Operational Policies
HOURS OF OPERATION FOR RECREATION
The O'Connell Center produces a weekly calendar with the daily class schedules and the recreational schedules for the free weight room, Conditioning Room, pool, martial arts room and jogging track. The calendars are posted around the building and copies are available in the administrative office. In addition, anyone wishing to receive a calendar in the mail should contact the administrative office at 352-392-5500.
CANCELLATION OF ACTIVITIES AND RELOCATION OF CLASSES
The O'Connell Center Director has the authority to cancel or relocate athletic practices in the main arena or practice court, club and recreational activities in the Martial Arts Room, Weight Room/Conditioning Room, Natatorium, Practice Court and Dance Studio in order to maximize the use of the Center's facilities for rental.
In addition, the Director may relocate classes from the Martial Arts Room in order to use this space as a support facility for Main Arena rentals. Classes in the Natatorium may be moved to accommodate intercollegiate swim meets; however, classes have priority over swim camps and Gainesville Swim Club swim meets.
When possible, departments affected by schedule changes should be notified two weeks in advance. Such notifications will be made in writing.
RENTAL
The O'Connell Center facilities are available for rent with approval of the Center's Director. A rental rate structure for the facilities is kept on file in the O'Connell Center's administrative office. When it is in the best interest of the University of Florida, the director can modify the rental rates in order to attract and obtain certain programs and rentals.
SELF-PROMOTIONS AND CO-PROMOTIONS
The Director of the O'Connell Center, on behalf of the University, is authorized to purchase specific entertainment activities or to self-promote activities which will be of interest to the University and the community at large. In addition, the Center's Director may co-promote, or engage in a partnership arrangement, with another University organization or non-University entity, such as a promoter/talent agency or artist, in order to bring entertainment and other activities to the O'Connell Center.
DONATIONS
Groups, organizations and persons permitted to lease the O'Connell Center may provide for voluntary contributions rather than charge an admission fee. With the approval of the Center's Director, this arrangement may be allowed provided: 1. The contributions are only to cover the cost of the event, or 2. The net proceeds are for a recognized and approved charity.
The organization will be required to provide the O'Connell Center with their tax exempt number and a complete financial accounting of the event.
RAIN DATES
The O'Connell Center may be tentatively reserved as an alternate site for an outdoor event. The tentative reservation must be made eight days prior to the event by a University of Florida organization and sixteen days prior to the event by an outside organization. Confirmation of the reservation must be made no less than one full working day prior to the day of the event. (e.g. confirmation of an event scheduled for Wednesday must be made by 5 p.m. the preceding Monday.) If an organization, which has tentative reservations, is challenged by another interested renter for the date, a contract confirming the date must be signed within 24 hours of the reservation confirmation or the date shall be released to the challenger. Signing the contract will obligate the user to the full rental amount and any direct expenses incurred. Non-University organizations will be required to submit a certificate of insurance showing proper insurance coverage along with any deposit requirements.
BOX OFFICE OPERATIONS AND TICKET SALES
The O'Connell Center Associate Director is responsible for programming events on the TicketMaster system, handling any special ticket orders needed by the O'Connell Center, and maintaining a list of all complimentary tickets.
Tickets for most O'Connell Center revenue-producing events are sold through the University Box Office on campus and at all Ticketmaster outlets. Ticketmaster is a nationwide computerized ticketing system, which enables the buyer to purchase the best seats available at convenient locations. A service charge is paid by the buyer who purchases the tickets. This service charge is used to provide the Ticketmaster service and to help underwrite the cost of the University Box Office at (352)392-1653.
The University Box Office has information on O'Connell Center events and takes phone orders for tickets.
The University Athletic Association is responsible for the advance and door sales of tickets for all University Athletic Association events held in the O'Connell Center. Information and tickets for athletic events may be obtained by contacting the University Athletic Association ticket office at (352) 375-4683 ext. 6800.
Tickets for all entertainment events open to the general public shall go on sale to the University and area communities simultaneously. This policy is intended to foster good community relations.
Day of show ticket sales are managed by in-house ticket sellers as coordinated by the University Box Office. Tickets for events will be sold at the O'Connell Center ticket booths located at each gate approximately one and a half hours prior to the show, but time and location varies from show to show.
In most cases money from ticket sales must be deposited in the Stephen C. O'Connell Center box office agency account for University and non-University sponsored events.
