Thank you for your interest in the Horse Teaching Unit.  The unit is a 70-acre working horse farm developed to support the University of Florida's teaching, extension, research, and community missions.  The farm's primary function supports students in production horse management and supporting industries such as pre-professional programs.

The main teaching arena is available for rent when not conflicting with our educational and research needs.  The arena teaching complex consists of a covered dirt arena with bleachers and sound system, classroom with A/V equipment, stalls, and additional educational support area.

Individuals/Groups interested in renting the teaching arena should review the Rental Policies/Rates and request potential dates using our booking tool below.

These policies and procedures shall apply to rentals of the Horse Teaching Unit.  The Horse Teaching Unit farm manager & staff (hereafter referred to as Management) may alter or amend these policies without notice.

Notice: The Horse Teaching Unit covered in these policies is located on a “working farm” and thus groups renting facilities should understand that operations such as feeding operations, building maintenance, and equipment operation to care for animals may take place during the rental period.

Facility Reservations

1. The Horse Teaching Unit provides rental space that includes a covered arena, stalls, run out pens, round pens, horse walkers, wash racks, classroom with audio visual equipment, bleachers, and sound system.
2. All reservations must be made through the online system to ensure acceptance of rental policies.
3. Horse Teaching Unit facilities may be reserved up to six months in advance. For non-University rentals, a non-refundable deposit of 25% must be made at time of reservation approval to hold a date. A maximum of 2 proposed dates for such events can be held on the calendar for up to 30 days. Requested but unconfirmed reservations will be released after 30 days.
4. The Event Representative is the primary point of contact for all communication about the event, shall be present during the event, and shall ensure all aspects of the event comply with the terms and conditions of the Rental Agreement. If the Event Representative will not be present during the entire event, alternate contacts may be designated on a case by case basis subject to approval of Management.
5. University of Florida groups conducting official business events are not required to carry liability insurance unless alcohol is to be served.
6. All non-University rentals, and University rentals including service of alcohol, are required to provide proof of insurance showing at least one million dollars in general liability, or shall purchase Special Event/Activity Liability Insurance through the University of Florida's insurance carrier. All equestrian events must provide proof of special event insurance through an appropriate equine insurance agency. Proof of insurance must be received no less than 30 days prior to reservation date. Insurance for non-equestrian events can be purchased online at: https://tulip.ajgrms.com/QuickQuote
7. Student organizations wishing to reserve the Horse Teaching Unit facilities for an event must have a faculty advisor present during the event and must obtain an Event Permit from DSA and an additional Alcohol Event approval from DSO if alcohol is to be served.
8. No event is confirmed until officially approved, via email, by Management.
9. Approval is contingent upon the following:
   • Number of events and programs already scheduled,
   • Appropriateness and size of the proposed event for the space, as determined by Management,
   • Acceptance of Rental Agreement, and
   • Proof of liability insurance, as required, given no less than 30 days prior to scheduled event.
10. Misuse of the facilities, as determined solely by Management, may result in prohibition from future use as well as financial liability for damages.

Rates and Availability

1. Reservation of the Indoor/Covered Arena without Classroom, or the Classroom only, does not grant exclusive right to the facility or the Horse Teaching Unit in general. The Horse Teaching Unit reserves the right to allow multiple concurrent events in other available spaces.
2. Reservation of the ‘Classroom Only’ does not guarantee access to the Indoor/Covered Arena or any other space in the ‘Indoor/Covered Arena Complex’. ‘Indoor/Covered Arena Complex’ rentals will be granted exclusive rights to the bleachers, and wash racks, except Classroom. Stalls are reserved and rented separately from the ‘Indoor/Covered Arena Complex. Restrooms are provided concurrently to both types of reservations.
3. Stall reservations includes initial 4 bags shavings set up. Additional shavings are $6 per bag. Water and feed buckets not provided.
4. Events exceeding 35 people must include the Classroom and Indoor/Covered Arena Complex.
5. Rental rates are in the table below. UF Rates apply to those events scheduled by University of Florida departments, offices, and/or organizations only. All other events are classified as “non- UF.”

