Are you a youth sports director looking for a capstone venue? A coach looking to give their kids that ‘next level’ feel? Lack the space you need to run a larger scaled event? Or maybe you want to add a special Eagle touch to your next corporate outing? Eastern Michigan University Department of Intercollegiate Athletics has numerous athletic facilities available to rent for events of all occasions.
Facility Use Guidelines
The order in which various entities receive priority to schedule an event at Eastern Michigan University Intercollegiate Athletic facilities is as follows:
1. Eastern Michigan University sponsored varsity athletic events and practices.
2. Eastern Michigan University department, student groups and club events.
3. External group/individual rentals.
Event Guidelines
1. All events must meet the rules and guidelines established by the NCAA, Mid-American Conference and Eastern Michigan University.
2. All events considered to be potentially harmful to the public image of Eastern Michigan University will be rejected.
3. Any event considered to potentially harmful to the facility will be rejected.
4. The Department of Athletics, in conjunction with other Eastern Michigan University departments (when necessary), will determine the extent of the personnel required for the safe operations of the event. Eastern Michigan University personnel can include but is not limited to, athletic department staff, physical plant department staff, ushers, event staff, PA announcer, scoreboard operator, medical staff, and police. The amount of personnel assigned to an event will be determined based on the size and nature of the event.
5. The Department of Athletics must have a signed contract for all non-varsity athletic practice(s), event(s) or non Eastern Michigan University facility rentals.
Requesting Use of Facility Rentals
Please follow the below guidelines for submitting a request.
1. Any party interested in renting an Eastern Michigan University athletic facility should send an email to:
[email protected] or call the office at
734.487.1050. Please ask for
Clifford Sims. All requests should be made a minimum of 30 days prior to the event. Any shorter time frame may affect the pricing.
2. The rental group/individual, once the request is reviewed, will be directed to complete an online application/request at emich.tandemcal.com. The form will help review potential date availability. In addition the application will provide the logistics necessary to create a base estimate for the event. This number is an estimate and may be adjusted once the final details are worked out between the tenant and Eastern Michigan University Athletics.
3. Once the request is approved, a member of the Eastern Michigan University Athletics Department facilities staff will arrange a time to discuss (in person or phone) the details of the event (i.e. setups, teardowns, equipment needs, staff needs, etc.).
4. After all details have been confirmed the rental group/individual will receive a contract.
5. The following is due to Eastern Michigan University Athletics no later than 2 weeks prior to the event:
1. Completed and signed contract.
2. Certificate of insurance.
3. Non-refundable deposit equal to 20% of the facility rental fee.
6. Full payment is due within 30 days of the completion of the event. An invoice for the balance and any additional costs associated with damage or additional staffing will be sent within 5 business days of the completion. Payment can be made by cash, check or credit card (VISA, MC, American Express and Discover).
Event Operation Expenses
For those facilities where expenses are added to the rental price, the rental group/ individual shall be charged the facility rental fee and event operation expenses. Event operation expenses may include, but are not limited to, setup, tear down, security, users, ticket takers, EMS, traffic and parking, janitorial services, electronic services, video board and scoreboard services, physical plant services, ticket office services, equipment rental and administrative fees. These expenses, where possible, will be communicated prior to the event and included in the contract.
o Scoreboard
o PA System
o Facilities Staff
o Electronics
o Security/Ushers
o DPS Uniformed Officer
o EMT (Onsite Vehicle)
o Field Lights
o Field Maintenance
o Custodial
Insurance
The rental group/individual shall provide and maintain, at the individual or group’s expense, during the period of its use of the premises pursuant to the agreement, a commercial general liability policy written on an occurrence basis with limits of $1,000,000 per occurrence and $3,000,000 aggregate including but not limited to coverage for bodily and personal injury, property damage ($300,000 limit) and contractual liability referring to the agreement. Eastern Michigan University shall be listed as additionally insured. Eastern Michigan University may terminate the agreement and cancel its obligations under the contract if the insurance coverage is not provided to Eastern Michigan University’s satisfaction at least 2 weeks prior to the event.
Cancelation/Refund Policy
A non-refundable deposit equal to 20% of the facility rental fee will be required to hold a facility for a particular event. The deposit is due at least 2 weeks prior to the event. Once the deposit has been submitted, the rental can be cancelled up to 72 hours prior to the event with no financial responsibility other than the non- refundable deposit. If the event is cancelled by the rental group/individual within 72 hours of the event, the rental group/individual will be invoiced for any expenses related to staffing and preparation work related to the event. In situations where inclement weather prohibits the safe operation of the event, the facility fee will be waived and the rental group/individual will be invoiced for expenses related to staffing the event less the non-refundable deposit.
Compliance Guidelines
Please be advised that the Eastern Michigan University Athletics Compliance Office will be consulted on all events that involve the following:
o Involving prospect-aged participants
o Involving Eastern Michigan University coaches, staff or current student-athletes.
Additional forms may need to be completed, based on the event, 2 weeks prior to the event.
Food Service
All food services (catering and concessions) must be coordinated through the Eastern Michigan University Dining Services office. It is their sole discretion if they want to support the event. Their decision may be based on several factors, including but not limited to, the projected attendance, scheduling of the event and other events being held on campus. If they do not support the event, the rental group/individual may handle concession sales and staffing. In this case only cold or pre prepared food and drinks may be sold.
Ticketed Events
Eastern Michigan University’s Ticket Office will manage all ticketed events in conjunction with the rental group/individual. The rental group/individual may set their own ticket prices.
Athletic Facilities Available for Rent:
Bowen Field House – Indoor Track (200 Meter)
Full day rental
Hourly rental
Specifics:
o Balcony seating for 1,200
o Additional seating of 1,000 available for non-track events
o Public restrooms
o Concessions
o No locker rooms
o No scoreboard
o No PA system
o Available for track, gymnastics, wrestling, baseball/softball cages
o Confetti/glitter and helium balloons not allowed
Oestrike Stadium – Baseball
Game rental
Hourly rental rate
Specifics:
o Stadium lighting available
o Public restrooms
o Concessions
o Seating for 1,000
o Electronic scoreboard
o PA System
o Sunflower seeds, tobacco, & gum are prohibited
o No metal cleats (molded spikes or turf shoes only)
Practice Fields – Grass
Full day rental
Hourly rental rate
Specifics:
o No lighting
o No public seating
o 2 – 100 yard fields
Rynearson Stadium – Football/Track
Full day rental
Hourly rental rate
Specifics:
o Stadium lighting
o One locker room
o Seating for 30,000
o Public restrooms
o Scoreboard / Videoboard
o PA System
o 400 meter track
Scicluna Field – Soccer/Lacrosse
Full Day Rental
Hourly Rental
Specifics:
o No stadium lighting
o No public restrooms (portable toilets may be rented)
o No locker rooms
o Seating for 150
o Electronic scoreboard
Varsity Field – Softball
Game rental
Hourly rental rate
Specifics of Varsity Field:
o No stadium lighting
o Public restrooms
o Seating for 250
o Electronic scoreboard
o PA System
o Sunflower seeds, tobacco, & gum are prohibited
