Athletic Complex Rules & Regulations

RULES & REGULATIONS

A.  Reservations/Permit:

1) Information regarding rental of fields at the CVAC may be obtained by contacting the city’s Superintendent of Sports and Wellness at 636.812.9511 during regular business hours from 8:30 am-5:00 pm on Mondays through Fridays.

2) Field usage is by permit only, unless otherwise designated by the city.

3) The following priorities have been established to ensure the fairest distribution of field usage: city of  Chesterfield Programs and/or Partnerships; Returning Users/Organizations that are in good standing; all other users.

4) Both light and non-lighted sports fields (baseball/softball and Multi-Purpose) at the CVAC are available by permit for usage by the public when not otherwise scheduled by the city.

5) To reserve a field(s), there must be ten (10) days’ notice. Sometimes it is possible to accommodate individuals or groups in less time but the best results will be with reservations requested a minimum of ten (10) days prior to the desired date(s) and time(s). Reservations for field use on an upcoming weekend (Friday evening, Saturday, and Sunday) must be made no later than Thursday by 5:00 pm of the prior week.

6) Sports fields are available for reservation and use for a minimum of one (1) hour.

7) The permit and the responsible party (person(s) 21 years of age or older, who officially rented the field(s)) MUST be on-site when the field(s) is/are being used. Failure to comply may result in the forfeiture of the permit.

8) The usage of the CVAC shall be subject to the approval of a permit application, and shall be subject to the fees and conditions outlined in the CVAC “Rental Rates”.

9) In order to qualify and receive the resident discounted rate, a minimum of one of the following must take place:

a) Applicant MUST be a Chesterfield resident and/or an organization based in Chesterfield that is recognized by the city.

b) League, team or individual MUST have a minimum of 51% of its participants being Chesterfield residents.

c) Applicant MUST submit a current/valid roster(s) that include names and addresses of all participants indicating residents and non-residents.

d) Applicant will be charged the general rate (non-resident rate) until a current/valid roster has been verified, approved and on file with the city.

e) Any group, organization, individual who cannot verify residency percentages, will be charged the General Rate.

10) Dates and times must be made in blocks for consecutive dates and times unless otherwise approved by the city. Failure by Lessee to adhere to this policy will result in the Lessee being charged for any gaps in the schedule.

11) In the event of inclement weather and/or unplayable field conditions; the decision to cancel the use of the field(s) shall be at the sole discretion of the city. City staff may include information gathered with a soil moisture meter to determine the playability of fields in question.  In this situation, the city will make alternate time(s) and date(s) available for make ups at no charge to the Lessee.

12) The Lessee shall leave the field(s) and surrounding areas in a clean, neat condition. All trash and debris must be picked up and deposited into the proper trash receptacles (recycling is highly recommended). If it is necessary for the city to provide cleaning services following the reserved activity, the Lessee may be charged an additional fee of $25 per field per day, and the city will review whether to permit future use by the Lessee.

13) The reservation is for the designated field(s) only, unless otherwise specified on the permit. The use of the field(s) is limited to the activity specified on the permit (i.e. soccer reservations must take place on the specified soccer fields or field as assigned.).  If the Lessee, its agents, servants, employees, assigns, successors, invitees, and licensees, utilize fields not designated on the permit, the Lessee will be charged for the usage of said fields.

14) The city reserves the right to schedule more than one (1) event, league, or tournament at a time, subject to field availability.

15) No apparatus or equipment may be located at the CVAC unless the use and location of equipment has received prior written approval and the facility permit contains that approval.

16) Unless specifically stated on the permit, it is understood that the gathering to be held is not a fundraiser.  Also, that no admission/parking fee is to be charged; no tickets will be sold or collections taken; and that no items or services will be sold.

17) The city reserves the right to postpone, cancel or delay any activity at the CVAC.

18) The city must approve all tents, inflatables and canopies within the CVAC.

19) The sale of any merchandise and/or other novelties shall have the prior approval of the city.

20) The usage of the CVAC is non-transferable and no sublet shall be initiated by the Lessee.

21) The city reserves the right to allocate and/or assign all field(s) designations.

22) The city does not allow the charging of admission fees, sale of goods or services, or public solicitation on or in the CVAC without the expressed written consent of the city.

23) Lessee shall be responsible for providing first aid, cool down stations, etc. for all its participants, agents, volunteers, employees, assigns, successors, invitees, and licensees.

