basis. Individuals use the facility at their own risk. It is recommended that all participants undergo a prior physical examination and carry some form of health and accident insurance. If an injury does occur, it should be reported to the nearest Campus Recreation staff member. In the event that blood is involved in an injury, that person cannot continue to participate until the wound is properly cleaned and dressed. Any clothing with blood should be removed.

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Section 3…..………………………………………………….……Facility Policies and Procedures

3.1 General Rules and Regulations

The general Elam Center policies are listed below. All staff members are responsible for enforcing rules.

• No loitering. • Walk, except in designated activity areas. • Only shoes with non-marking soles are allowed on court surfaces. • Spitting is prohibited. • Offensive language is prohibited • Mopeds, bicycles, skateboards, roller-skates, hover boards and roller-blades are not

allowed under any circumstances. • Animals, except for assistance animal for the disabled, are not permitted in facility. • Inappropriate behavior will result in a verbal warning or suspension of privileges. • Anyone determined to be under the influence of drugs or alcohol will be escorted from

the facility. • The University of Tennessee at Martin is not responsible for lost or stolen items (See

Section 3.13). • Banners, flyers, and/or signs with profane, vulgar, racist, sexist or derogatory comments

are prohibited. • All signage must be approved before posting. Signage is to be sent to Facility Manager

to facilitate the approval process (See Section 3.11). • The Elam Center staff places a high value on safety; therefore no patrons or students are

allowed to be in the facility without proper faculty/staff supervision. • Children/dependents, under age16 must be accompanied and directly supervised in all

recreational areas by someone 18 years or older holding a valid ID card, membership card, daily, or complimentary pass.

• Patrons are expected to display acceptable social behavior while recreating in any of the recreational facilities. Individuals not complying with the established policies and/or procedures may be asked to leave the facility and may have all membership privileges revoked.

• Verbal and/or physical abuse toward an employee of the Elam Center, Campus Recreation, or Recreational Sports participant will result in immediate dismissal from the facility/playing field, with a possible one-year suspension of all Recreational privileges. In addition, such incidents will be turned over to Student Affairs with the possibility of expulsion from the University.

• Abuse of property will not be tolerated. Violators may be subject to disciplinary process and asked to leave the facility immediately.

• No sparring involving physical contact, implements, or weapons that the Elam Center staff deem unsafe.

• The Elam Center staff reserves the right to take whatever action necessary to preserve the safety and integrity of facilities and programs.

• Fighting is not tolerated and will result in immediate expulsion from the facilities. Lack of cooperation will result in the campus police being involved.

• No food or drink (other than water) is allowed on the arena floor with the exception of ballgames and special functions.

• No alcohol, tobacco products, firearms or illegal drugs are allowed in the facility or on recreational fields.

• Daily equipment checkout is available at Rec. Check for students, faculty, members, and staff at no additional cost (See Section 3.8).

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• Strollers are restricted to the public hallways and restrooms and not allowed in recreational activity areas (gym floor, walking/jogging balcony, etc.). The Elam Center and Office of Campus Recreation is not responsible for any personal belongings. Participants are encouraged to store all personal belongings securely in lockers.

• Staff members are not allowed to hold equipment, valuables or bags for participants. • Lost and Found, See Section 3.13 • Due to privacy concerns, cell phone use is NOT permitted in the locker rooms or

bathrooms. • Questions and concerns regarding Campus Recreation programs, personnel, equipment,

and facility reservations should be directed to the Elam facility manager (1010 Elam Center) or call 731-881-3754.

3.2 Accident/Injuries

See Section 5.7 • If you are hurt in any way at the Elam Center, Fieldhouse, or Intramural Fields, you

should report your injury/injuries to Campus Recreation staff personnel. • Participants should be treated for open wounds and/or replace clothing that is potentially

infectious. • Any clothing item with enough blood that could be transferred to another surface when

touched must be taken off and put in a biohazard bag. • Accident Injury Form:

3.3 Activity Areas

All activity areas are subject to The General Rules and Regulations of the Facility (See Section 3.1) Individual activity areas may have specific guidelines for use, below.

3.3.1 Dance Studio

• Academics have first priority • Room is used by reservation only. Contact the Elam Center facility manager to make

reservation. (Dancers and choreographers contact Director of Dance to secure rehearsal times).

• No dangerous physical activities that are deemed unsafe by and Dance instructor, HHP instructor, Elam Center staff, or Campus Recreation employee will be allowed.

• Sound system can only be used if approved by Director of Dance. Otherwise, groups or individuals are responsible for providing their own music.

• Director of Dance or HHP instructor must approve all shoes other than dance shoes, tap shoes are not allowed.

• In the event of an injury or accident, seek assistance from an on-site instructor Elam Center staff, or Campus Recreation employee.

3.3.2 Elam Arena

• Kicking or throwing of a basketball and/or other equipment toward the ceiling and/or track is prohibited. Violators will be asked to leave the facility immediately and will be billed for the damages.

• No food or drink (other than water) is allowed on the arena floor. • The curtains will be down during athletic practice as a safety precaution to keep balls and

participants from interfering with other activities taking place on the floor. • Only non-marking gym shoes will be allowed unless you are a spectator.

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• No rollerblades, roller skates shoes, etc. are permitted in the facility. • No balls are to be thrown against acoustical tile wall. • No reservations will be taken for recreational play. However, reservations can be taken

for special activities/events. If there are less than ten players, they must use half court and allow the other half court to be open for another activity if there are others wanting to use the court.

• Basketball Challenge Court Policy: Participants must be courteous when waiting for the next game. The expectation is that the first 5 players waiting to play the next game have first right to play the winners of the current game. Teams playing should agree on scoring, such as play to 15 by 1 point baskets, must win by 2.

• No indoor soccer is allowed. 3.3.3 Fieldhouse Gym

• Kicking or throwing of a basketball and/or other equipment toward the ceiling and/or track is prohibited. Violators will be asked to leave the facility immediately and will be billed for the damages.

• Only non-marking gym shoes will be allowed unless you are a spectator. • Food and drink are allowed in the bleachers but not on the floor. • If there are less than ten players, they must use half court and allow the other half court

to be open for another activity if there are others wanting to use the court. • Basketball Challenge Court Policy: Players should be courteous when waiting for next

the game. The expectation is that the first 5 players waiting to play the next game have first right to play the winners of the current game. Teams playing should agree on scoring, such as play to 15 by 1 point baskets, must win by 2.

• Volleyball nets and standards for recreational play will be set up and taken down by the Campus Recreation staff. Equipment is stored on the Basement floor in the south west closet.

