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- Coaches/program heads are encouraged to concentrate their fundraising
event efforts on a maximum of one to two well-done functions each year. The
focus should be on activities that yield a high return to the program conducting
it. Events that require maximal effort/time for minimal return are discouraged.
These events are intended primarily to raise funding for programs.
- The completed "Application
to Conduct DIARS Revenue Events/Activities" (Clinics/Lessons, Leagues,
Seminars); is to be submitted to the Assistant Director, Compliance and Operations,
who will review for compliance with NCAA rules. The Assistant Director will
keep a copy of the original and speak to the requestor about plans/details.
From there, it will be routed to the Associate Director, Athletics and Recreation
Services, Associate Director, Business Affairs and Senior Associate Director,
in that order. The event should not be considered approved
until the application form is returned with signed approval by all four administrators.
IT IS STRONGLY ENCOURAGED THAT ALL FORMS BE SUBMITTED BY SEPTEMBER 15TH of
the applicable year to increase the likelihood of facility availability.
Any forms submitted after September 15th MUST be received at least 60 days
prior to the proposed event to receive consideration for approval, although
facility availability may be less likely.
Note: A "Facility Reservation Form" must be completed for any
events using Recreation Services facilities.
- Advance registration should be conducted for all events and
checks should be received prior to the event.
- Checks must be made payable to University of Delaware. All
checks and registration forms are to be returned as applicable to either:
Athletics Business Office
Delaware Field House
Newark, DE 19716
Recreation Services Building Office
Carpenter Sports Building
Newark, DE 19716
- For all events in which attendees will participate in physical activity,
two forms must be completed by each participant. These forms are the "Agreement
to Participate" and "Emergency
Health Information". (Please note that this does not apply to high school
contests held in conjunction with intercollegiate contests. These contests
have different requirements which will be described in an attachment to the
approved application form.)
Although the signatures of both parents or guardians is strongly recommended,
the signature of one is acceptable. The signed copy of the "Agreement
to Participate" is to remain on file in the Office of the Associate Director,
Athletics and Recreation Services for a period of three (3) years and then
archived for seven (7) years.
In addition, a qualified first aid provider (e.g., G.A. or student-trainer)
must be hired by the event organizer to be on-site during all sessions which
involve physical activity by the participants. All arrangements for such
personnel need to be made through Head Trainer, Keith Handling and should
be made well in advance. Associate Director for Business Affairs, Scott Eatough
must be consulted for applicable rate of pay and to implement actual payment.
- The Associate Directory, Athletics and Recreation Services will
determine which events require custodial staff and/or Public Safety. Actual
arrangements/charges will be implemented by the Office of the Associate Director
for Recreation Services facilities and by the Office if the Operations Associate
for Athletics facilities.
- In all cases, the individual who will personally supervise or conduct
the event on-site must be identified. In no case may an event take place
without the presence of an approved University Athletics/Recreation Services
representative.
- The event sponsor must submit all written materials relative to
the event that will be externally circulated, for review and approval first
to the Assistant Director, Compliance and Operations. Materials will then
be sent by the Assistant Director to the Sports Information Associate and
then to the Marketing Associate. The "Approval
of Published Material Form" needs to accompany the submitted written
materials and when review is completed should be returned to the Supervisor,
Events for distribution of copies and filing, at least two weeks prior to
the scheduled event.
Note: No materials should be submitted for approval until the
application for the event has been returned to the requestor with all four
signed approvals. The Assistant Director will send a copy of the "Application
to Conduct DIARS Revenue Events/Activities" with the written materials
to be reviewed.
- If vendor sales are to be involved in the event, the following steps
are necessary:
- Provide the following specific information to the Senior Associate
Director of Athletics who will submit a "Request for Authorization for Vendor
Sales" for appropriate approvals:
- Items to be sold
- Number of vendors anticipated
- Fee to be charged per vendor
- Exact dates and times that sales are anticipated
- Obtain from the Senior Associate Director a "Vendor Contract:
Outside Vendor Sales at Campus Events". Make sufficient copies to accommodate
all anticipated vendors.
- Fill in all portions of the "Vendor Contract" where blanks exist.
(i.e., introductory paragraph, #1, #2, #4 and date) and return each to the
Senior Associate Director for signature, prior to the event.
- Obtain a signature from each vendor, either in advance or on the
day of the event.
- On the first business day following the event, these signed contracts
shall be returned to the Senior Associate Director for filing.
- After the four approval signatures are on the "Application to Conduct
DIARS Revenue Events/Activities" form, Supervisor, Events will distribute
copies to the requestor, the four signers, Director and the Supervisor, Events.
Once this has occurred, the requestor should begin making event arrangements.
The Supervisor, Events is available to provide information and answer questions.
The requestor should remain in close communication with the Supervisor, Events
relative to event plans. The complete event file will reside in the Office
of the Supervisor, Events.
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