Coaches

BEFORE YOU SIGN A CONTRACT TO RENT A POOL

When developing or reviewing a facility lease contract or agreement, look for the following items:

  • Clearly define the terms “POOL” or “FACILITY”.
  • Define the parties involved in the lease. For example, if a member of your club signs the lease then leaves the club what are the provisions?
  • Define the actual rental start time. For example, does the rental time begin when the swimmers enter the locker rooms, when the coach comes on deck to prepare for practice, when the swimmers enter the water?
  • Define the actual rental finish time. Be specific.
  • Define parking at the facility. Include:
    • Swim meets
    • Practices
    • Are there “off limit” areas? Time restrictions?
  • Rental fees and particular details for swim meets. For example:
    • Is the facility rented by the lane hour for meets or a flat daily fee?
      • What about ½ days?
      • Is a day 8 hours, 12 hours?
  • Does meet rental include timing system, operator, copier, scoreboard, internet?
  • Will they allow your club to operate the system?
  • Does the facility have its own meet management software and is it compatible with your needs?
    • What are their lifeguarding policies?
    • Other considerations for swim meet rental:
      • Concessions
      • Admissions
      • Heat sheet sales
      • Swim gear sales and booth/table rental for vendors. Clarify commission expectations.
      • Marshals for off deck areas
      • Locker rooms use and monitoring
      • Parking
      • Rules for spectators
      • Responsibilities for clean up, set up, and other logistics
      • Damage reports and system for proof and payment
  • Term of the contract/agreement and the renewal negotiation process. For example, can renewal negotiations begin six months prior to expiration? You need provisions that will not leave you without a facility and give you time to find another pool if necessary.
  • Billing and terms of billing.
  • Use of “common areas” in the facility.
  • Responsibility for air and water quality. Clarify how your team bring problems forward to get immediate action. Can you have access pool water test daily log sheets?
  • Insurance. Clarify what coverage is required and who is responsible.
  • Ownership and maintenance of the timing systems, lane lines, lap counters, and other equipment.
  • Responsibility for locker and shower room cleanliness and maintenance.
  • Lighting and safety.
  • What is their “clear the pool policy” for bad weather?
  • Risk management program and an emergency action plan. Ask to see copies. If possible the coaching staff needs to be involved in the training.
  • Use of the pool. Can you teach lesson or only run swim practice.
  • Agreement to establish a 3-5 person liaison committee to hear both grievances and suggestions. The club should have 1 person on a 3 person committee or 2 people on a 5 person committee.
  • What is the chain of command?
  • Advertising and its limitations. Advertizing can be divided into 3 categories:
    • Meet or Event advertising. For events only, the advertising would be displayed before the event and removed at an agreed upon time after the event.
      • Events can be just a few hours e.g. dual meets
      • Events can be all day long e.g. specialty meets
      • Events can be multiple sessions over a period of days e.g. USA-S Invitational’s\
      • Examples of event advertising:
        • Parking area or street signage
        • Banners or signs on deck or hung on walls or ceiling
        • Starting block signage
        • Diving board banners
        • Bleacher section signage
        • Event sponsorships
        • Psyche sheet advertising
        • Video board commercials or listings
        • Hospitality room/area advertising
        • Event staff t-shirts
    • Practice time advertising. “Portable” advertising” that would be in view during the time the team has the facility rented. None of this would be conspicuously displayed during other times.
      • Examples of “practice time”:
        • Kick Board sponsors
        • Equipment cart sponsors
        • Team banners
        • Special equipment sponsors, i.e. Power Tower or Power Rack
    • Permanent advertising. Advertising the team has secured and visible all of the time. This could be subject to a revenue sharing agreement with the facility.
      • Examples of “permanent” advertising would be:
      • Timing-Scoreboard sponsorship
      • Advertising banners hung on wall or from ceiling
      • Bulletin Board sponsorships
      • Backstroke flag sponsors
      • Timing podium sponsorship
      • Starter’s podium sponsorship
      • Naming rights for pool or pool(s)
      • Honors wall for individuals who are
      • Business wall of support
      • Record Board sponsors
      • Bricks or walking stone or tile fundraisers
      • Meeting room naming rights
      • Weight Room / Fitness Room naming rights or signage

There may be other considerations specific to your facility that should be considered when signing a contract. This list is not intended to be all-inclusive, but should give you a great starting point when working on a pool or facility contract.


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