Facility Rental Guidelines

1. All events must meet guidelines established by the NCAA and Big Ten Conference.
2. Any event considered being potentially harmful to the public image of The Ohio State University will be rejected.
3. Any event considered to be potentially harmful to the facility will be rejected.
4. The Department of Athletics, in conjunction with other Ohio State University Departments (when necessary), will determine the extent of the personnel required for the safeguard of The Ohio State University’s interest. Ohio State University personnel can include, but is not limited to, facility operations staff, video board staff, ushers, police and medics. 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 each event.

1. Any party requesting to use a Department of Athletics facility should contact scarletandgrayvenues@osu.edu. When contacting the office, please have the following information to provide:

• Nature of Event
• Date(s) requesting
• Time of Event
• Event Details such as set-up and equipment needs

2. If the facility space is available, and the event has been approved (the requirements of the event are satisfactory) by the Event Management staff, an event manager will contact in regards to details.
3. After all details for the event have been confirmed, an Athletic Facility Rental Agreement and event confirmation shall be sent to the client.

• The Athletic Facility Rental Agreement should be signed via docusign.
• The facility rental and event operations costs reflected on the Athletic Facility Rental Agreement and Event Confirmation Sheet are estimated costs.

4. If a deposit is required (typically half the rental cost), a credit card link will be sent via email from the Department of Athletics Business Office. You can also submit a check, payable to The Ohio State University Athletic Department.
5. If the client cancels the event or use of the facility after the confirmation has been sent, the client is subject to the outlined cancellation charges.
6. After the event, the client shall be invoiced, with all final charges. Note: University organizations may provide a university account number to which all facility rental and event operation costs may be charged following the event.

*Non-refundable deposit does not guarantee the client the reservation of the event space; Athletics reserves the right to cancel client’s event for any department event, university event or concert. Non-refundable deposit will be refunded to the client in the instance that Athletics would cancel the client’s event for any department event, university event, or concert. Athletics will provide as much notice as possible. Client will not be charged any fee or expenses if cancelled by Athletics. Every effort will be made to reschedule event to another date.

For those facilities where expenses are added to the rental price, the Lessee shall be charged the facility rental fee and event operation expenses. Event operation expenses may include, but are not limited to set-up, tear down, security, ushers, ticket takers, EMS, Red Cross, traffic and parking, janitorial services, electronic services, electrical services, HVAC services, video board and scoreboard services, physical plant services, sports information services, ticket office services, equipment rental and administration fees. Event operation expenses will not be reduced or waived.

Staffing:

• Facility Operations Full Time Staff: $40.00/hour
• Facility Operations Student Staff: $16.00/hour
• Electronics Full Time Staff: $40.00/hour
• Electronics Student Staff: $16.00/hour
• Security/Ushers (Redcoat): $16-20.00/hour

The Lessee must have a policy or policies of general liability insurance in the state of Ohio providing coverage for personal injury and property damage. This shall be in the amount, not less than $1,000,000 for each person or occurrence and
$2,000,000 in aggregate for personal injuries or death or property damage suffered by any person or persons arising out of the use of the Facility or the services provided with its use. The Lessee shall name The Ohio State University and its Board of Trustees as named insured. As a state entity, The Ohio State University cannot list the Lessee as additional insured. The Lessee shall also provide notice to the Lessor of proof of insurance coverage, in the form of a certificate of insurance, not less than fourteen (14) days in advance of commencing of the lease term. Failure to obtain a certificate of insurance does not constitute a waiver of such insurance by Lessor.

The safety of our student athletes, fans, participants and the public is of the highest priority and concern. Written authorization from The Ohio State University must first be obtained in order to operate any Unmanned Aerial Systems (Drones) on campus property. Any individual(s) or organization(s) operating an unapproved system on or over university property or sponsored events; in violation of any federal, state, or local laws; or in conflict with any other applicable university policies; may be directed by authorized university representatives to cease operations immediately, unless or until proper approval is obtained.

Levy Restaurants is the exclusive food service provider within Athletic Facilities. They offer a wide range of menus as well as both cash and open bars. Arrangements for all linens need to be made through Levy Restaurants. For information, contact 614-688-4660 or OSUcatering@levyrestaurants.com.

