CHAIFETZ ARENA SCHEDULING POLICY
PURPOSE
The purpose of the Chaifetz Arena scheduling policy is to establish
priorities to maximize usage of Saint Louis University’s multi-purpose
arena while respecting the primary needs of the athletic programs scheduled
to compete in the facility. The arena complex will provide an on-campus venue
for the successful operation of a Division I Athletics program, serve as an
event space for other University events, and provide a venue for external revenue-producing
events. Chaifetz Arena management will balance the needs and desires of the
Saint Louis University Athletic Department, and other University departments
against the economic impact on Saint Louis University. Any changes or exceptions
to this scheduling policy must be approved by the SLU Arena Policy Committee
(SAPC). The SAPC is comprised of the University’s Provost, Vice President
& Chief Financial Officer, Vice President for Student Development, Athletic
Director, and Assistant Vice President of Business Services, as well as the
General Manager of Chaifetz Arena. The University President is the final authority
on all policy and scheduling decisions.
Saint Louis University reserves the right to deny rental or vendor requests
from individuals, organizations, or businesses which would use access to University
facilities to engage in activities deemed to be inconsistent with the values
and goals of the mission of the University. The Vice President for Mission and
Ministry will serve as a resource to the SAPC when questions arise about the
appropriateness, in light of the University’s mission, of making the Arena
available for certain events.
SCHEDULING PRIORITY
First-Priority Events
1) Saint Louis University Spring and Winter Commencements (to include pre-commencement
activities as needed)
2) Top Revenue-producing Arena Events
3) Billiken Intercollegiate Men’s and Women’s Basketball games
The first priority for scheduling Chaifetz Arena facilities is to make dates
available for Saint Louis University Spring and Winter Commencements, Top Revenue-Producing
Arena Events and Intercollegiate Men’s & Women’s Basketball
games.
A. During the NCAA season the primary location for team basketball practices
will be in the practice court facility. Every effort will be made to make the
main arena available for basketball practice the day immediately before regular
and post-season games. Arena management will also make available the main arena
for practice on days which do not occur immediately before an intercollegiate
regular or post-season game whenever reasonably possible. Please note that NCAA
and conference-sanctioned tournament practice days are considered event days.
Paid main arena events will have priority over all practice times, including
days immediately prior to game days. During the NCAA competitive season, Arena
Management will make basketball the default arena setup whenever multiple non-event
days are available leading up to a confirmed intercollegiate game.
B. Visiting teams scheduled to compete against SLU teams may utilize the main
arena floor, when available, for practice. Main arena educational activities,
paid events, and other SLU activities shall have priority over visiting-team
practices on non-competition days. In the event the main arena is not available
for visiting-team practice, the athletic department will allot time for the
visiting team in the practice facility. The main arena floor will be available
for home- and visiting-team practices on competition days.
Facility and space commitments for first-priority events and activities may
be made as far in advance as is necessary or appropriate, and may supersede
requests by second-priority events and activities scheduled more than 6 months
from the event date.
Arena management reserves the right to block dates to allow sufficient time
to schedule first-priority events.
Second Priority
1) Top Revenue-producing University Events (including Student Development Events)
2) Men’s and Women’s Summer Basketball Athletic Camps
Second priority is to make dates available to promoters, agents, tour directors,
the Office of Student Development (including the Homecoming concert), amateur
and professional sports officials, and other University departments to promote
top revenue-producing arena events. Arena Management will make available up
to 12 days for the men’s and women’s summer basketball athletic
camps each year. Should additional athletic camp dates be requested, arena management
will grant those dates based on calendar availability under third-priority status.
Facility and date-scheduling commitments for second-priority events and activities
made in advance of receiving the intercollegiate athletic schedules are subject
to change to accommodate first-priority events unless previously confirmed with
the Athletic Director.
For activities which are considered to be competing for the same audience and/or
ticket buyers (concerts, ice shows, tractor-pulls, circuses, etc.), arena management
may maintain a waiting period before and after an existing event competing for
essentially the same patrons. The waiting period should be established according
to acceptable industry standards, depending on the event. Furthermore, the management
may, at its own discretion, limit the number of competing activities presented
during any given period.
Third Priority
1) Flat shows; tradeshows, expositions, consumer or public exhibitions
2) Non-revenue-producing University Events (including Student Development events)
3) Banquets, meetings, and educational forums
4) Additional Billiken Coaches’ camps and clinics
Third priority is to make dates available for additional coaching camps and
clinics (beyond second-priority dates), consumer or public exhibitions, tradeshows,
speaking engagements, special events, banquets and meetings using the entire
arena, dances, and other activities. Facility and date-scheduling commitments
for third-priority events and activities made more than twelve (12) months in
advance are subject to change to accommodate first-priority events and may be
asked to move their dates to accommodate second-priority events.