• Basketball goals will be lowered and raised by the Campus Recreation staff. • No reservations will be taken for recreational play. However, reservations can be taken

for special activities/events. • No membership required to use track. • Walking/Running track – 10 laps is approximately 1 mile. • Track closes one hour prior to an event (ex. basketball game, concert, speaker, etc.) • In the event of an injury or accident seek assistance from an on-site instructor, coach,

Elam Center staff, or Campus Recreation employee. • No indoor soccer is allowed.

3.3.4 Gymnastics Room

• Academics have first priority, Cheer second priority, and Recreation third priority. • Room is used by reservation only. Contact the Elam Center facility manager to make a

reservation. • No dangerous physical activities that are deemed unsafe by any Elam Center staff or

Campus Recreation employee will be allowed. • Sound system can only be used if approved by Cheer Coach, Office of Campus

Recreation, or HHP personnel. Otherwise, groups or individuals are responsible for providing their own music.

• Shoes need to be clean before entering room. • In the event of an injury or accident, seek assistance from an on-site instructor, coach,

Elam Center staff, or Campus Recreation employee.

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3.3.5 Intramural Fields

• The Office of Campus Recreation will make decisions pertaining to field and weather conditions and reserves the right to close the facility and/or cancel activities.

• In case of emergency or injury, please report your injury to the on-site Campus Recreation employee. You may reach UT Martin police by calling 731-881-7777.

• Alcoholic beverages, glass containers, motorized vehicles, and any other items deemed unsafe are prohibited.

• Use of tobacco products is prohibited. • Any dogs or other domestic animals on University grounds must be in the control of their

owners and on a leash. Under no circumstances should animals be allowed to run loose or be tied to buildings, handrails, trees, or other objects. Any infractions or complaints will be reported to the Department of Public Safety.

• No parking on recreational fields. Only park in University designated lots. • These fields are reserved for sport-related activities. Reservations can be requested at

the Campus Recreation Office. • The Office of Campus Recreation may postpone or cancel activities at any time if the

event is deemed unsafe or if event coordinators, participants, or spectators are uncooperative or in violation of the aforementioned policies.

• Neither the University of Tennessee at Martin nor the Office of Campus Recreation accepts any responsibility for ill health or injury sustained while participating in any of the recreational programs. No medical or ambulance expense incurred by a participant will be paid by the Department or by the University. Program participation is on a voluntary basis. Individuals use the facility at their own risk. All individuals are encouraged to obtain a physical examination and suitable insurance coverage before participation.

• Violation of these regulations may result in disciplinary action. 3.3.6 Multipurpose Room

• Academics have first priority. • Room is used by reservation only. Contact the Elam Center facility manager to make

reservation. • No dangerous physical activities that are deemed unsafe by any Elam Center staff, or

Campus Recreation employee will be allowed. • Shoes need to be clean before entering room. • Archery can only take place during an organized & supervised class. • In the event of an injury or accident, seek assistance from an on-site Elam Center staff or

Campus Recreation employee. 3.3.7 Pool

The Aquatic Program offers a wide variety of recreational and instructional programs; including handicap access, fitness swim, recreational swim, swim lessons, lifeguard classes, and pool parties. These programs are offered to all of our patrons. Our Olympic size swimming pool (25 yards by 50 meters) has a water depth of three and a half (3.5’) to five (5.0’) feet in the shallow area, six (6’) feet in the mid-section (lap swim area), and 12 feet in the diving well, which has a one-meter diving board. The temperature is kept at 84 degrees Fahrenheit throughout the year. General Rules and Regulations

• Proper swim attire is required. No street clothes, denim shorts, mesh/athletic shorts, or thong bathing suits are permitted. Changing clothes on deck is prohibited.

• No children under the age of 16 allowed unless accompanied by someone 18 years or older.

• Children 2 and under are allowed free access when accompanied by a paying adult.

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• Non-Swimmers must be accompanied in the water by a parent/adult at all times. • Non-Swimmers must remain in the shallow end at all times • Rental guests are restricted to the swimming pool and locker room areas. They are not

allowed into other parts of the facility. • Absolutely no diving into shallow water. • Non-potty trained children must wear a swim diaper. • No running. No horseplay, excessive splashing, dunking, chicken fighting, or pushing

allowed. • No hanging on lane ropes. However, lane ropes should be used as a safety line in case

of emergency. • No glass containers. • Smoking, profanity, and intoxication are prohibited. • Gum and band-aids must be deposited in the trash cans before entering the water. • Kickboards are for lap swimmers only. • The pool will be cleared for approximately 30 minutes in cases of bad weather (thunder,

lightning, tornadoes, etc.) • Please keep chairs, tables, and personal belongings clear of exits and rescue equipment. • Respect your lifeguards…they are here for your safety.

Diving Well Rules

• One person allowed on ladder or board at a time. • Only one bounce per dive. • Forward dives only. No backward flips, dives, etc. • No flotation devices allowed while jumping off of diving board (goggles, life jackets, or

water wings). • No running. • No swimming in diving area.

Aquatic Classes

• Hydrobics is a non-academic exercise program. • Anyone can participate no matter what his/her fitness level may be. • Contact the UT Martin Office of Extended Education at 881-3510 if interested in taking

the class. Evening/Weekend Swim

Recreational swim includes free play in the shallow area, fitness swim in the lanes, and diving board activities in the deep end. Evening swim is Monday – Thursday from 4:00 – 7:00 pm during the academic year and Tuesday – Friday from 2:00 – 6:00 pm in the summer. Weekend swim is Saturday and Sunday from 1:00 – 5:00 pm.

Fitness and Recreational (Morning/Noon) Swim • Fitness swim is lap swim and shallow water exercise only. • Children are only permitted during fitness swim if participating in lap swim. • Recreational swim includes free play in the shallow area, fitness swim in the lanes, and

diving board activities in the deep end. • Morning swim is Monday, Wednesday, and Friday from 7:30 am – 9:00 am. • Noon swim is Monday – Friday from 11:30 am – 1:00

Pool Parties

• All pool party information should be placed on the Pool Party Reservation Form • Upon arrival, party attendants must sign in at Rec. Check. • Reiterate the policies of the pool: non-swimmers, proper swim attire, no glass, no large

floats, where the restrooms are located, etc.

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• Contact the supervisor on duty when a pool party arrives. Supervisor will assist party in getting set-up.

• For pool party reservations, call the Office of Campus Recreation during normal business hours: Monday-Friday, 8:00 am – 5:00 pm. Parties during regular hours are $60 for 1 – 10 persons, $125 for 11 – 20 persons, $170 for 21 – 30 persons plus a $25 non refundable deposit.

• All parties are booked by a Professional Staff member in the office. No reservations are made at Rec. Check.

• Parties can only be booked for children 7 years of age and older. • Parties may bring food, drinks, and presents, but no glass containers are allowed in the

pool area. • No flotation devices other than water wings or life jackets will be allowed in the pool area.

