University of Florida Digital Worlds Institute

Facilities Policies and Procedures Manual

PART (A) FACILITIES and VISITORS

I. OVERVIEW ......................................................................................................................................3

A. Document Purpose

B. Description of Digital Worlds Institute (DW) Facilities

1. REVE (Research, Education and Visualization Environment)

a) Polymodal Immersive Theater (PIT)

b) Virtual Production Studio (VPS)

c) Digital Media Suite (DMS)

d) REVE Compute Cluster (RCC)

2. NAVE (New Automated Virtual Environment) Lab

II. VISITORS

A. Business & Personal Appointments with DW Staff

B. Facility “TOURS” and “DEMONSTRATIONS” (DEMOS) ............................................................ 4

A. Definitions

1. TOUR

2. DEMO

B. Policies

C. Certification

PART (B) RESERVATION & USAGE of DW FACILITIES

III. USAGE CATEGORIES FOR DW FACILITIES ......................................................................................3

A. University of Florida (UF) Usage

1. Academic (UFA)

2. Research (UFR)

3. Any Other UF Official Function (UFO)

B. External Community Usage

1. Non-Profit (ENP)

2. For-Profit Entities (EXP)

C. Fee Structure

D. Frequent Users

IV. GENERAL REQUIREMENTS FOR USAGE ..........................................................................................4

A. Facility Inquiries and Availability

1. Reservation Periods

2. Reservation Calculations

3. Facility Availability

4. Facility Base Condition

5. Facility Access

B. “Initial Request” Process

1. Calendar Inquiry

2. Scheduling

3. Event Schedule

4. Scheduling Process

5. “HOLDS” for DW Facilities

C. Confirmed Reservation Process

1. Reservation and Event Information Form

2. Estimate of Charges Form

3. Reservation CONFIRMATION Form

4. Facility Deposit Agreement Form

5. Insurance Application Form

E. Changes to the Event Schedule

1. Addition of Unscheduled Reservation Time

2. Cancellation or Reduction of Reservation Time

3. Institutional Override of Previously Confirmed Reservation Time

F. Challenges to Unconfirmed Dates

G. Final Event Reservation Planning Meeting

PART (C) CONDITIONS FOR USE OF DW FACILITIES

EVENT STAFFING AND AUDIENCE GUIDELINES ..............................................................................7

A. Management

B. Appropriate Staffing

C. Audience Size and Behavior

D. Usher Requirements

E. Catering

F. Unruly or Objectionable Persons

G. Lost and Found

H. American Sign Language (ASL) Interpreter

VI. TECHNICAL REQUIREMENTS FOR USAGE ......................................................................................7

A. Additional Equipment Requirements

B. Loading Access and Storage

C. Building Entrances

D. Safety Specifics

1. Access and Egress

2. Electrical

3. Emergency Egress/Response

4. Open Flame

5. Rigging

6. Sound

7. Work

E. On-Site Construction

F. Cleaning of Audience Seating Area

G. Audience Seating Areas–Flexible Configuration

H. Photography, Recording, Radio, Television and Film

I. Volunteers

VII. SPECIFIC USAGE RULES AND DETAILS ..........................................................................................9

A. Advertising and Use of Name

B. Alcoholic Beverages

C. Animals

D. Applicable Regulation and Policy

E. Cancellation

F. Insurance for Non-UF Users

G. Lobby Use

H. No Smoking

I. Non-Exclusive Use

J. Parking

K. Public Safety

L. Purpose

M. Safety

N. Security

O. Signs

P. Traffic

Q. Classroom Support

VIII. CAVEAT ....................................................................................................................................10

APPENDIX I - Forms .....................................................................................................................11

APPENDIX II - Cost of Facility Use .................................................................................................13

APENDIX III - Reservation Timetables and Event ..........................................................................14

APENDIX IV - Acronyms and Definitions .......................................................................................15

APPENDIX V - Directions and Contact Information ........................................................................16

University of Florida Digital Worlds Institute

Facilities Policies and Procedures Manual

PART (A)

FACILITIES AND VISITORS

OVERVIEW

Document Purpose - This manual outlines policies applying to the reservation and usage

the University of Florida (UF) Digital Worlds Institute (DW) Facilities including the Research,

Education and Visualization Environment (REVE) in Norman Gym (NRG) and the NAVE (New

Automated Virtual Environment) Lab in Computer Sciences and Engineering (CSE) 413. The

policies outlined are binding on all users. The DW Facilities are primarily intended as spaces

for Research and Education with the added potential to service other functions sponsored by

the UF community and external entities. Preference may be given to Research and Education

activities over those of outside concerns. The DW Director retains the right to refuse any

potential User.