B.  Facility Usage

1) The city through its representatives, agents, and employees, reserves the right to control all activities at the CVAC and to eject any person(s) who is objectionable and causes disfavor to the rules and regulations.

2) The city through its representatives, agents, and employees, may revoke any permit previously granted at any time if it is determined that the application for permit contained any of the following: Any misrepresentation and/or false statement; any condition set forth in the policies governing the permit requested is not being complied with; the safety of the participants in the activities of the applicant and/or other patrons of visitors to the CVAC is endangered by the continuation of such activity.

3) Lessee, its agents, servants, employees, assigns, successors, invitees, and licensees at all times agree to fully abide by city rules and regulations.

4) The Lessee, its agents, servants, employees, assigns, successors, invitees, and licensees, agree to abide by all federal, state, county and municipal laws and ordinances.

5) Lessee is responsible to see that ALL activities are properly controlled; ALL rules are enforced, and MUST have a designated person(s) of authority on site at the CVAC at ALL times during activities.

6) Lessee agrees that he/she will, to the extent possible, take every action necessary to prevent any and all disorderly or boisterous conduct or immoral practices of any kind and/or about the premises by its agents, servants, employees, assigns, successors, invitees and licensees.

7) No private property may be placed on or at the CVAC without the expressed written consent of the city. The city will not assume any responsibility for any private property that may be approved for placement.

8) The city reserves the exclusive right to all concession and vending at the CVAC. The Lessee, its agents, servants, employees, assigns, successors, invitees, and licensees shall not bring in outside food and/or beverages into the CVAC.

9) The city prohibits the use of all types of tobacco products (pipes, cigars and cigarettes) or “vaping” with e-cigarettes, on any city owned property.

10) The city does not allow the use of golf carts and/or utility carts on or in the CVAC without the expressed written consent of the city.

11) The city does allow dogs at the CVAC; however, they MUST be kept on a leash at all times, well behaved and cleaned up afterwards.

12) The city shall have the sole right to determine any and all decisions regarding the condition of the CVAC. 

13) Only city personnel will be allowed to work on and prepare fields.

THE FOLLOWING ARE GENERAL REQUIREMENTS, WHICH ARE APPLICABLE TO ALL POLICIES:

I. General Liability shall be written by a carrier with an AM Best Rating of A:VII or higher in accordance with the Best Key Rating Guide.

II. Only insurance carriers licensed and admitted to do business in the State of Missouri will be accepted.

III. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only.

IV. Claims-made policies will not be accepted.

V. The city, its officials, agents, servants, representatives, volunteers, subcontractors, and employees, are to be added as “Additional Insureds” to the General Liability Policy. The coverage shall contain no special limitation on the scope of protection afforded to the city, its officials, agents, servants, representatives, volunteers, subcontractors and employees.

VI. Certified copies of all insurance policies and/or certificates of insurance shall be furnished to the City without cost to the city prior to the scheduled complex usage.

LEAGUE RULES

1) These rules are in addition to the General Rules and in the event that there are conflicts between the League Rules and the General Rules, the League Rules shall take precedence.

2) Individuals and/or organizations interested in renting any part of the CVAC for league use shall submit a written request to the Superintendent of Sports and Wellness or designated city representative by January 1st for the year in which the request are being made.  Requests shall include the following in order to be considered complete and ready to schedule:

a) Name of League Director

b) League Director address and phone number

c) Requested dates, times, start date, end date, off dates, makeup dates, and number of fields requested

d) Anticipated number of teams to participate

e) Age group(s) of teams participating

f) Special needs (i.e. mounds, pitching machines, goals, lined fields, etc.)

g) Field dimensions

h) Requested times and dates must be made in blocks for consecutive dates and times unless otherwise approved by the city. Incomplete requests or request received after the deadline could result in the request being denied. If two or more individuals or organizations are requesting the same time(s), date(s), and field(s), the Superintendent of Sports and or other designated city representative will revert to the city's priorities listed above.

3) Each league shall designate to the city one (1) individual as League Director, who at all times shall have the authority to act on the behalf of the league. This individual shall work with the designated city representative on all activities associated with the league’s usage of the CVAC (permits, fees, schedules, rosters, insurance, etc.)