Readings from computer printouts generated by the O'Connell Center's Ticketmaster unit will be given to the promoter as requested by the Associate Director. A statement of ticket sales and house expenses will also be presented to the promoter on the evening of the event.
Most events feature reserved seating. Any exceptions require the approval of the Director of the O'Connell Center.
For ticketed events, it is required that each patron have a ticket, with the possible exception of small children. Specific policies vary on an event by event basis, however, during intercollegiate athletic events, the University Athletic Association requires every person to have a ticket for the event, regardless of age.
Any deviations from standard Box Office procedure must be approved by the Center's Director.
SMOKING POLICY
Smoking is prohibited in the facility by the Florida Clean Indoor Air Act, Part II, Chapter 386, of the Florida Statutes.
RE-ENTRY
The O'Connell Center enforces a no re-entry policy during paid events in the facility. Anyone leaving the O'Connell Center during a paid event will not be allowed to re-enter the building without purchasing a new ticket. Any exceptions must be approved by the Center's Director or his/her designee. Signs are to be posted at each entrance informing guests of this policy.
GUEST ADMISSION TO UNIVERSITY EVENTS
"Guest admissions to any University activity may be permitted by the President when deemed appropriate and in the best interest of the University. Such admission shall be pursuant to written procedures established by the President, which shall provide specific guidelines for distribution of complimentary invitations or tickets." (6C-10.006)
Agreements with promoters and/or sponsors of events may allow complimentary tickets for University guests. Lists of all persons receiving complimentary tickets must be kept on file by the Director of the facility being leased or by the person issuing the complimentary tickets.
The University President shall delegate to the appropriate person responsible for these activities the authority to grant guest admissions. The use of these guest admissions should be limited as follows:
1. Invited guests of the University who, in the opinion of the President's designee, are special guests and to whom it would be beneficial to offer this courtesy.
2. Members of Boards of Directors of the respective facilities or sponsoring organizations who are encouraged to attend in order that they may become better acquainted with the function or activity.
3. Individuals or businesses providing and/or donating goods and/or services to help in the promotion or production of special events. See University rule 6C-10.006, regarding use of tickets for trade and promotions.
4. Businesses interested and/or participating in advertising programs.
5. All guest admissions must be accounted for and records maintained documenting the use of guest admissions. "IN KIND" contributions should not be encouraged in lieu of payment per admission but accepted when circumstances warrant such action.
6. The University official responsible for the function or event where guest admissions are allowed is solely responsible for the use and accountability of all guest tickets and admissions. Detailed lists of persons receiving tickets shall be kept on file by the responsible party. The sole exception to this policy is when the "actors", "performers", promoters or agents by contract receive complimentary tickets for their personal use. In this case, specific names of individual tickets will not be required.
7. The University official responsible for the function or event shall submit, upon request, a detailed description of the guest admission practices, a list of events to which complimentary tickets were issued, and the number and value of guest admissions.
8. Faculty or staff that may be required, in their official duties, to attend certain events.
9. Any change to these practices must be authorized by the President.
10. Each facility may establish guest admission practices specific for its respective needs, however, these practices must be authorized by the President.
These guidelines are intended to provide general direction for the use of guest tickets and admissions and are subject to change in accordance with rule 6C-10.006.
USE OF TICKETS FOR TRADE AND PROMOTIONAL PURPOSES
Complimentary Tickets: Complimentary tickets may be offered to individuals or businesses that perform services or donate goods or services to help in the promotion or production of special events held in the O'Connell Center. In kind contributions should not be encouraged in lieu of payment for admission but accepted when the circumstances warrant such action. All complimentary tickets utilized for these purposes shall be accounted for and records maintained, documenting the use of said tickets. The Center's business office shall be responsible for the distribution of these tickets with the exception of day of show tickets which shall be handled by the University Box Office. In addition, tickets used for trade or promotional purposes shall be limited to an amount consistent with good business practices. The Center's Director may put a limit on the number of tickets utilized for these purposes when deemed appropriate and in the best interest of the University.
Promotional Trade Outs: USERS of the O'Connell Center may utilize tickets to trade with the media (radio & TV stations) for air time (commercials or on the air event mentions) to help promote their event and generate ticket sales. Tickets may be traded with businesses for display advertising such as displaying posters, event exposure on marquees and billboards, or movie screen slide displays at movie theaters, and event promotions on restaurant menus or table tents, etc. Tickets may be traded with businesses in lieu of them making cash advertising buys on local media to promote the event.