Description of DW Facilities

1. REVE - Flexible space for research and education, including:

a) Polymodal Immersive Theater (PIT) - Provides large-scale immersive visualization

capabilities for an audience of up to 48 people.

b) Virtual Production Studio (VPS) - A large open studio with green screen, video

projection, Ethernet access to Internet2 and Access Grid potential.

c) Digital Media Suite (DMS) - A variety of production and post-production systems,

ranging from digital video editing and compositing to audio and animation tools.

d) REVE Compute Cluster (RCC)– An integrated computing and image processing

system designed with a PC cluster and graphics system connected to the high-speed

network

2. NAVE Lab - Offers digital media research and production space including; a threescreen

rear projection immersive environment, computer workstations equipped with

digital media software and hardware, network access to Internet2, Access Grid

connections and hardware for distance collaboration.

VISITORS

Business & Personal Appointments with DW Staff

At the REVE:

1. Visitors at the REVE must identify themselves at the front desk. (North side of the

building)

2. Visitor with appointments: Upon confirming their appointment, the receptionist will

contact the DW staff expecting the visitor to determine staff availability.

3. No walk-in visitor will be allowed to go upstairs alone. Front desk will contact the

DW staff and then dispatch the walk-in per DW staff instructions and prevailing

policy.

4. Each visitor without an appointment will be have to wear a badge while in the

building. For large groups, the chaperone/leader should have a visitor badge.

5. Personal visitors must meet staff outside of the building during breaks/lunchtime,

but if this is impractical, then they must obtain a visitor pass from the front desk.

Visited staff will assume all responsibility for their personal visitors.

6. Upon departure, all visitors should be escorted to the front desk by their respective

DW staff.

At the NAVE: ALL VISITORS MUST be Escorted, Monitored or Supervised by an

Authorized DW Staff/Designate

Facility “TOURS” and “DEMONSTRATIONS” (DEMOS)

1. Definitions - There are two categories of TOURS and DEMOS, those given for (1)

Students/non-business Campus Visitors and those for (2) Visiting Professionals. Tours and

DEMOS are free of charge.

A) TOUR - A brief, informal walk through of a given DW Facility, hosted by either a

*certified* UF Faculty, Staff or Graduate student. With proper notice, a TOUR may be given

during weekdays (Monday thru Friday) from 9 AM to 5 PM when the Facilities are not

occupied with formal research, education or production activities.

B) DEMO - A formal demonstration of the capabilities of a given DW space. A DEMO

requires a DW staff member, graduate student or employee to operate the technical

systems. DEMOS must be requested, approved and scheduled in advance through the DW

Facilities Office at (352) 294-2020.

2. Policies - All persons wishing to give or receive Tours or DEMOS of DW spaces are

expected to adhere to the DW Tour and Demonstration Policy. The complete DW Tour and

Demonstration Policy is attached as Appendix III of this document.

CERTIFICATION to give DW Tours is attained through completion of a brief orientation and

training session given by the DW staff.

PART (B)

RESERVATION & USAGE of DW FACILITIES

USAGE CATEGORIES FOR DW FACILITIES

A. UF Usage

1. Academic (UFA) - Rate applies to UF Departments and Programs when used for

academic instructional purposes.

2. Research (UFR) - Rate applies to UF entities when used for any sponsored research

or development purpose.

3. Any Other UF Official Function (UFO) - Rate applies to UF Colleges and

Administration when used for any UF Official Function.

B. External Community Usage

1. Non-Profit (ENP) - Applies to tax-exempt, Not-For-Profit entities. Admission fees

are optional. NP rate will apply if the contracting entity submits a copy of the IRS Letter

of Determination of 501(c) 3 Status to the DW Facility Manager with a signed Reservation

CONFIRMATION Form. The contracting entity and the name listed on the IRS Letter of

Determination must be the same.

2. For-Profit Entities (EXP) - Rate applies to For-Profit organizations, agencies or

private enterprises.

C. Fee Structure - Current rates are attached as Appendix II of this document. Rates are

subject to change. For the most recent rates, please see the “FACILITIES” link at the DW website

( http://www.digitalworlds.ufl.edu ).