Swim Lessons

• For more information contact the Office of Campus Recreation at 731-881-7718 3.3.8 Racquetball Courts

• Racquetball eye guards are recommended in order to reduce the chance of eye injuries. • Shirts that cover the chest are required as a common courtesy and for safety. • Clothing, equipment, and other items should be placed in a locker or outside the court.

No items should be placed on the court or on the ledge overlooking the court. Elam Center staff is not responsible for lost or stolen items.

• No food or drink is allowed on the courts. • Non-marking gym shoes are to be worn when using the racquetball courts. • In the event of an injury or accident, seek assistance from an on-site Elam Center staff or

Campus Recreation employee.

3.3.9 Walking/Jogging Balcony

• One mile = 6 laps • Track direction changes daily – Clockwise on M, W, F, and Counter-clockwise on T, TH,

Sat., and Sun. • No membership is required to use the track. • Slow runners stay on the inside of the track. • Fast runners should pass on the outside. • Only 2 people running side by side. • Do not stand still or spectate – Keep running. • Strollers are not permitted. • No rollerblades, hover boards, roller skates shoes, etc. are permitted in the facility. • Do not sit on railings or gates. • All participants must be engaged in a walking or running activity • Balcony closes one hour prior to an event (ex. basketball game, concert, speaker, etc.)

3.3.10 Weight Room: Fieldhouse

Weight room is utilized for academic classes, athletic teams, and approved groups. The Weight Room is not available for leisure workouts.

• No unsupervised use of the weight room is allowed. • Use trained spotters whenever needed for safety purposes. • Lift within your ability level; do not drop the weights or weight stacks. • Wear proper training attire as discussed by instructors and coaches.

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• Return all weights used to their proper place. • Warm-up before lifting and do not lift if you are sick or injured. • ONLY plastic water bottles allowed in weight room • Adjust each machine to put you in the proper position for lifting. • Use collars on plate-loaded equipment. • A medical check-up is recommended for everyone just starting a fitness program. • Elam Center Staff will not open the weight room for anyone unless proper supervision is

available. • In the event of an injury/accident, seek assistance from an on-site Strength Coach,

Instructor, or Campus Recreation employee. Responsibilities of Authorized Personnel for the Fieldhouse weight room.

• Only authorized personnel - HHP Staff, Coaches, Strength Coach, Athletic Trainers, and Recreation Staff will be allowed to use the weight room facilities.

• Key card access will be given to authorized personnel. This can be taken away at any time with proper notification.

• Authorized personnel who choose to use the facility for personal use understand they assume all responsibility/liability for themselves, the equipment, and anyone they may let use the facility while they are present. No one is to be left alone in the facility.

• A strength coach, team coaches, athletic trainers, or class instructors must have a physical presence in the weight room at all times when the facility is open.

• No family member or other faculty/staff of UT Martin will be given key card access to the facility.

• Authorized personnel will oversee the athletic performance in the facility and ensure compliance with University, department, and NCAA rules and regulations.

• Authorized personnel will enforce facility policies/rules and alert participants to them. • Authorized personnel will take appropriate measures to minimize known risks. • In case of an emergency, authorized personnel must be capable of implementing the

emergency action plan. • All authorized personnel must be certified in CPR. • When leaving the facility, put all equipment back in its proper place, turn off TV’s, radio &

lights, and make sure the door is locked and secure. 3.4 Architectural Standard

The architectural standard must be adhered to in all areas, especially public areas. Please gain approval before hanging anything on the walls from the Facility Manager and specific Department Head. Exposed Wire and Cable At no time should wire and cable be exposed. If a cord needs to be run across a room, obtain assistance from the Facilities Manager to find the best way to hide the wire or cable. Facility Alteration At no time should an employee or non-employee hang items on walls or alter the facility. Contact your Office Head and the Facility Manager to communicate all needs concerning alterations. If an alteration is approved, the Office Head along with the Facilities Manager will work with the Physical Plant to determine the proper way to accommodate the remodel. 3.5 Building Security

The Facility Manager monitors the Elam Facility internal security camera system and periodically reviews recordings as well as providing system images to Public Safety.

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It is the responsibility of all Faculty/Staff Members to assist in the security of the facility. Do not prop open doors, and ensure that office doors are locked when not occupying area. 3.6 Communication

Public Phones For your convenience, public telephones are located in the concourse, fieldhouse balcony, and near the vending machines by Rec. Check. To dial off campus, dial nine and then the number. Telephones Operation All University telephones have an 881 prefix. To reach any campus extension from another on campus telephone, simply dial the four-digit extension number (last four digits). To place an outside call dial 9 to receive an outside line. 3.7 Elevator

An elevator is located in the concourse (2nd floor) behind the trophy cases. §§ Level 3 – HHP Main Office and Faculty Offices, Women’s Basketball Office Suite, and Dance Studio.

§§ Level 2 – Main Entrance, Concourse, Concession Stand, and Walk/Jog Track §§ Level 1 – Office of Campus Recreation Facility Manager and Aquatics, Athletics, pool, and racquetball courts §§ Basement – Arena floor

3.8 Equipment

The Elam Center equipment is at limited disposal to Athletics, Department of Health and Human Performance, Campus Recreation, and additional groups as deemed appropriate by the Office of Campus Recreation with prior approval by the Facility Manager. New Equipment Purchases All new equipment purchases which require additional/new storage space beyond current Department allocations must be communicated to the Facility Manager to allow for proper planning of securing storage space before purchase. If additional space is needed a request will be put forth to the Elam Users Committee. Equipment cannot be stored outside of designated storage areas: such as the Arena floor without prior approval from the Facility Manager. 3.9 Hours of Operation

The hours of operation for the general semester are listed below. Additional information for holiday hours, inclement weather closures, and summer hours are to be found of the following website: http://www.utm.edu/departments/campusrec/hoursofoperation.php Athletic Main Office Monday through Friday 8:00am to 5:00pm Facility Manager Monday through Friday 8:00am to 5:00pm HHP Main Office Monday through Friday 8:00am to 5:00pm Elam Center* http://www.utm.edu/departments/campusrec/hoursofoperation.php

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Pool http://www.utm.edu/departments/campusrec/hoursofoperation.php *Priority Scheduling: See Section 3.10 3.10 Facility Allocation Priority and Scheduling

The Elam Users Committee and the Office of Campus Recreation is committed to creating and sustaining a culture that recognizes and values diversity and encourages respect, understanding, and appreciation of individual and group differences. We are committed to gender equity in all policies and procedures and work to ensure the equitable and fair treatment of all our patrons. The below scheduling policies will allow for clear communication of schedules along with allowing for programs to have proper access to schedule available space with in the Elam Center. Scheduling Priority Outline *

• Academic o University function (commencement, guest speakers, FYI, etc.) o Academic Classes

