Athletic Facilities

Athletic facilities include Redbird Arena, Horton Fieldhouse, Horton Pool, athletic fields, and tennis courts.

Illinois State University buildings and grounds are intended for use by students, faculty, and staff in support of the University's mission of teaching, scholarship, and service. Individuals, groups, or organizations may use University buildings and grounds in accordance with University procedures, policies, rules, and regulations.

The following procedures apply to scheduling and use of facilities, conduct of events/activities, and unscheduled expressive events and activities in all areas controlled and/or scheduled by Athletics. This applies to all buildings, facilities, grounds, and other indoor/outdoor spaces owned, leased, maintained, or controlled by Illinois State University (collectively referred to as “facilities and grounds”). These procedures apply to all individuals, including all Illinois State University employees, students, University affiliates, registered student organizations, contractors, and visitors.

Procedures

The following information assists with ensuring compliance with all applicable Illinois State University policies and procedures and seeks to ensure that individual and group rights of expression, assembly, dissent, and protest are not infringed or abridged. In addition, this procedure seeks to support and preserve the means to maintain the safety of all members of the University community and visitors to the campus and to enable the University to fulfill its mission of teaching, scholarship, and service. Finally, it provides all members and visitors of the University community with the broadest possible latitude to speak, write, listen, challenge, and learn.

The following procedures outlined below provide content-neutral, minimally necessary standards to achieve these goals.

Unscheduled Expressive Events and Activities

Individuals may engage in unscheduled expressive events and activities in outdoor areas of the campus. Athletic facilities not generally accessible for use by the public are not available for unscheduled expressive activities.

The University is committed to protecting the rights of expression, assembly, protest, and dissent and to making its facilities and grounds available for these activities. Protecting impromptu and spontaneous assembly for the purpose of expression, protest, and dissent is essential to fulfilling this commitment. Thus, the lack of a reservation to use space is not a basis for terminating any expressive activity, including impromptu activities, unless the protest or assembly does the following:

  1. It conflicts with a previously scheduled event in the same location.
  2. It is being held in a restricted location (e.g. an athletic facility or other area where activities may create safety or health risks).

When an unscheduled activity conflicts with an event which was previously scheduled for the same time and space, the unscheduled activity shall be allowed to continue in its existing location until it needs to be relocated to allow for the prior scheduled activity or preparations for it. When those engaging in an unscheduled activity are required to relocate, they may request the appropriate University official to assist in relocating to a space where the activity can continue or in scheduling it for a different time. 

To ensure space is available for an activity, individuals and organizations are encouraged to schedule space in non-restricted areas as indicated below.

Scheduling and Using Facilities for Athletics

To schedule or reserve space in Redbird Arena, Horton Fieldhouse, Hancock Stadium, Hancock Stadium Club, contact the Athletics Department, Redbird Arena, Room 223, (309) 438-2000, athleticfacilities@illinoisstate.edu. Other Athletic facilities may be scheduled for restricted use. 

Cost Incurred  

The individual or organization sponsoring the event shall be responsible for any cost incurred on the part of the University, including clean-up, special construction, set-up costs, and extra security as deemed necessary.

In the event an activity is causing damage or destruction of property or imminently threatening to cause such damage or destruction, an Athletic Department official may ask that the event or activity be relocated to an alternative space at the University. If this is not possible, an Athletic Department official may ask that the event be rescheduled. If this is also not possible, an Athletic Department official may ask that the event cease and desist.

Administration and Procedural Application

Reviewing and Prioritizing Requests

When reserving facilities for events or activities, the Athletic Department representative will consider (a) whether the requested location is suitable for the event or activity, and (b) whether health and safety concerns require special precautions or arrangements (i.e. security staff, EMS personnel, other security, insurance requirements and related loss prevention measures). Several factors will be considered for the proposed event or activity, included but not limited to:

  1. impact on athletic scheduled events
  2. anticipated size, crowd density, crowd control, public or private, tickets or general admission
  3. noise likely to be generated and impact, if any, on academic activities or other University activities in the vicinity
  4. impact on traffic and parking
  5. adequacy and suitability requested to the location
  6. event history, hours, performer history, first-time event
  7. compliance with applicable laws, rules, regulations and policies
  8. potential risk to the health or safety of participants, observers, or others
  9. presence of minors, alcohol, animals, cash, media, or pyrotechnics
  10. any other similar, content-neutral factors that are related to any standard in this section

Subject to the priorities outlined in this procedure, reservations for facilities and grounds are generally decided on a first-come, first-served basis. Occasions may arise when an official University activity takes precedence for use of an already scheduled space. In the event rescheduling is necessary, the Athletic Department representative will work with the sponsors or organizers of the displaced activity to find suitable alternative locations and times that are reasonable under the circumstances. Any individual or organization whose request is denied may appeal the denial to the Director of Athletics or designee.

Event Staffing

Every event is unique, bringing with it specific risks and requirements. When assessing an event, those reserving the space, those involved in planning the event, and/or those hosting the event must evaluate the likelihood and consequences of potential risks.

It is through this process of planning, organizing, leading, and assessing activities that the individual, organization, and University minimize adverse effects of accident or loss and protect their interests and assets.

The Athletic Department representative will review the event details, assess the event and determine what measures or requirements are necessary.  

If certain risks are associated with the proposed event, the following offices may make recommendations to the Athletics Department as necessary.

  1. University Police recommends necessary security staffing levels at all events. 
  2. Environmental Health and Safety recommends necessary Emergency Medical Technician (EMT) staffing levels at all events.
  3. Emergency Management recommends an Emergency Management Plan if necessary. 
  4. Risk Management recommends required insurance and/or other loss prevention/risk management measures.
  5. Athletics recommends any additional operational needs or measures necessary.

Athletics may adjust their staffing levels as necessary based on changing conditions/needs. A final decision will be made after consideration of all recommendations.

The individual or organization sponsoring the event shall be responsible for all costs incurred but not limited to clean-up, special construction, set-up costs, security, EMT, insurance, and facility operations as the University deems necessary.

Documentation and Records Retention

Any department responsible for processing reservation requests is required to keep records of requests and actions taken, including reasons for denial, for five (5) years.

Events Involving Minors

If the proposed event or activity will involve minors, the sponsor or group must complete the University Program/Activities Involving Minors registration and comply with the University Protection of Minors Policy.

This form will be reviewed and must be approved by the Minors Activity Committee in advance of the event. This confirmation should be sent to Hayden Young at 309-438-3630, email at hyoung@illinoisstate.edu, or contact Emily Schierenbeck at 309-438-8353, email at AT_easchi1@illinoisstate.edu.

Outside Speakers and Groups

An individual or organization associated with the University that invites or sponsors non-University speakers, performers, or groups to conduct activities or events on campus should take active responsibility for the event by being visible, proactive, and accessible. The organization will assist with the overall “hosting” of the event, as well as the clearing of the room and building.  

The outside speaker, performer, or group may be given permission to use specific facilities through a written contract under terms and conditions that protect the University's institutional interests. Such groups may not state or imply University sponsorship of the organization or its program without written authorization.

Violations or Non-Compliance Behaviors

Violation of this procedure could result in sanctions imposed in accordance with applicable University policies including but not limited to the Student Code of Conduct, University policies applicable to employees, and other available methods. Violations by students and Registered Student Organizations (RSOs) will be handled through the Code of Student Conduct administered by Student Conduct and Community Responsibilities, a unit of the Dean of Students Office. Violations by employees will be handled by Human Resources. Violations by non-affiliates will be handled by the appropriate agency or department.