D. Frequent Users - It is recommended that Users who intend to frequently utilize the DW

Facilities establish a User Account with DW Administrative Office at (352) 294-2020.

GENERAL REQUIREMENTS FOR USAGE

is billed at an hourly rate,

is attached as Appendix II of

support spaces only during the

CONFIRMATION Form for the

meetings with Facility Staff.

during the contracted date(s),

will be added to the User’s

event (beyond the set-up for

appropriate on site representative for

during which the Facility is not

may schedule the Facility for

Facility to base condition at the

secure the Facility against such use

CONFIRMATION (and payment) to cover the

more hours in one Reservation

available for other use.

base condition, clear and clean, at

must be restored, by the User

contracted date(s). If the time

extends beyond the contracted

additional costs.

made in advance of the event

prior to the start time for an

limited to authorized Facility Staff

Manager will provide Facility

appropriate. The User will bear the

Calendar and available dates are to be

dates is not a guarantee that

responsible for all scheduling of DW

necessary.

and its support spaces must be

CONFIRMATION. This includes the

equipment and material set-up,

maintenance, clean-up and any

for an event will be subject to

to the UF fiscal year (July 1st to

fiscal year will be taken as early as

2004 one may reserve space for

June 30, 2005).

HOLDS” that can be placed on

written request from the User

Facility Manager. The date(s) will

A Firm Hold(s) requires receipt of a signed Estimate of

Reservation CONFIRMATION and non refundable deposit as

must provide written proof of encumbrance of 50% of the

Charges, Non-UF entities must provide a non-refundable check or

equaling 50% of the Estimate of Charges to secure date(s).

DW Facility Manager will provide the following documents to

Unless these documents are returned signed and appropriate

within five business days after mailing date, DW reserves the right

Notification will be sent in writing on a Date(s) Release Letter to the

Information Form - To be filled in by potential User and

Manager to begin the Contracting Process.

Form - The DW Facility Manager will provide an Estimate of

information submitted on the User’s Reservation and Event

User must then sign and return the Estimate of Charges Form

after the mailing date to the DW Facility Manager. The

become a part of the Reservation Agreement.

CONFIRMATION Form - To be signed by potential User indicating

and terms agreed upon.

Agreement Form - To be signed by potential User and returned

for 50% of costs as detailed on the Estimate of Charges.

Form - Required of Non-UF entities only. Please see section

RULES AND DETAILS, INSURANCE for NON-UF USERS for

payments for the remaining 50% of Estimate of Charges will

Institute via one of the following methods:

Direct, Fund Transfer, written proof of ID Encumbrance or check,

days prior to the agreed first date(s) on site.

check or money order must pay the balance of the Estimate of

Application cost no later than five business days prior to the

Charges – Cost settlement (actual Facility costs against

be effected post-event. An invoice or settlement check will

DW reserves the right to refuse access to Facilities by a User if

not been met.

Payments of invoice shall be made within 15 days after mailing date.

days will be charged the maximum interest rate allowed by law.

Schedule - The User must notify the DW Facility Manager in writing

contracted event schedule. An Event Change Order will be

Manager and must be signed by the User immediately.

changes to the User’s scheduled access to the Facility is

scheduled uses of the Facility. The following schedule of

apply:

Unscheduled Reservation Time - Time added to a scheduled

requires a minimum of 48-hours notice (labor and other

available to the User to meet the changed schedule) and will be

accordingly.

Reduction of Reservation Time - This type of change requires a

notice. Deposits will not be refunded to the Non-UF User in

of Previously Confirmed Reservation Time - In the unlikely

F. Challenges to Unconfirmed Dates - Until the DW Facility Manager has received the User’s

signed Reservation CONFIRMATION and a total of 50% of the Estimate of Charges or written

proof of a UF ID Encumbrance, a second party may challenge the User’s holds on date(s) in the

Facility. A second party may challenge by requesting a hold, demonstrating intent to sign a

Reservation CONFIRMATION and remit the Reservation deposit. The DW Facilities Manager

will notify the first potential User via email and telephone. The first potential User will then

have four business days from the date of such notification to return the signed Estimate of

Charges, signed Reservation CONFIRMATION and remit 50% of the Estimate of Charges. If

the DW Facility Manager does not receive the signed documents and payment by 5:00PM on the

fourth business day, the challenged date(s) will be released to the challenging party.

Notification will be sent in writing on a Date(s) Release Letter to the first potential User.