• Athletics o In season sports o Out of season sports • Recreation • Student Organization/University Programming • Outside rentals

*Priority will be adjusted when special events occur in the facility (athletic events, concerts, etc.) Periodic Schedule Requests Non-semester based scheduling requests should be submitted at least two business days in advance. Facility space is based on availability. Semester/Season Schedule Submission Semester and Season schedules should be submitted at least three weeks before the start of a semester/season (fall, spring, and summer). A master schedule will be created and reviews for scheduling conflicts. If conflicts occur the Elam Facility Manager will notify the appropriate personnel pertaining to the conflict. The Elam Facility Manager will input the master schedule into Meeting Room Manager at least two weeks before the start of a semester. Schedule Changes Location or time changes need to be emailed to the Elam Facility Manager as soon as possible to verify if space is available. A confirmation email will be sent by the Facility Manager once the space is deemed to be available on the master schedule. Cancellations Cancellations need to be emailed to the Elam Facility Manager as soon as possible. The space will then be cleared on the master schedule and made available for other programing use. If a conflict arises please contact Facility Manager: 731-881-3754. 3.11 Hanging of Banners, Signs, and Pictures

Permanent signs must be approved by Department Head and the Facility Manager before being hung.

• All temporary signs must be computer generated. • At no time should a tack or staple be placed in the walls or doors. • Signage on exit/entrance doors cannot obstruct view. • Banners must not obstruct views of other guests or cover existing facility signs.

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• The Facilities Manager has the right to remove any banner, sign, and/or picture with profane, vulgar, racist, sexist or derogatory comments or depictions.

3.12 Laundry Room

The Laundry Room is reserved for the official use Athletics, HHP, and Campus Recreation. • At no time may the laundry room equipment be used for personal items. • Abuse or irresponsible use of laundry room may result in the temporary loss of laundry

privileges. • Do not put more than the specified amount of soap in. • If equipment is damaged due to misuse the person/group responsible will be charged to

repair the equipment. 3.13 Lost and Found

Rec. Check will serve as the lost and found collection area for all areas and events. If Rec. Check is not open then leave the item(s) with the Facility Manager.

• Campus Recreation is not responsible for lost or stolen articles. • Participants are encouraged to store all personal belongings securely in lockers. • Staff members are not allowed to hold valuables or bags for participants. • Items found will be tagged with a lost and found tag and placed in Elam Rec.

Check lost and found box. • Lost items are taken to Public Safety. • Items taken to Public Safety are signed for and documented on the Lost and Found form.

Record of items is kept on file in the office. • Items found which appear to be of significant monetary value are to be taken to Public

Safety that day. Be sure to fill out the Lost and Found form. • Lost, confiscated or unclaimed ID cards will be held for one day and then sent to

Skyhawk Card services on the first floor of the Administration building. o Cards not claimed by closing will be deposited into the safe for storage then

taken to the card office by 10:00 am the following day. §§Place card into a brown envelope stating date, reason, card owner, ID

number, turned in by and supervisor. §§ Supervisor will drop ID card in safe and complete Dropped ID Card info.

sheet which is located on top of the safe. o When delivering ID card to card office, document who delivered, who received,

date and time. Bring brown envelope back to office to keep for record. o ID’s can only be returned to their owner… not to a friend.

3.14 Maintenance and Repairs

When maintenance and/or repairs are needed contact the Facility Manager at extension 3754. All maintenance and/or repairs need to be submitted through the Facility Manager as the central contact of maintenance related activities in the facility. Charges Facility maintenance and/or repair charges will not be applied when based on general wear and tear. If request is outside of the scope of general wear and tear then charges will be applied to the appropriate account. All charges must be approved by the appropriate Office head before work begins.

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Deliberate/Flagrant/Reckless Damages All repairs needed due to damage inflicted deliberately, flagrantly, or recklessly will be charged to the group/individual responsible. 3.15 Office Care

The presentation of office spaces are often the first impression for patrons and visitors. Offices should mirror the standard of professionalism of The University of Tennessee at Martin. It is imperative that employees maintain clean and organized workspaces. All cables must be hidden. Desk and table space should be kept clear and trash should not be visible.

3.16 Parking

To park on campus, the appropriate UT Martin parking permit is required. Visitors need to get a temporary parking pass, which can be obtained 24 hours a day at the Department of Public Safety. There are parking spaces designated for use by person with disabilities between the Elam Center and Fieldhouse (referred to as the tunnel). To view a campus parking map and other parking regulations go to the Department of Public Safety website http://www.utm.edu/departments/finadmin/publicsafety/parking.php Cars Arena North Lot: These spaces are open to all persons with University parking permits Monday through Friday from 7:00am to 5:00pm. This lot is also allocated for special event purposes and may be blocked off accordingly based on event needs. Notification will be issued if lot is to be blocked off. Arena Slant Lot: These spaces are for Faculty, Staff, and Maintenance personnel Monday through Friday from 7:00am to 5:00pm. Vehicles must be parked in a designated parking space demarked by University designated lines. Arena/Fieldhouse Alley Spaces: These spaces are for handicap parking and unloading/loading purposes only. At no time should cars be parked in these spaces for more than 30 minute duration. Sidewalks: Cars may use sidewalks for temporary loading/unloading but at no time shall sidewalks be used as a parking space. Golf Carts: At no time are golf carts to be located in a parking space or blocking any entrance. Failure to abide by University parking policies will result in fines established by the University of Tennessee at Martin Public Safety.

3.17 Questions and Concerns

For questions and/or concerns regarding any aspect of the Elam Center facility policies, please contact the Elam Center Facility Manager at 731-881-3754. 3.18 Rec. Check

• A valid Skyhawk ID or membership card issued by Campus Recreation is required to check out any sporting equipment. Guests of members cannot check out equipment. The member must do the check out. Rec. Check employee is to keep Skyhawk ID or

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Membership Card until rented equipment is returned. Rec. Check employee must verify that equipment is returned in satisfactory condition before reissuing the members ID.

• The person checking out the equipment is responsible for that equipment. If the equipment is not returned or is lost, stolen, or damaged, payment must be made per the assessed replacement cost. Further use of the center may be suspended and the person will be encumbered until payment of all bills is made.