Facility Access

1. Approximately 24 hours in advance of your event, Management will provide you with necessary keys, along with instructions, on how to access the facilities.
2. Groups are allowed access to the reserved ‘Indoor/Covered Arena’ facility only during the times confirmed by Management for the scheduled event. Additional charges may be incurred if the event requires early access or extends beyond the reservation time, or utilizes unreserved spaces.
3. Rental of the ‘Indoor/Covered Arena’ Campus does not provide unrestricted access to the larger Horse Teaching Unit.
4. Please stay within the boundaries of the ‘Indoor/Covered Arena’ campus as normal “working equine operation” activities can be a safety hazard to visitors. Visitors are not permitted to enter pastures/paddocks or other working barn areas where Horse Teaching Unit horses are housed.
5. Horse Teaching Unit farm-wide speed limit of 10 mph is enforced.
6. Parking in reserved spaces is strictly prohibited. Event organizers will be provided parking decals for parking next to the ‘Indoor/Covered Arena’ complex. All other visitors must park in the paved parking lot.
7. No parking in grass unless directed to do so by Management.

Setup & Cleanup

1. The Classroom will be setup in classroom-style arrangement at the beginning of each event unless other setup arrangements are made in advance.
2. Event Representative shall make any requests for equipment use, including location, in writing 30 days prior to the event.
3. Event Representative must confirm A/V needs with the Management at the time of reservation confirmation. Standard conference equipment such as computer, projector, sound system, etc, are included as requested. Management does not provide on-going A/V support during events.
4. All other setup arrangements including point of delivery of setup equipment and personnel, arrival of caterers, decor, etc. must be confirmed with Management at least 30 days prior to the event.
5. Helium tanks must be secured to a cart and must have a cap on at all times while not in use. For more information, see EH&S Regulations.
6. Any use of tents for an event requires prior approval by the Management.
7. All foods and beverages, including related cleanup requirements, are the sole responsibility of the Event Representative.
8. Event Representative shall leave the Horse Teaching Unit campus, including parking and outdoor areas, in the same condition as they were prior to the event. All clean-up and removal of equipment not belonging to Facility is the responsibility of Event Representative and must be completed promptly at the conclusion of the event. Clean-up includes:
   • All furniture is returned to classroom style arrangement, if used.
   • All trash is picked up around and under the bleachers.
   • Any equipment placed in the riding arenas to their appropriate location.
   • Stalls left stripped and all feed, hay, and buckets removed. If Management must strip stalls following an event, a $15 per stall surcharge will be applied to Event Representatives account.
   • All trash and recyclables is disposed of in appropriate receptacles located in the building.
   • All trash is taken to the dumpster at the end of the event.
   • All surfaces that have come in contact with food or drink are wiped down with cleaning supplies located in the janitorial closet.
   • Any items left over 1 week following reservation will be discarded.
9. In order to meet its obligation under this agreement, Event Representative’s cleaning must be deemed satisfactory by Management. If supplementary custodial/cleaning services are deemed necessary after the event, Event Representative will be held responsible for the cost of such services.

Charges and Payments

1. Full payment of rental fees must be made 30 days prior to the scheduled event. Any deposit previously paid will be applied to the total rental fees. Charges for additional cleaning and/or damages, as determined by Management, are due in full 30 days after invoicing.
2. Payment for rental by UF departments, colleges, centers, and units can be done by P-Card or E2R. A valid Chartfield must be provided by the Event Representative. An E2R journal entry will be processed and the journal ID number will be provided to the Event Representative.
3. Payment for this rental by non-University groups may be completed via credit card by contacting management, or via check made out to the University of Florida.
4. Non-University groups are required to pay applicable sales tax on rental expenses or provide proof of tax exemption.

Vendor Information

1. Caterers must be selected from the Approved Caterers list here: https://www.bsd.ufl.edu/catering/Caterers if your caterer is not on the list, you can request that they be approved by contacting catering@bsd.ufl.edu directly.
2. DJs, and other vendors providing services at Facility events must be licensed and provide proof of insurance no less than 30 days prior to the event, showing the University of Florida as a named insured. Copies of insurance certificates will be kept on file.
3. Management reserves the right to decline the use of particular vendors for any reason.