Contracts for third-priority events will not be issued more than twelve (12)
months in advance of the date(s) of the event.
For activities which are considered to be competing for the same audience and/or
ticket buyers (auto shows, antique shows, home shows, flea markets, business
expos, etc.), the Arena management may maintain a waiting period before and
after an existing event competing for essentially the same patrons. The waiting
period should be established according to acceptable industry standards, depending
on the event. Furthermore, the management may, at its discretion, limit the
number of competing activities presented during any given period.
Fourth Priority
Fourth priority is to make dates available for events using only the Multi-Purpose
Room(s), Club, Concourse, and Lobbies, and recreational sports activities using
the arena. Upon permission from the General Manager’s office fourth-priority
events may have access to open times not occupied by first-, second-, and third-priority
events and may be bumped at any time in favor of a first-, second-, or third-priority
event.
SCHEDULING
In order to hold a date(s), the lessee must indicate the exact name
of the act/event involved. A substitution of the act/events for a date(s) voids
the hold.
In the process of scheduling dates, the following terms and definitions shall
apply to scheduling commitments:
TENTATIVE
First Hold - Requests for tentative date(s) that are made inside twelve
(12) months of the event are held for two (2) months, after which time arena
management reserves the right to request the date to book another event on the
date(s) being held, with notification to the potential lessee. Those desiring
date(s) to be held more than two (2) months without an executed contract should
make a request to arena management and, with management’s approval, may
be granted up to a one (1)-month extension.
Potential lessees shall not assign or transfer any right or interest in tentative
hold dates, including, without limitation, the right to receive any payment
without Management’s approval of such assignment. Any such assignment
without approval of Management shall be null and void.
When a contract is fully executed and the appropriate deposit is received,
tentative dates then receive the status of confirmed.
Second Hold - Facility and date(s) reserved on a second hold are held pending
execution of a contract or the release of the first-hold dates. In the event
the first-hold dates are released, second-hold dates receive first-hold status
upon notification to the second party.
CHALLENGES
If a potential lessee makes a request for a tentative date being held
by another party, that party will be given a second hold. If the party requesting
the second hold wants to challenge the date(s), Arena Management will give the
first-hold possessor written notice of the challenge and the first-hold possessor
will have forty eight (48) hours to make a non-refundable deposit pursuant to
the deposit schedule. Upon payment of the deposit, the first-hold possessor
will be granted the date and will have fourteen (14) days from the date of receipt
of the deposit to sign and return a contract. If the executed contract is not
received by the Arena within 14 days, the date will then be made available to
the second-hold possessor. The second-hold possessor will have forty eight (48)
hours from the receipt of written notice of the availability of the date to
return a signed contract and make a non-refundable deposit of $________ toward
the basic facility rental fee.
HOLD SEQUENCES
When two (2) potential lessees are vying for the same act, the promoter who
signs the act receives the contract for the date(s) regardless of the hold sequence.
CONFIRMED
The Arena and dates are considered confirmed only upon execution of
a Chaifetz Arena Contract, including appropriate deposit, by the event sponsor
and the Arena Manager specifying all details of the commitment.
Upon preparation of the contract, two originals and a cover letter will be
mailed to the event sponsor. From the date of the cover letter, the Arena will
continue holding the date(s) without a properly executed contract for fourteen
(14) days. If the executed contract is not returned within this time limit,
the Arena may contract with other parties for the use of the building on the
same date(s), with notification to the potential lessee. The originals must
be signed and returned to the Arena with the required deposit. The Arena Manager
will then sign and return one fully executed contract to the licensee.
If the properly executed contract, deposits, and insurance certification are
not in the office of the Arena Manager fourteen (14) days prior to the event,
the Arena reserves the unqualified right to cancel the event. Persons booking
events less than fourteen (14) days out must provide the aforementioned materials
upon the booking date.
No variance from the Arena’s contract may be made in any case except
upon prior written approval of the Arena Manager. All requests for changes to
the contract must be received at least fourteen (14) days prior to the event.
STUDENT DEVELOPMENT EVENTS
Student event committees will also be subject to the above arena scheduling
priorities and hold procedures with respect to booking concerts, speaking engagements,
and other special events. Committee chairs must work with the Office of Student
Life and their respective staff/faculty advisors. Building contract and event
settlement signatures for student events will be subject to University protocols.
PRACTICE COURT
Arena Management may request use of the practice court from SLU Athletic
Director if the space is to be a critical component of an event’s program.
This request will only be made during the off-season or in-season if the three
teams that use the space (volleyball, men’s/women’s basketball)
are either on the road, traveling, or have a scheduled day off. Practice court
events will not take priority over the scheduled practices of the above teams.
NOTE:
Please contact the Chaifetz Arena General Manager for rental rates
and fee schedule.
Revised: Monday, 15 Sep 2008Return to IndexPrinter Friendly Format