• Equipment available: Basketballs Footballs Racquetball Racquets Racquetball Balls Volleyballs Soccer Balls Softballs Softball Gloves Tennis Racquets Tennis Balls Badminton Racquets Shuttle Cocks

3.19 Score Board Equipment

The following groups own/operate the Arena and Fieldhouse scoreclocks/boards, and at no time is scoreboard equipment to be left out unattended. Arena Campus Recreation Men’s Basketball Women’s Basketball Fieldhouse Campus Recreation Volleyball 3.20 Securing of Offices

The Elam Center is a high traffic facility and all staff members must take measures to protect and secure the office environment. This includes securing computers, not leaving valuable items out in plain view, and locking offices when employees leave. Do not leave keys in the office at any time. This is extremely important after normal business hours. The last person to leave the office and/or suite should turn off the lights and lock the door(s). See Section 3.5

3.21 Sound System

The Fieldhouse sound system is to be used for Athletic Events, Academic functions, and preapproved functions. All music played in the facility, whether live or produced through other technical means, must be of the ‘radio version’ variety. No other format will be acceptable. Exceptions to this policy will be considered if the event is limited specifically to UT Martin students and their adult guests (Adult guest is defined as a person eighteen years of age or older).

Section 4…..………………………………………………….…Facility Rental/Reservation Policies The Kathleen and Tom Elam Center, located on the west entrance of campus, is the home of the Office of Campus Recreation, Intercollegiate Athletics, and the Department of Health and Human Performance. Offerings include seven basketball courts with volleyball & badminton option, six racquetball courts, an Olympic-sized swimming pool, an equipment check out area (Rec. Check),

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a weight room, two interior jogging balconies, and an aerobics room. The arena, which seats 4,800, is home to men’s and women’s basketball and various campus-wide student activities such as homecoming events, concerts, and programming associated with academic speakers, senior preview day, and freshmen welcome week. An adjoining facility, Skyhawk Fieldhouse, hosts Greek step shows, smaller concerts, and is the home court for women’s volleyball. Outside facilities include a 400-meter track, three soccer fields, two softball fields, 10 lighted tennis courts, and a 1.45 mile fitness trail. 4.1 Event Classifications and Organization Sponsor

Users of the Elam Center may be subject to facility fees and service fees based upon the sponsoring organization and the event type. Sponsoring an event entails reserving the required space and being an active participant in the planning and execution of an event. Outside Organization Activities

• Activities that are sponsored by organizations external to the University such as private business, personal use events, etc.

• Subject to facility and service fees. • A University lease agreement may be required dependent upon the nature of the activity.

Outside Organization Activities – Government, Education, and Non-Profit Entities

• Activities that are sponsored by government (city, county, state, federal) offices or departments.

• Activities sponsored by educational entities (schools) and their educational activities. • Activities sponsored by 501c3 non-profit groups such as Lifeline, United Way, Kiwanis,

Rotary, etc. • Facility fees may be waived unless the event incurs registration or an admission fee. • Are subject to service fees for setup, technology, staffing, and cleanup. • A University lease agreement may be required dependent upon the nature of the activity.

Registered Student Organization (RSO) Activities

• Includes organizations that are officially recognized by the Office of Student Organizations.

• Activities are scheduled, planned, and attended by students. • Are not subject to facility fees. • May be subject to service fees if necessary to secure needed equipment or labor beyond

normal operations.

Revenue Generating University Department or RSO Activities • Activities sponsored by any University Department or RSO that requires a registration or

admission fee. • Are subject to a facility fee. • Are subject to service fees for setup, technology, staffing, and cleanup.

University Co-Sponsored Activities

• Activities that are sponsored by a University Department or RSO and an outside organization.

• Sponsoring an event entails reserving the required space and being an active participant in the planning and execution of the event.

• Are subject to a facility fee. • Are subject to support fees for setup, technology, staffing, and cleanup. • A University lease agreement may be required dependent upon the nature of the activity.

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University Department Activities • Including Academic and Administrative Departments. • Activities directly related to the instructional mission of the University such as: credit

bearing classes, faculty meetings, administrative meetings, forums, recruiting activities, etc.

• Primary participants are members of the University Community. Guests, alumni, and potential students may attend depending upon the nature of the event.

• The above event types are not subject to facility fees. Service fees may be applicable based on the nature of the event.

4.2 Rental/Reservation Procedures

• Any group (on-campus or external) must complete a Facility Reservation Request Form. A facility reservation application for external groups and university departments can be obtained from the website of Office of Campus Recreation at the Elam Center http://app.perfectforms.com/playerf.htm?f=BkzAggAj.

• For UT Martin groups, all Facility Reservation Request Forms must be completely filled out and include the account number to be charged. The applicant’s signature is required.

• For external groups, all Facility Reservation Request Forms must be completely filled out providing name and address of the person responsible for receiving billing information. The same information must be provided by the applicant making the request.

• UT Martin Student Organizations who would like to reserve the facility need to log into their Org Sync account via the portal to submit reservations. UT Martin Student Organizations must have the appropriate approval signatures on the Facility Reservation Request Form.

• Greek Life: All Greek organizations must obtain approval signatures from their advisor, chapter president, and Coordinator for Greek Life.

• Student Organizations: All Student Organizations must obtain approval signatures from their advisor, club president, and the Coordinator for Student Organizations.

• All applicants will be contacted either via email or phone regarding the space availability within three business days to note that the form was received and is initially approved. This initial approval will result in a tentative booking of the event. Following this, the applicant and the facility manager will work together to confirm a booking. If the booking is confirmed, the applicant and the facility manager will set up a meeting to discuss the specific needs/requirements for the event. Following this meeting, the facility manager will send the applicant an estimate of charges for the upcoming event. The applicant will need to respond within 48 hours of the date of the estimate, acknowledging approval of the estimated charges or making changes in the request that would meet the budgeted funds. Upon confirmation of approval of the estimated charges from the applicant, the facility manager will confirm the event.

• Some UT Martin groups (depending upon the nature of the event) and all external clients are required to sign a Contract and provide Certificate of Insurance. Upon confirmation of the event, a contract will be generated between the client and the University regarding the use of the space for the event. In addition, a certificate of insurance must be turned into the facility manager with the signed contract three weeks prior to the event. The event will not take place if these items have not been turned in and approved by the University.

• Once the event is officially booked, the facility manager will manage the event specifics with the applicant: set-up times, set-up need (tables, chairs, pipe and drape etc.), special staffing needs (event staff, security, etc.). This working relationship will continue through the event and the billing process.

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4.3 Food Service

• All catering and concession arrangements must be coordinated through Sodexo Dining Services (731-881-7994) or UTM Athletics (731-881-7660). Groups in violation of this policy may be subject to a penalty of up to $5 per participant of the event and loss of Elam Center privileges.

• Groups can make their own catering and food concession arrangements only if the above-mentioned contractor has refused the right to provide food services for the activity. The contractor must inform the Elam Center facility manager when they exercise their right of refusal. Once the contractor has refused their right to provide or sell, the organization is free to sell pre-packaged food and drink items to their patrons.

• The Elam Center facility manager, as a part of the reservation process, must approve any food or drink item sold. The University reserves the right to require the group to pay the University up to 20% of the gross food and drink sales.