Damages

1. Event Representative shall report any damage to Management as soon as said damage is discovered.
2. Management has the right to inspect and determine damages up to seventy-two (72) hours after each event and to determine whether an outside vendor will be needed for repairs.
3. Event Representative is responsible if any portion of facilities and/or equipment is damaged by any act, omission, or negligence of Event Representative, its agents, employees, patrons, guests, or any person admitted to the facilities by Event Representative. Event Representative shall pay, upon demand, a sum equal to the cost of repairing the damages and restoring the Facility to the condition existing prior to the start of the event.

Alcohol Policy

1. Alcoholic beverages may not be served anywhere on the Horse Teaching Unit Campus during regular business hours (Monday-Friday, 8:00am to 5:00pm). After hours, alcohol consumption may take place only indoors or within the boundaries of the ‘Indoor/Covered Arena’ facility and may not extend into parking lots or other shared grounds.
2. All persons participating in approved events must adhere to Florida Statute 562.11 regarding alcoholic beverages: It is unlawful for any person to sell, give, serve or permit to be served alcoholic beverages to a person less than 21 years of age or to permit any Person less than 21 years of age to consume such beverages on the premises.
3. All groups wishing to serve alcohol must obtain and show proof of supplemental insurance as addressed in policy 1.f above. No group may serve alcohol without supplemental insurance.
4. Events for which an entry or registration fee is charged may not serve complimentary alcohol.
5. Events serving alcohol must include food which does not consist solely of salty snacks.
6. All service of alcohol at the Horse Teaching Unit Campus must be approved by Management two weeks in advance in addition to meeting all state and University requirements.

Prohibited Activities & Items

1. Open flame, fireworks, candles, or any kind of fire.
2. Hunting and fishing.
3. No dogs are permitted at the Horse Teaching Unit campus for the safety of people and unit horses.
4. Firearms.
5. The use of cigarettes or other tobacco products on the University of Florida campus, including in parking lots and vehicles, is prohibited and in violation of UF policy.
6. Décor: strobe lights, glitter, confetti, fog, mist or bubble machines (indoors). No items, such as banners, posters, etc, may be attached to walls in any facility.
7. Any person violating the prohibited activities & items policies will be immediately banned from future access to the Horse Teaching Unit and associated facilities and may be held liable for damages.

Animal Health & Inspection

1. All horses entering the Horse Teaching Unit Campus are subject to inspection by management and/or a licensed veterinarian.
2. Horses entering the Horse Teaching Unit Campus should be in good health, soundness, and body condition.
3. Horse owners will be required to provide a Certificate of Veterinary Inspection that includes documentation of vaccinations and coggins within 6 months of reservation date.
4. Unsafe horses will not be admitted to the Horse Teaching Unit Campus.
5. Animals will be rejected admittance to the facility if in poor condition or treated inhumanely.
6. Management reserves the right to reject any animal for housing at any time.
7. All care of animals staying at the Horse Teaching Unit Campus is the responsibility of the owner or owner’s agent.

Safety

1. The Horse Teaching Unit is located on a working farm and as such there may be safety concerns that are not present in other locations throughout the University of Florida. These include operating agricultural machinery, horses, cattle, and wildlife.
2. Groups renting the ‘Indoor/Covered Arena’ Campus facilities must stay within the bounds of approved facilities in order to limit exposure to safety hazards.
3. Wild animals can be present and should never be approached or handled by facility users. Wetlands located adjacent to the ‘Indoor/Covered Arena’ Campus are subject to have water moccasins and alligators present without warning. If any animal is present in or around the building please contact facility staff to remove or handle. If any person is bitten by any wild animal it is imperative to call 911.
4. Use of repellant to prevent insect-borne disease is recommended.
5. Poisonous plants may be present in the natural areas surrounding the ‘Indoor/Covered Arena’ Campus facilities.
6. An AED (automated external defibrillator) is located at the emergency phone outside the classroom in case of cardiac arrest.
7. In any emergency situation, call 911 immediately.
8. In non-emergency safety-related situations, notify Management at (352) 538-3560. There is a first aid kit located outside the classroom in case of minor injury.