G. Final Event Reservation Planning Meeting - For events of sufficient complexity (as

determined by the DW Facility Manager) a final planning meeting may be scheduled prior to the

User’s first date on site. The User must participate in this planning meeting with appropriate

DW staff. This meeting is intended to clarify event planning for technical production, audience

seating and other facility requirements. The User must ensure that appropriate staff members

attend the meeting. Whenever possible, the final event-planning meeting will take place at the

Facility being contracted. Specific Timetables and Event Deadlines are attached as Appendix III

of this document.

PART (C) CONDITIONS FOR USE OF DW FACILITIES

EVENT STAFFING AND AUDIENCE GUIDELINES

A. Management - DW Facility Staff will supervise all audience events in the Facility. At least

one representative for the User must be present at all times during the User’s usage of DW

Facilities.

B. Appropriate Staffing - The DW Facility Manager will determine appropriate Staffing for

the event, based in part on requirements outlined in the Event Information Form and any

technical rider or other specification for the event. At no time will Staffing levels be reduced

below levels deemed safe for the operation of the Facility and its equipment. The DW Facility

Manager and Staff will be scheduled within the guidelines of the UF employment policy.

Individuals are not to work more than 5 hours without a 1-hour meal break. Any alternate

arrangements must be agreed to in advance by the DW Facility Manager in writing for the work

to progress.

C. Audience Size and Behavior- Under no circumstances will the User, its Staff or attendees

be permitted to create or incite unsafe conditions for an audience in the Facility. The DW

Facility will not be permitted to exceed its allowable, posted capacity. “Standing Room Only”

attendance is prohibited.

D. Usher Requirements - DW Management will determine the management needs for an

event according to estimated audience and will assign ushers on an as-needed basis to assure

the safety and security of the event and its attendees. Ushers may be volunteers provided by

the User or the User may pay DW Staff to perform the duty.

E. Catering - All food and drink for audience consumption must be provided by a UF

approved vendor.

F. Unruly or Objectionable Persons - DW Management reserves the right to have removed

from its Facilities any individual whose behavior is offensive or disruptive to other participants

or whose actions are deemed detrimental to the safety and security of any person(s) or property

on site. It shall be the responsibility of the User to pay for any and all damages that the DW

Facility Manager deems are a direct result of such removal.

G. Lost and Found - Found articles are retained for a period of 15 business days, and may be

retrieved from the DW Facility Manager. After this time, any such items may be disposed of at

Manager will, if at all possible, arrange for the services of an ASL interpreter and include the

cost of this service in the User’s Facility Costs Invoice.

TECHNICAL REQUIREMENTS FOR USAGE

A. Additional Equipment Requirements - No later than two weeks prior to the User’s first

date on site, all specifications of technical requirements and Audiovisual (AV) equipment for the

event must be delivered to the DW Facility Manager. The User is ultimately responsible for

providing any additional AV or other equipment. Additional equipment and material required by

the User must be submitted in writing to the DW Facility Manager with the Event Information

Form. Any subsequent costs for renting or procuring additional equipment and material plus

an administrative fee will be assessed to the User (10% for UF Users, 15% for Non-UF Users).

B. Loading Access and Storage - Loading access to the Facility will be determined for the

event by the DW Facility Manager. Delivery of material for the User’s event will not be permitted

prior to the User’s contracted first date on site without consent of DW Management. Under no

circumstances will any delivery be permitted to interfere with other use of the Facility. The

Facility will not provide storage space to accommodate the User’s equipment, materials or any

other supplies beyond the period under contract. The User must remove all material and

equipment from the reserved Facility by the end of specified Reservation CONFIRMATION

date(s). The User may leave packages for pick up by a shipping contractor (e.g. UPS, Fed Ex) no

later than the end of the following business day. DW Management reserves the right to dispose

of any materials left in a Facility longer than 48 hours after the end of specified Reservation

CONFIRMATION date(s). All costs of such disposal are the responsibility of the User. DW

Management and Staff bear no responsibility or liability for safekeeping of any goods left in its

Facilities or the failure by the User to coordinate delivery, storage and for removal of User’s

material and equipment.

C. Building Entrances - DW Facility Manager will determine the appropriate building

entrance for the User’s event. The User’s personnel and attendees must use this entrance

during their event. To assure the security and safety of the facility and its Staff, the User is

prohibited from propping or holding open any fire exit or security door.