4.4 General Rental Guidelines

Groups may reserve activity space based on the following: • All University policies and guidelines apply to the use of the facility. • Smoking and the use of alcoholic beverages are prohibited. • Reservations for an event or activity must be made no later than ten business days, or

twenty days for a contracted event (Monday through Friday), prior to the event date. This amount of time is needed in order to properly contact and make arrangements with other campus units whose services may be required for the event. Requests made less than ten business days in advance MAY be granted if time, space, and staffing allow.

• All events conducted during the week (Sunday through Thursday) will conclude at 11:00 p.m. Events on Friday and Saturday nights will go no later than 2:00 a.m.

• Denial of use may be made for reasons including, but are not limited to, previous cancellations without notice, outstanding debt/non-payment, inappropriate use of facilities, or misrepresentation of sponsorship.

• The Elam Center reserves the right to assign and reassign meeting space to events based on need, size, and the best use of facility resources.

• The proper university official must approve, either in writing or contractually, any sale of merchandise in the facility. The university will receive 20% of the gross sale of all merchandise sold in the facility or on its immediate grounds.

• Any group reserving the facility will be responsible to do everything possible to protect the physical integrity of the facility. Unwarranted damage to the facility caused as a result of the event or activity could result in the group paying for the damages along with the loss of privileges.

• All music played in the facility, whether live or produced through other technical means, must be of the ‘radio version’ variety. No other format will be acceptable. Exceptions to this policy will be considered if the event is limited specifically to UT Martin students and their adult guests (Adult guest is defined as a person eighteen years of age or older).

4.5 Student Organization Reservations

• Only student organizations in “good standing” with the University are allowed to make requests.

• The facility manager will refer to the roster of registered student organizations • Registered student organizations can request space for major, special, or annual events

up to one year in advance. • UT Martin Student Organizations who would like to reserve the facility need to log into

their Org Sync account via the portal to submit reservations

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• Student organizations will be required to pay for the labor and equipment use charges for any set-up need above and beyond the normal use of the facility. Examples of these charges could include the installation of floor coverings, table and chair set up, additional sound systems, spot lights, technical support, clean up, etc. The facility manager will provide an invoice listing all charges for the event or activity.

• If the event or activity requires special supervision and security needs, the group will be required to pay for those services. The facility manager will consult with each group reserving the facility to determine the best means to properly supervise their event.

Student Organization Reservations for after-hour activities

• The Elam Center and Fieldhouse are available for use outside “normal” operating hours. An additional fee is charged for this use, which covers utilities, general building supervision, event set-up/strike, and operating supplies. After-hour events must conclude by 2:00 a.m. and cannot be scheduled on a night when there are classes the next morning.

• Arrangements for after-hours usage must be made at least ten days prior to the event and fee payment made at least 48 hours prior to the event. Arrangements must include a security plan (Risk Management Agreement). Failure to meet these requirements will result in cancellation of the event.

• The organization sponsoring the activity is solely responsible for the event and for the behavior of the participants and guests. Participants and guests (students and nonstudents) are expected to adhere to campus standards of behavior as outlined in the “UT Martin Standards of Conduct” http://www.utm.edu/studenthandbook/student_handbook.pdf

• To schedule an after-hours event, the following guidelines must be met: o Sponsoring organization identified o Name and phone number of organization representative o Description of activity o If an entry fee is charged, a campus solicitation form must be executed. o If the sponsoring organization is a student organization, an advisor must be in

attendance at the entire event. o Uniformed law enforcement officers may be required to supervise the event. o A risk management agreement must be completed with the UT Martin Police

Department. This agreement will assess the risk and make recommendations for security staffing (a copy must be submitted to the Elam Center facility manager).

o After-hours event participants will be restricted to only the part of the building where the event is taking place…the entire facility is not available to the participants and guest.

o In the event that situations arise where the health and safety of event participants are at risk, University officials may require the cancellation of the event and remove participants and guests from the facility. In such a case, the sponsoring organization forfeits their right to recover facility charges paid for use of the facility.

Non University Groups reserving the facility for events and program, and charging an admission fee

• Groups will be required to issue a ‘hard ticket’ to each customer purchasing admission to the facility. The Elam facility manager will supply the tickets for the group (groups will be required to pay for the tickets provided). All tickets will be numbered in a sequence with a beginning and ending number. The Elam Center facility manager will provide each group with the proper reconciliation forms to be used in order to account for the sale of all tickets.

• The Elam Center will receive 10% of the gross sales of tickets for the event.

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• Groups will be required to pay for all University services above and beyond the normal use of the facility. Examples of these charges could include the installation of floor coverings, table and chair set up, additional sound systems, spot lights, technical support, clean up, etc. The Elam Center facility manager will provide an invoice listing all charges for the event or activity.

• If the event or activity requires special supervision and security needs, the group will be required to pay for those services. The facility manager will consult with each group reserving the facility to determine the best means to properly supervise their event.

• All events in the facility which charge admission must pay taxes on their admission fees or have a tax-exempt form in hand that covers such events for their organization.

4.6 Reservation Cancellation Policy

• Any event or service that is cancelled at the clients request must be submitted in writing via memo or email to the Elam Center facility manager no later than 48 hours prior to the event.

• If the event is canceled less than 48 hours before the scheduled event time, the client will be responsible for payment of all costs incurred by the Elam Center, such as, but not limited to, set-up, tear down, tables, chairs, technical, and custodial. All or some of these services would have been done in less than 48 hours before the scheduled event.

4.7 Facility Usage Fees

Facility/Service/ Internal Use Fees External Use Fees (All non-UT Equipment Rental (UT Martin Groups) Martin Groups/Agencies)

Elam Center No charge $1,500 per day or 10% of gross ticket sales, whichever is greater

Elam Concourse No charge $200 per day

Elam Conference Room No charge $25 per day

Elam Classroom No charge $25 per day

Elam Pool No charge with valid ID unless

after hours $3 per person

Call for Private Party Pricing

Skyhawk Fieldhouse No charge $750 per day or 10% of gross ticket sales, whichever is greater

Gymnastics Room No charge $100 per day

Multipurpose Room No charge $50 per day

Classroom No charge $25 per day

Tennis Courts No charge $10 per hour per court

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Track No charge $50 per hour

Fitness Trail No charge $50 per hour

Pacer Pond No charge $50 per hour

Recreation Fields (Day Use)

No charge unless special prep work required

$20 per hour/additional fee if prep work required

Recreation Fields (Night Use)

No charge unless special prep work required

$30 per hour/additional fee if prep work required

Personal Fees Internal Use Fees (UT

Martin Groups) External Use Fees (All non-UT Martin Groups/Agencies)

Facility Supervisor No charge during regular hours $10 per hour

Professional Staff No charge during regular hours $25 per hour

Event Staff $10 per person per hour $10 per person per hour Ticket Takers $10 per person per hour $10 per person per hour

