Booking Policies & Info
The reservation of space in The Coliseum follows a three-stage process. In order to begin the process of routing the event, an event organizer/promoter must make contact with Coliseum staff to provide notification of interest in use of the facility, the date(s) of the proposed event as well as some preliminary information. If there is no scheduling conflict with the proposed date(s) and the Coliseum's director determines the event is appropriate for the venue, the event will be designated as tentative on the master calendar and the date will be held. If numerous events wish to be held on the same date, priority will be given on a first-come, first-served basis (see Notes below for caveats).
Upon the event's date-hold assignment, the organizer/promoter will be required to complete and submit the Pre-Qualification Licensing Application form. This form provides more detailed information about the event and the event's organizer/promoter. Once this form has been submitted, background check completed and the information is to the satisfaction of the director, the next stage is to get the event confirmed. This typically requires a face-to-face meeting with Coliseum staff as well as with numerous other University departments (e.g., Public Safety, Parking and Transportation Services, Aramark, Auxiliary Services, etc.). This meeting will help complete the terms of the contract, finalize the fee for facility use and determine the scope of services and support needed to make the event a success. UWG student organizations are also required to complete the Large Event Form available from the Center for Student Involvement in Campus Center room 304.
Once all parties are satisfied with event specifics, contract terms and the contract is out for the requisite signatures, the event is then confirmed. Upon receipt of the fully executed contract by the Coliseum's director, the event is then contracted.
Notes (Policies can change without notice):
- Because each event is different, a final licensing fee cannot be given until all information about the event is known to Coliseum staff and associated departments. The fee will be noted in the Facility Use Agreement. For information about The Coliseum's use fees please consult the most recent Rate Sheet.
- Tentative holds on dates will not be held for longer than two weeks without the Pre-Qualification Licensing Application form being submitted to The Coliseum's director. If the Pre-Qualification sheet is not received within two weeks, the date becomes open and other interested parties will be considered on a first-come first-serve basis.
- Dates will be held on a first come, first served basis. Prospective licensees can request to be placed on a waiting list to be considered for an event should the current date-holder’s event get cancelled or otherwise no longer be considered for being hosted in The Coliseum. To be placed upon the waiting list, the event organizer/promoter is required to have the Pre-Qualification Licensing Application form on file with The Coliseum’s director. These events will be considered in the order of requests received – predicated upon receipt of the necessary paperwork and meeting the booking requirements of The Coliseum.
- While an event is in the tentative stage, an organizer/promoter desiring the same date can issue a challenge to the current tentative date-holding organizer/promoter. In order to issue a challenge, the organizer/promoter must: a) have a Pre-Qualification Licensing Application form for their event on file with The Coliseum’s director, b) must meet The Coliseum’s booking requirements; and, c) must submit a non-refundable fee to be determined by the director. Once the requirements are met, the director will notify the tentative date-holder of the challenge. The date-holder will then be required to go to contract within seven (7) business days OR submit a non-refundable deposit to maintain their tentative hold status. The requisite deposit amount will be determined by the director and will, generally, be applied toward the deposit or fee required at contract signing. If the tentative date-holder does not respond as required above, the date will then be issued to the challenger who should be prepared to go immediately to contract.
- In the case of multiple events desiring use of the same space(s) on the same date(s), The Coliseum reserves the right to establish which event will benefit the University when making a decision on which event will be awarded the use of the facility. This evaluation will be based on, but not limited to, criteria such as number of dorm rooms used, number of dorm nights, utilization of on-campus food services, congruence of event with facility mission, etc. This evaluation will supersede the above policy on event date challenges.
- All events will require a deposit to be returned with the executed Facility Use Agreement. The amount of the deposit will vary. Typically, the deposit will be fifty-percent (50%) of the total anticipated invoice for the event with the balance due ten (10) business days after the conclusion of the event. For UWG-affiliated groups and departments, the deposit shall consist of either fifty-percent (50%) of the anticipated total invoice or one hundred-percent (100%) of the invoice for Coliseum charges, whichever is greater. For first time events and/or events with inadequate references, no prior event sponsorship in facilities similar to The Coliseum, record of slow payment, etc., the deposit shall be one hundred-percent (100%) of the anticipated event invoice. This final deposit option can be required of UWG-affiliated groups and departments predicated upon previous experience and an assessment of the group or department's references. Deposits shall be made in a form acceptable to the Coliseum's director.
- Until the University of West Georgia approves the event and a formal Facility Use Agreement is fully executed, there is no legal or binding agreement between the University of West Georgia and the licensing applicant.
- The Licensee cannot use their own personnel in lieu of University staff and contract personnel for facility and event operations duties (e.g., setup/conversion/teardown, crowd control, security, custodial services, etc.). Use of Licensee personnel for other duties must be approved by the Coliseum's director.
- No event can be advertised as being held in The Coliseum, nor tickets sold for the event, until the event is contracted.
- All promotional materials must be approved by the Coliseum's director prior to their public release.
- Once an event is contracted, the Licensee will forfeit their entire deposit for cancellation of the event. If the cancellation occurs within thirty (30) days of the event's supposed start date, Licensee will also be assessed a penalty equivalent to one hundred-percent (100%) of the contacted facility use fee minus any deposit received.
- It is requested that event organizers/promoters contact The Coliseum no later than eight weeks prior to their proposed event.
- Coliseum Rights Reserved: The Coliseum reserves the right to refuse use of its facilities for events Coliseum management deems to be operationally inappropriate for the venue, contrary to The Coliseum's Mission Statement, or if the event will potentially damage the facility and/or its equipment. In addition, The Coliseum's management reserves the right to refuse use of its facilities based upon an assessment of the respective event's sponsor or promoter's financial ability and previous performance history with The Coliseum staff and/or at other venues.