Merchandise or Service Trade Outs: USERS may utilize tickets to trade with service businesses and vendors to help minimize their overhead expense in producing an event. Services may include, but are not limited to, limousine service, truck/car rentals, musical equipment, lodging, dry ice, catering service, dressing room furniture and printing, etc.
Trivia Give-Aways: USERS may trade tickets with businesses and vendors for items which may be utilized to help in the promotions of an event such as, but not limited to, trips with travel agencies, shirts, dinners, record albums, gift certificates. These items would be given away by the vendor as part of contests in the form of media event promotions.
Type of Events: These practices may be applied in the promotion of events such as concerts, sporting events, family shows, fund raisers, etc.
FOOD CATERING AND CONCESSIONS
Most food catering in the O'Connell Center is provided by the University of Florida food service contractor. An outside catering service may be used provided that they carry the proper licenses and insurance and meet health and safety standards. The Director must approve any plans to use an outside catering service. The Center does not have cooking facilities. Caterers should plan accordingly.
Concession stands providing food and beverages are available during major events and are administered by the University Athletic Association. Through negotiations with the Athletic Association, the University receives a percentage of the gross sales (after state sales tax) from the sales of food and beverages.
Contracts with musical groups and other artists are negotiated on an individual basis. An attempt is always made to negotiate with representatives of the groups which sell T-shirts, novelties, and in some cases, specialty food items, for a 25% allocation to the University. It is not always possible to obtain this percentage. In some instances, the University negotiates a flat rate or per head charge on these items. This is dependent upon the type of activity and the volume anticipated by the vendor.
ALCOHOLIC BEVERAGES
The President of the University of Florida is empowered to establish specific locations on campus where alcoholic beverages may be consumed by the general public. The Stephen C. O'Connell Center has not been established as one of these locations. However, permission to serve alcoholic beverages may be granted by the Associate Vice President of Business Affairs on an event by event basis in the Center.
PARKING
The Orange parking lot to the west of the O'Connell Center and the Commuter and Orange lots to the north are available for anyone with the appropriate parking decal or permit. Parking is not permitted in the O'Connell Center loading dock at the north end of the west lot. A portion of the west lot may be restricted during University working hours (or the entire parking lot after hours) to allow for equipment load-in during events. In addition, portions of the north lot may be restricted during special events.
POSTING OF MATERIALS AND BANNERS
Posting of signs advertising or promoting the use of alcoholic beverages or tobacco products within the Center is strictly prohibited. University policy on commercialization and solicitation are strictly adhered to. Materials and banners shall not be posted and/or displayed inside or outside of the O'Connell Center without the approval of the O'Connell Center Director in accordance with 6C1-2.0161, Florida Administrative Code.
Bulletin boards have been placed throughout the O'Connell Center for the purpose of notifying users of the recreational and class schedules, changes in the normal recreation schedule, upcoming events and other information regarding the hours of operation. Materials from organizations other than the O'Connell Center shall not be posted on these boards without the approval of the Center's Director. Information is not to be posted on walls or any area of the O'Connell Center other than established bulletin boards.
COMMERCIALISM
1. Non-Profit Uses
The O'Connell Center shall be available for rental to non-profit organizations which are affiliated with, or an auxiliary of, the University of Florida for the purpose of exhibitions, trade shows, or special events. Products or services may be displayed and sold to the public by those participating within the event.
The O'Connell Center shall be available for rental to non-profit organizations which are not affiliated with the University of Florida for the purpose of exhibitions, trade shows, or special events. Products or services may be displayed and sold to the public by those participating in the event.
The fund raising activity to be conducted by any non-profit organization, and for which the facility is to be rented, shall be subject to the prior approval of the Vice President of Business Affairs or his/her designee.
2. Non-Public Trade Shows
The O'Connell Center shall be available for rental to private businesses for the purpose of trade shows, provided that said trade shows are not open to the public and are not for the purpose of retail sales.