Sound/Light Technician $40 per person per hour $40 per person per hour

Custodial/Maintenance Staff No charge or $15 per person

for events after hours $15 per person per hour

Uniform Security $20 per person per hour $25 per person per hour Parking Attendant $10 per person per hour $10 per person per hour

Additional Services/Charges

Internal Use Fees (UT Martin Groups)

External Use Fees (All non UT Martin Groups/Agencies)

Tables No charge $1 each

Chairs No charge $.25 per chair

Additional microphone & stand (1 maximum) No charge $5

DVD player – classrooms only No charge $25

Projector – classrooms only No charge $25

Audio/Visual Operator $10 per hour $10 per hour

Staging (6 ft. x 8 ft. sections – 12 maximum) No charge $10 per section

Easels (8 maximum) No charge $5 per easel

Floor covering $200 $200

Stanchions (10 maximum) No charge $5 per pole

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Podium (2 maximum) No charge $5

Blue Mats (6 ft. x 42 ft. – 11 maximum)

No charge except labor to move & clean

$10 per section plus labor to move & clean

Portable Bleachers No charge except labor to

move $20 per bleacher plus labor to move

Pipe & Drape No charge except labor to set up $5 per section

§§ For those events that require special equipment needs (curtain backdrop, step stage,

tents, staging with scaffolding, etc.), contact the Facility Manager (731-881-3754) for pricing.

§§ For all events, certain event staffing is required and non-negotiable (facility supervisor, maintenance staff, etc.)

4.8 Fee Discounts and Waivers

Requests for discounts or exemption from facility and service fees may be made in writing to the Vice Chancellor for Student Affairs and Vice Chancellor for Finance and Administration. They will review all requests and issue an approval or denial.

4.9 Flyers, Posters, and Signs

§§ Posting flyers, posters, etc. is only allowed on the bulletin boards in the Elam Center and Fieldhouse.

§§ The Elam Center facility manager must approve all signage. §§ No material or signs of any kind may be affixed to walls (painted or brick), ceilings, or

equipment. Any items posted in these areas will be removed and disposed of. §§ Signs may not be placed on doors to allow safe entrance and/or exit of all students, staff,

faculty, patrons, and guests.

4.10 Decorations

§§ Groups are allowed to decorate in preparation for events or meal functions. §§ Decorations must be applied with materials that will not cause damage to the walls and

fixtures. §§ Minimal use of glitter or confetti is appreciated. §§ Clients are responsible for all damages and clean-up charges associated with decorations.

Clean up must take place after the event unless other arrangements have been made.

4.11 Load In/Out

Parking for loading or unloading is permitted for a short period of time. Please arrange with the Elam Center facility manager.

4.12 Questions/Concerns

For questions and/or concerns regarding any aspect of the rental/reservation policies, please contact the Elam Center facility manager at 731-881-3754.

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Section 5……………………………………………………………….EMERGENCY ACTION PLAN

This Emergency Action Plan (EAP) is intended to be used to protect all building occupants from serious injury, property loss, or loss of life in the event of an actual or a potential danger

5.1 Bomb Threat

In the event you receive a Bomb Threat, remain calm and get as much information in regard to the following:

• Document exact words of caller. • Ask questions of the caller concerning the bomb.

o Who are you? o What type of device is it? o When is it set to explode? o Where is it placed?

• Get description of caller. o Male or Female

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o Young, old, middle aged, or accent

o Tone of voice, speech impediment o Is voice familiar? o Who did it sound like? o Time caller hung up o Background noises o Remarks

• Contact the Department of Public Safety immediately and give them any information you were able to obtain from the caller, as well as what time you received the call and where you are calling from.

• Inform your supervisor or department head. • The police and the building manager will be responsible for building evacuation. • If you are instructed to evacuate the building, move a safe distance away from the

building. Do not re-enter the building until told that it is safe to do so by authorized personnel.

• If you should see a suspicious object or package, report it to the Department of Public Safety. DO NOT TOUCH it or move it in any way.

5.2 Earthquake

During an earthquake the following is recommended: • First and foremost, stay calm. Think through the consequences of any action you take. • If you are outdoors, stay outdoors: if you are indoors, stay indoors. Most injuries during

quakes occur as people are entering or leaving buildings. • If you are indoors, take cover under a heavy desk or table, in doorways, halls or against

inside walls. Stay away from glass. • If you are outdoors, move away from buildings and utility wires. The greatest danger

comes from falling debris just outside of doorways or outer walls. Once in the open, stay there until shaking stops.

After an Earthquake: • Be prepared for additional earthquake shocks called “after shocks”. Although most of

these are smaller than the main shock, some may be large enough to cause additional damage.

• Stay out of severely damaged buildings. After shocks can shake them down. • Check for injuries. Don’t attempt to move seriously injured persons unless they are in

immediate danger of further injury. • Don’t smoke. A cigarette could ignite gas leaks and cause an explosion. Don’t use

candles, matches, or other open flames because of possible gas leaks. Douse all fires. Don’t turn on the lights.

• Occupants should evacuate the building to designated exterior meeting points. o The Elam Center management staff will meet at James C. Henson Drive. §§ Outside meeting points

Primary-Front of the Elam Center Secondary- Intramural Fields Third-James C. Henson Drive

5.3 Emergency Call Boxes

There are emergency phones that automatically dial the Department of Public Safety. They are located in the following locations around the Elam Center.

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Locations • West Side of the Running Track (440 track) by the main soccer field. • South end of Lot 22 (North of Elam Center) • South of the Running Track starting point by Lot 2 (near the pond) • North end of Lot 2 (by the tennis courts) • Southwest Corner of the Fitness Trail (by Pathways) • Northwest Corner of the Fitness Trail (by the softball field fence) • Southwest corner of the Pond

There are also phones located in the lobbies, elevators, and/or hallways of the Buildings that can be used for emergency notifications by dialing 911.

5.4 Fights

In the instance of a physical confrontation, Patrons should immediately notify a student supervisor or professional staff member if available or call Public Safety at 7777. 5.5 Fire

If you smell smoke or other unusual odors suggesting a possible fire, immediately call the Department of Public Safety at 7777 and notify the Office of Campus Recreation at 7745. If you discover an actual fire situation, you should:

• Alert other building occupants by immediately sounding the building fire alarm. To do this, pull a wall-mounted fire alarm pull station.

• Dial 911 and provide the location of the fire. • Evacuate the building through the nearest exit. DO NOT USE THE ELEVATOR. Most

stairways are protected from smoke and are the safest way out of the building. Never assume a fire alarm is false. If you hear a fire alarm sounding, exit the building immediately. DO NOT re-enter the building until told it is safe to do so by either the police or the fire department.