Non-Baseball Events

Half Day (up to 4 hours): $1500 (expenses added to rent)
Full Day (more than four hours): Scoring System: $3500 (expenses added to rent)
Scoring System: $250 (expenses included)
Concert: Negotiable

Rate from June 10 – July 11*:
1 game/day: $900 (plus expenses)
2 games/day: $1100 (plus expenses)
3 games/day: $1300 (plus expenses)
4 games/day: $1500 (plus expenses)

*The discounted rates listed above reflect the price to play a game in Bill Davis Stadium. The rental fee for any practice, clinic, home run derby, etc. will be $1,800.00/each for any non-game related event.

Rate outside of June 10 – July 11*:
$1500/game (plus expenses)

Guidelines for renting Bill Davis Stadium:

1. The rental structure rate is “per day” for the listed number of games.
2. Before approval will be given, proof of affiliation with a baseball organization must be provided.
3. Reservations are limited to a maximum of four games per day.
4. After every two consecutive games, there will be a mandatory 30 minute break for field maintenance.
5. Any other baseball activity (including but not limited to a practice, home run derby, or camp/clinic) will NOT be counted as a game. Length of time for any non-game baseball activity should not be any longer than 4 hours. The length of the non-game baseball activity will determine equivalent number of games per the discretion of Ohio State Event Management.
6. Metal cleats/spikes are prohibited on the field at Bill Davis Stadium with the exception of the game pitcher.

Non-Softball Events

Half Day (up to 4 hours):                  $1,500 (expenses added to rent)

Full Day (more than 4 hours):          $3,500 (expenses added to rent)

Scoring System:                                    $250 (expenses included)

Concert:                                                 Negotiable

Half Day (up to 4 hours):          $700 (expenses added to rent)

Full Day (more than 4 hours):  $1,400 (expenses added to rent)

Half Day (up to 4 hours):         $6,000 (expenses added to rent)

Full Day (more than 4 hours): $15,000 (expenses added to rent)

Seasonal Group Rate:               $100/hr (minimum 50 hours) (expenses included)

Concert:                                       Negotiable

Half Day (up to 4 hours):           $3,000 (expenses added to rent)

Full Day (more than 4 hours):  $5,000 (expenses added to rent)

Seasonal Group Rate:                 $100 hr (minimum 100 hours)

Seasonal Group Rate:       $75/hr. (minimum 50 hours) (expenses included)

National Team Rate:         $50/hr. (minimum 50 hours) (expenses included)

Wrestling Clinics

Half Day (up to 4 hours):          $2,000 (expenses added to rent)

Full Day (more than 4 hours): $4,000 (expenses added to rent)

Half Day (up to 4 hours):            $2,000 (expenses added to rent)

Full Day (up to 4 hours):             $4,000 (expenses added to rent)

Wedding/Engagement Photos:                      $350

Wedding Ceremony – North Rotunda:         $2,500-$3,500

Wedding Ceremony – Flag Pole:                    $3,000-$4,000

Wedding Ceremony & Reception Package: $5,000-$8,000

Special Event*:                                                  $25,000 (expenses added to rent)

*Rental fee pending complexity of event

Steelwood Training Facility*

Gymnastics Room:         $20/hr (minimum 50 hours) (expenses included)

Fencing Room:                $20/hr (minimum 50 hours) (expenses included)

Note: Limited parking available at facility. Alternate transportation required.

Half Day (up to 4 hours):            $1,000 (expenses added to rent)

Full Day (more than 4 hours):   $2,000 (expenses added to rent)

Lessons:                                   $10/court per hour (minimum 200 hours per year)

Special Event:                         $1000 to $2,000

Lessons:                                   $10/court per hour (minimum 200 hours per year)

Indoor Field*

Half Day (up to 4 hours):              $2500 (expenses included)

Full Day (more than 4 hours):     $5,000 (expenses included)

National Team Rate:                      $100/day (expenses included)

Video Board / Score Board Fees

Scoring System:                                        $250 (expenses included)

Ribbon Board:                                          $500 (expenses included)

Video Board – Static/Scrolling Image: $1250 (expenses included)

(Contact Catherine Rainford, at rainford.2@osu.edu) Auxiliary Gyms*

$75/hr. (Practice only)