3. General Commercial Uses
The O'Connell Center shall be available for rental to private businesses or commercial enterprises for the purpose of public trade shows or exhibitions (such as boat shows, floral sales, car shows, and antique shows) which may include retail sales, provided that all local vendors who are selling a similar product or offering a similar service are invited to participate. Any agreement entered into with the lessee shall specifically require that the lessee invite local merchants to participate in the show.
The Director of the O'Connell Center may establish guidelines to ensure that a reasonable notice and opportunity to participate is given to local merchants.
4. Direct Activities by the Stephen C. O'Connell Center
The Director of the O'Connell Center shall have the right to directly organize retail sales events and to lease space to vendors who desire to participate therein. The University of Florida shall provide all liability insurance for events which are organized directly by the O'Connell Center.
GENERAL GUIDELINES AFFECTING ALL LESSEES
The University shall not be held responsible for any damage, loss or theft of products or materials of the Lessee or any exhibitor who has sublet space from the O'Connell Center's Lessee while these products or materials are on University premises, including within the Stephen C. O'Connell Center. A hold harmless provision shall be included within the written contract to be executed by a Lessee.
All Lessees shall be obligated to provide a minimum of one million dollars (CSL) insurance coverage for the entire contract period of rental of the O'Connell Center. The University of Florida, the Board of Regents of the State of Florida, and the State of Florida shall be included as additional named insured within the insurance policy. A copy of the insurance certificate and policy must be submitted to the Director of the O'Connell Center or his/her designee a minimum of fifteen (15) working days prior to the start of the Lessee's lease of the Center.
The Director of the O'Connell Center may require insurance coverage greater and/or less than one million dollars (CSL) if he/she determines it to be in the best interest of the University.
Any Lessee utilizing the Center must agree to comply with all appropriate state and federal laws, University rules, regulations and guidelines and fire and police department rules and regulations. In addition, the Lessee shall agree to use and occupy the premises for no purpose which is considered indecent under the law.
Any food or non-alcoholic beverage products to be sold or dispensed must meet the approval of the Director of the O'Connell Center. Any alcoholic beverages to be sold or dispensed must meet the approval of the Associate Vice President of University Relations and must comply with all policies of the University of Florida and applicable state and federal laws with respect to the dispensing of alcoholic beverages.
There shall be no sales of products or services on the grounds of the O'Connell Center facility in conjunction with an exposition, trade show or special event without prior written approval of the Vice President of Business Affairs or his/her designee.
The Lessee shall be responsible for the payment of all expenses incurred in connection with the set-up and use of the facility.
The Director of the Stephen C. O'Connell Center shall ensure that the provisions of 6C1-2.015, Florida Administrative Code, relating to the use of facilities for commercial purposes, and 6C1-4.006, Florida Administrative Code, relating to student and commercial activity, are strictly enforced.
A rental structure shall be established to determine rental for profit and non-profit organizations desiring to use the O'Connell Center facility. The Director of the O'Connell Center shall have discretion in the negotiation of the rental fee to be charged and may adjust the rental fee and/or waiver an expense when it is in the best interest of the University.
EMERGENCY PROCEDURES
The O'Connell Center has detailed response procedures in the event of a fire, hurricane or bomb threat. These procedures, which are part of the University's natural disaster plan, are on file in the O'Connell Center administrative office.
CAMERA POLICY
Since September 11th there has been a need for heightened security procedures in public assembly facilities and the Stephen C. O'Connell Center has implemented the following policies to ensure a safe, enjoyable event experience for all guests.
Sporting events- Small personal cameras (non-professional) are permitted. Examples include disposable and point & shoot cameras. All professional camera equipment must be accompanied with appropriate media credentials and remain in designated areas. Professional equipment includes detachable lenses/flashes, tripods, monopods, large camera bags, etc. For the safety of the athletes flash photography is strictly prohibited with the exception of media who have been approved by the University Athletic Association. Video recording devices are not permitted without advance approval from center management.
Concerts and other events- The permitted use of cameras varies from event to event. We strongly encourage you to review the specific event page on our Web site for the most updated information. As a general rule most shows do not allow cameras, video or audio recording at their event. Cameras with detachable lenses are deemed professional in nature and will require event-issued media credentials.
We will ask you to return all prohibited items to your car; the Arena is not responsible for items left behind.
The policy relative to restriction of cameras with detachable lenses is endorsed by the University Athletic Association and is encouraged for public assembly venues such as the O'Connell Center by Homeland Security and is consistent with best practices within the industry.