5.6 First Aid Kits

First Aid kits are located o Elam Rec. Check o Classrooms o Lifeguard room and

on lifeguard stands

Notify a Professional Staff member or Supervisor when additional supplies are needed.

5.7 Injury or Illness

In the event that you are injured or witness an injury, immediately contact the Department of public Safety at 7777 and notify the Office of Campus Recreation at 7745. For a seriously ill or injured person, you should:

• Call 911 or inform a Campus Recreation employee or bystander to call. Make sure that the bystander waits to verify the 911 call has been completed and comes back to notify you when all calls have been completed.

• Give the 911 operator as much information as possible about the injury or illness and the location of the victim.

• AED’s are located next to the pool by rec check, by the track on the 2nd floor, in the fieldhouse gym, by the archery room, and in the training room

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• Move an injured victim only if: o The scene is unsafe or becoming unsafe. o Another victim must be

reached who may have a more serious injury or illness. o To provide proper care (i.e. someone has collapsed on a stairway and needs

CPR, which must be performed, flat surface).

• Remain with the person until the police or emergency medical personnel arrive. • If the injured person is an employee, contact their supervisor as soon as possible. • Ensure that all witnesses remain at the scene of the accident. Get detailed witness

statements from anyone who saw what happened. • Ensure that all documentation is completed and that all paper documentation is given to

professional staff.

5.8 Missing/Lost Child

• If someone reports a child is missing, immediately contact the nearest staff member on duty or call Public Safety at 7777.

• Get a detailed description of the child from the reporting person. o What he or she is wearing o Who is responsible for the

child o The child’s parent/guardian’s

name if different from that of the child or reporting person.

• As designated, all available employees will monitor main entrances to the facility. • The person reporting the missing child must remain on site to assist staff and speak with

the Public Safety Officer responding to the emergency. • If the child is found and appears to have been lost and unharmed, the child is reunited

with the searching family member or guardian. Document who the child was turned over to.

• If the child is found accompanied by someone other than a parent or legal guardian, reasonable efforts to delay their departure will be used without putting the child, staff, or visitors at risk.

o If possible, follow the person at a safe distance and record the direction of travel and any vehicle information if applicable. o Public Safety will be notified and given details about the person accompanying the child.

5.9 Power Failure

During a power failure, patrons will be instructed to stop all activities. 5.10 Tornado

Tornadoes can happen at any time. However, tornadoes are most likely to occur in the late afternoon on a hot spring day. The Department of Public Safety assists us by monitoring weather conditions and will call to alert the Office of Campus Recreation from 8:00 am – 5:00 pm and Rec. Check from 5:00 – 10:00 pm to notify of watch or warning being issued.

Tornado Watch – Conditions are favorable for tornadoes to develop. Listen for further instruction and/or the sounding of tornado sirens. Stay alert for sudden strong winds, rain, hail, or a funnel-shaped cloud. BE PREPARED TO TAKE SHELTER.

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Tornado Warning – A tornado has actually been sighted or indicated on radar. TAKE SHELTER IMMEDIATELY! All employees should secure their offices (if time allows) and take the shortest route to designated safe zones. Supervisors shall see that work areas are evacuated and all staff have vacated offices.

In the event of a Tornado, the following safety procedures are recommended:

• Avoid upper floors and especially the top floor of a multi-story building whenever possible. The upper floors receive the full force of the winds.

• Spaces in basement areas are better than locations on any other floor. • Interior spaces – seek out spaces that form a part of a protected interior core, if possible. • Avoid rooms with exterior walls, especially those facing south and west. Rooms facing

north usually receive the least damage of all exterior rooms. • A room that is completely interior protects against flying debris. • Avoid interior partitions that contain glass. • Avoid rooms containing windows. • Avoid rooms with wide roofs that could collapse easily, such as the gym or pool area. • If you are outside and you cannot get inside, crouch for protection beside a strong

structure, or lie flat in a ditch or low-lying area then cover your head and neck with your arms or a piece of clothing.

Note: The Department of Public Safety gives the all-clear notification. Campus Recreation employees will assist in notifying patrons once word is received from Public Safety. If the weather condition can be predicted far enough in advance, coordination between Campus Recreation and Public Safety will occur to possibly postpone, re-locate, or re-schedule any event that may be impacted. 5.10.1 Tornado Large Event Announcement

In the case of a tornado during a large event (graduation and such): The following announcement will be given: The National Weather Service has issued a Tornado Warning for Weakley County that will be effective until _______________ . We ask our visitors to remain in your seats until the Tornado Warning has expire or until the National Weather Service has determined that the Tornado Warning is no longer effective.

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5.10.2 Tornado Small Event Evacuation

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5.10.4 Tornado

nd 5.10.3 Tornado Small Event Evacuation

.3 Large Event (2 Floor)

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5.11 Thunder and Lightning

Pool • Professional staff, supervisor, and lifeguard(s) are responsible for monitoring weather

conditions (thunder and lightning) during inclement weather. • Lifeguard(s) are responsible for clearing the pool and informing pool patrons that due to

thunder or lightning, the pool will be cleared for approximately 30 minutes. • Pool activities will be suspended until 30 minutes from the last sound of thunder or sight

of lightning.

5.12 Unsafe Condition (Maintenance Repairs)

• If you observe an unsafe condition that poses a threat of injury or property damage, you should contact the Office of Environmental Health and Safety at 881-7602 or via email at safety@utm.edu.

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Section 6……………………………………………………...…………………………….Fitness Trail

6.1 Policy and Procedures • For all emergencies call 911 • The fitness trail is open for use from 5:00 a.m. to 10:30 p.m., Monday – Sunday except

during University closures • LIGHTS TURN OFF AT 10:30 p.m. • All individuals use the fitness trail at their own risk • 1 lap equals 1.45 miles • You are responsible for all personal items. The University is not responsible for lost or stolen

articles • Stay to the right. Slower walkers and runners should move to the right to allow faster runners

to pass. Walk or jog no more than two abreast so others have room to pass • Littering is forbidden; no food or glass containers are allowed on the trail • No weapons, alcohol, smoking, or illegal substances • Children under 14 years of age must be accompanied by and supervised by an adult • Skateboards, inline skates, and bicycles are not permitted • THINK SAFETY. Do not wear a headset with the volume turned up so you cannot hear those

trying to pass you. Be aware of your surroundings • Pets must be leashed at all times. Clean up after your pet and dispose of litter in waste

receptacles • Please contact the Office of Campus Recreation to request use of the fitness trail for an

event or function at 731-881-3754 • To report suspicious behaviors or activities, contact UT Martin Police at 731-881-7777 6.2 Races • All races (5k or 10k) must be coordinated with and approved by the Elam Facility

manager. • Elam Facility manger can be contacted at 881-3754.