Cancellations

1. Event Representative may cancel this Agreement in writing no less than 14 days prior to the event start date without penalty. Late cancellations may be subject to cancellation fees up to or equal to reservation costs. No-shows will be assessed in full for reservation costs at the discretion of Management.
2. All no-shows and late cancellations will be recorded and may result in the suspension of reservation privileges.
3. If the event contemplated by this Agreement cannot take place due to an event beyond control of the parties, including but not limited to, war, riot, terrorism, explosions, floods, fires, tornados, hurricanes, and any other acts of God, then neither party shall be liable for any damages due to the cancellation of the event. However, Management will make a reasonable effort to give Event Representative advance notice of cancellation when possible.

University Rules & Regulations

1. Events, and all participants, shall comply with all relevant University of Florida rules and regulations and federal, state and local laws. The University of Florida's regulations can be viewed at www.regulations.ufl.edu. Persons involved with the event include, but are not limited to, the horse trainers, judges, speakers, performers/entertainers, delivery personnel, and caterers.
2. If event security is required at the facility, this service will be provided by the University Police Department. All personnel costs will be the responsibility of the Event Representative.

Reservation Process & Timeline

1. Initial reservation request Online request form and Rental Agreement are submitted. Email confirmation of receipt is auto- generated immediately.
2. Management approves event and Rental Agreement in 3-5 business days.
3. Date is held upon receipt of deposit. (Up to two dates may be requested with a single deposit for 30 days. If no single date is confirmed after 30 days, both dates will be released and deposit is forfeit.)
4. 30 days prior to event (unmet requirements may result in cancellation)
   • Event cancellations must be received.
   • Full payment of event fees must be made (less any deposit), or Chartfield information provided.
   • Event Representative must provide proof of all required insurance, including vendors.
5. 7 days prior to event - Setup arrangements and décor plans must be confirmed with Management.
6. 24 hours prior to event - Management provides keys and instructions to Event Representative.
7. 72 hours following event - Management deadline to inspect for damage liability.

Liability and Disputes

1. To the maximum extent permitted by law, Event Representative agrees to indemnify, defend, and hold the Horse Teaching Unit, the University of Florida and its trustees, officers and employees harmless for, from, and against all liabilities, damages, losses and costs, including but not limited to reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Event Representative and other persons employed or utilized by the Event Representative, including its consultants, in the performance of this Agreement.
2. The University of Florida is not responsible for any lost, stolen or damaged property belonging to users of the facility.
3. University of Florida contracts are governed by and interpreted under the laws of the State of Florida, without reference to its conflicts of laws principles, and the jurisdiction/venue for any litigation, special proceeding or other proceeding as between the parties that may be brought, or arise, in connection with, or by reason of the Agreement shall be in Alachua County, Florida.

• Daily Rental Rates

  Daily Rental Rates	Weekday UF	Weekday Non-UF	Weekend Day UF	Weekend Day Non-UF
  Teaching Arena w/ Classroom, Round Pens, Wash Racks, Outdoor warm up pen (stalls & turn outs excluded)	$600	$1,050	$800	$1,400
  Teaching Arena w/ Classroom	$400	$700	$600	$1200
  Teaching Arena w/o Classroom	$350	$650	$550	$1150
  Classroom, 4 hour blocks	$50	$100	$50	$100
  Stall Rentals, includes 6 bags shavings	$25	$40	$25	$40
  Round Pens	$15	$25	$15	$25
  Individuals Day Use Indoor Arena Only (4 hour block) Rate Applies to 2 Horses Only	$25	$50	$25	$50
  Individuals Day Use Indoor Arena Only (4 hour block) Rate Applies to 3 or more horses	$50	$75	$50	$75