4) A city representative(s), at their discretion, shall be allowed to attend and speak to the Board of Directors and a managers/coaches meeting prior to the start of the season. Failure of the Lessee to adhere to this policy will result in the immediate termination of their contract and the forfeiture of their use of the CVAC for the season.

5) If the Lessee does not adhere to the submitted schedule, where activities were scheduled in blocks for consecutive dates and times, the Lessee will be charged for any and all gaps in the schedule, unless otherwise approved in writing by the city.

6) Leagues shall comply with ALL insurance requirements as specified above, and shall submit the certificates of insurance to the city prior to the start of the season.

7) In the event that the league/individual shall cancel any scheduled date(s) or times, for any reason other than inclement weather (as determined by the city), the league/individual shall be required to pay the city in full for said date(s) and times.

8) In the event of inclement weather and/or unplayable field conditions, the decision to cancel the use of the field(s) shall be at the sole discretion of the city. In this situation, the city will make alternate time(s) and date(s) available for make ups at no charge to the Lessee.

9) Rental of Baseball/Softball fields for games shall include the initial marking of fields, bases, and pitching rubbers. All batting cages are available at a first-come-first-serve basis, free of charge. Teams may not use fence areas for soft toss.

10) Rental of multipurpose fields for Soccer games shall include the marking of fields, goals, corner flags and player benches. However, teams may not use the goal areas during warm ups or in practices.

11) Rental of Multi-Purpose fields for various sporting games shall include the marking of fields, goals (if available) and player benches.

TOURNAMENT RULES

1) These rules are in addition to the General Rules and in the event that there are conflicts between the Tournament Rules and the General Rules, the Tournament Rules shall take precedence.

2) Individuals, groups, or organizations interested in utilizing the CVAC for tournament usage must complete and submit the ‘CVAC Application – Tournaments & Special Events’ form to the Superintendent of Sports and or designated city representative. INCOMPLETION OF THE FORM MAY RESULT IN THE DENIAL OF THE REQUEST.

3) In the event that two or more Tournament Host request a specific date(s), time(s), or field(s) the Superintendent of Sports and or designated city representative will determine the assignment based on what is in the best interest of the city. However, a preference will be given to that Tournament Host who have demonstrated to the city acceptable administrative practices in preparing for previous tournaments; acceptable on-site tournament management; and that Tournament Host who have not cancelled previous tournaments or had any negative occurrences at previous tournaments held at the CVAC.

4) The city reserves the right to cancel tournament reservations.

5) The city reserves the right to schedule more than one (1) tournament or event at a time, subject to field availability.

6) Selected Tournament Host shall designate to the city one (1) individual as Tournament Director (21 years of age or older), whom at all times shall have the authority to act on the behalf of the Tournament Host. If the Tournament Director is not at the site for any reason, he/she must appoint a Co-Tournament Director (21 years of age or older) and this information must be on file with the city. This individual shall work with the designated city representative on all activities associated with the tournament (permits, fees, schedules, vendors, rosters, insurance etc.)

7) The Tournament Director shall be in communication with the city representative thirty (30) days, fourteen (14) days, and seven (7) days prior to the scheduled tournament to discuss any updates associated with the coordination of the tournament.

8) All outside vendors and vendor locations must be approved by the city. In the event the city approves the use of outside vendors, each vendor must complete a separate contract provided by the city. All vendors must provide their own supplies (i.e. tables, chairs, portable pop-up tents, extensions cord, and offsite storage) to operate their booth(s).

9) The city shall have the sole right to any sponsorship’s that may be associated with the CVAC. This shall include the sole right to solicit and retain any fees, donations, naming rights, etc. Should the tournament have sponsorship agreements, such sponsorships may be acceptable unless they are directly competitive with city sponsorship agreements. In such event, the city sponsor(s) shall take precedence.

10) Tournament Host is responsible for providing a copy of all marketing and promotional materials including information regarding their activity. Use of the city’s logo and/or other trademarked materials my not be used without expressed written consent of the city.

11) Tournament Host at no charge to the city shall provide mailing information (i.e. names, addresses, zip codes etc.) for each team entered into the tournament no later than two (2) weeks prior to the scheduled tournament. 12) Tournament Host will be charged for ALL games/activities or portion thereof played in the Tournament(s). However, in the event that scheduled games/activities are canceled due to inclement weather (as determined by the city) the city will provide make up dates and times as outlined in the Original Tournament Schedule. In the event that the tournament would have to be cancelled in its entirety due to inclement weather (as determined by the city), the following method would be used to refund the Tournament Host for field rental fees:

a) 100% refund of all rental fees if the tournament is canceled by the city prior to the start of the tournament.

b) Once the Tournament has started, the Tournament Host shall pay in full for all games/activities or portions thereof played. The city shall only refund for the amount of those games/activities not played.

c) City will provide make-up date(s) and time(s) as outlined in the Original Tournament Rain Date Schedule. However, if the Lessee decides not to make up all or any portion of the Tournament games on the rain dates, the Lessee shall be charged in full for all scheduled games as outlined in the Original Rain Date Tournament Schedule.

13) Tournaments shall comply with ALL insurance requirements as specified in the General Rules.

14) In the event that the Tournament Host shall cancel any scheduled date(s) or time(s), for any reason other than inclement weather (as determined by the city), the Tournament Host shall pay the city a penalty fee in addition to their tournament fees at a rate of $2,000 per day. 

15) Rental of Baseball/Softball fields for games shall include the initial marking of fields, bases, and pitching rubbers. All batting cages are available at a first-come-first-serve basis, free of charge. Teams may not use fence areas for soft toss.

16) Rental of Multi-Purpose fields for various sporting games shall include the marking of fields, goals (if available) and player benches.  However, teams may not use open space surrounding fields during warm ups. 

17) In all cases, games/activities shall end no later than 12:00 A.M.

PRACTICE RULES

1) These rules are in addition to the General Rules and in the event that there are conflicts between the Practice Rules and the General Rules, the Practice Rules shall take precedence.

2) Rental of all fields will be “as is” (The meaning of “as is” will be that the city will not provide lined fields, goals, flags, any field preparations, bases, portable mounds, pitching machines, etc.).  Bases and mounds are available for an additional fee.

3) Rental of Baseball/Softball fields for practices shall be “as is”. Teams may not use fence areas for soft toss or hit into fencing.

4) Rental of Multi-Purpose fields for practices shall be “as is”.  The city will not be required to provide goals for any practices.

CATCH 22 MIRACLE FIELD

1) The Catch 22 Miracle Field will be made available at no charge, to all recognized organizations that have been qualified and pre-approved by the city, as long as they meet the following criteria:

a) The group in question must be recognized as an organization that specializes and/or works with individuals with disabilities and/or special needs.

b) The activity and/or function must be for individuals with a disability and/or special needs.

c) One hundred percent (100%) of the participants involved must be diagnosed or recognized as an individual with a disability and/or special needs (This does not include administrators, coaches, parents or buddies).

2) The following priorities have been established to ensure the fairest distribution of field usage:

a) City of Chesterfield Programs and/or Partnerships dealing with individuals with a disability and/or special needs.

b) Outside groups/organizations that conduct leagues that are inclusive to all individuals with a disability and/or special needs.

c) Outside groups/organizations conducting camps, clinics, tournaments, demonstrations, that are inclusive to all individuals with a disability and/or special needs.

d) Outside groups/organizations conducting leagues that are for individuals with a specific form of disability and/or special needs.

e) Outside groups/organizations conducting camps, clinics, tournaments, demonstrations, for individuals with a specific form of disability and/or special needs.

f) City of Chesterfield Programs and/or Partnerships.

g) All other users.

3) Use of the Miracle Field is by permit only. All uses must be approved and scheduled through and by the city. Times and dates will be made as availability in the schedule permits.

4) The scheduling of the Miracle Field will be prioritized each year in the following manner:

a) Returning Users/Organizations that are in good standing. 

b) All other users.

5) Soft soled rubber shoes (tennis shoes, running shoes, basketball shoes) will be the only footwear allowed on the Miracle Field.

6) No food or beverages other than water will be permitted on the Miracle Field.

F Quad Synthetic Fields

1. Use of synthetic fields are by permit only. All uses must be approved and scheduled through and by the city. Times and Dates will be made as availability is the schedule permits.

2. Molded cleats or other Turf athletic shoes only.  ABSOLUTELY NO METAL CLEATS.

3. No sharp objects that can penetrate the surface of the field will be allowed on the field at any time.

4. No food including sunflower seeds and chewing gum or beverages other than water will be permitted on the fields.

5. No pets are allowed on the fields.

6. All rules listed under “Rules and Regulations” apply to all synthetic fields.