D. Safety Specifics - Safe practices for events in the Facility are subject to the judgment of

the DW Facility Manager and Technical Staff and is governed by applicable policy and

regulation. Applicable references include: Standard Building Code, National Fire Association

101 – Life Safety Code, Occupational Safety and Health Administration regulatory codes, and

the Americans with Disabilities Act Advisory Guide.

1. Access and Egress - Access, exit pathways and doors, either inside or outside

the Facility must not be blocked or restricted. All security and fire doors must be kept

closed. Should clear and continuous access through one of these doors be required, a

door attendant must be present. If required, the DW Facility Manager will provide a door

attendant at the User’s expense.

2. Electrical - Electrical wiring and safety codes (National Electrical Code) will be

followed. At no time will the Facility permit electrical work or installation which risks

injury to Staff or damage to a Facility or equipment. The following are among specific

excluded items or practices: exposed electrical conductors, inadequately organized

cable, and electrical overload of equipment or unsafe mechanical stresses on electrical

cable or equipment. Only authorized UF or Facility Technical Staff are permitted to

install power tie-ins to Breaker Boxes and Switches in the Facility.

3. Emergency Egress/Response - Pathways to emergency exits at the Facility

cannot be blocked or restricted. Signs indicating emergency exits cannot be masked or

otherwise obscured. Should emergency personnel (police, fire fighters, EMT’s) require

access to any area of the Facility, they must not be hindered in any way.

4. Open Flame - Open flames including candles, lighters and pyrotechnic effects of

any kind are prohibited.

6. Sound - Sound levels exceeding accepted standards for safe hearing are

prohibited under any circumstances.

7. Work - Safe work practices in the Facility will be subject to the judgment and

oversight of DW Facility Manager, within the standards and regulation defined by the

Occupational Safety and Health Administration and other applicable agencies.

E. On-Site Construction - On-site construction that creates dust, chips, smoke, spray or

the like is prohibited in the Facility area. Limited modification, touch up and maintenance may

be permitted with the direct supervision of the DW Facility Manager and or Staff of the DW

Facility. No work is permitted which might leave stains or other marks.

F. Cleaning of Audience Seating Area - Food and drink are prohibited in the audience

seating or work areas of the Facility. The User will be responsible for any necessary clean up of

audience seating areas due to their use during installation, rehearsal or the event. Should

additional maintenance and cleaning of the audience seating areas be required because of the

User’s failure to clean up after such use, the User will be responsible for any and all costs. Food,

drink and storage of material in the audience seating areas are prohibited.

G. Audience Seating Areas–Flexible Configuration - For Events requiring non-standard

seating, audience-seating plans must be reviewed and approved by the DW Facility Manager no

later than two weeks prior to the User’s first day on site and must meet applicable standards of

safety including: Facility capacity, structural soundness, ADA access and emergency egress.

Audience seating plans must meet the requirements of the Standard Building Code, NFPA 101 –

Life Safety Code and the Americans with Disabilities Act.

H. Photography, Recording, Radio, Television and Film – Photography and Recordings in

any DW facility are strictly prohibited without prior written consent of the Institute. A request

should be sent to the DW Facility Manager in advance of scheduling photography or recording

of any kind. If photography or recording is approved, the User must provide a release signed by

person(s) whom they intend to photograph or record. Additional charges and restrictions may

apply.

I. Volunteers - Any person(s) not employed by the User but participating as a volunteer for

the User will, at the discretion of the DW Management, become a volunteer of the DW Facility

for the duration of the User’s event. Such persons must provide needed information,

documentation and successfully complete any training that DW Management deems necessary.

The User must provide a list of all persons at least two weeks prior to the event.

SPECIFIC USAGE RULES AND DETAILS

A. Advertising and Use of Name – The DW Director or his/her designee must approve in

writing all media advertising and any use of the name of the University of Florida and the Digital

Worlds Institute prior to its appearance before the general public.

B. Alcoholic Beverages - Alcoholic beverages are not permitted for events where it is

expected that approximately 50% or more of those attending will be less than 21 years of age.

Distribution or sale of alcoholic beverages is subject to all applicable law and regulations, as

well as the UF Alcohol Policy (copy provided on request). All food and drink for audience

consumption must be provided by a UF approved vendor. Please see website

http://www.president.ufl.edu/urhand.htm for complete UF protocol. Upon approval to serve

alcoholic beverages, the UF Police Department will be notified. If the UF Police Department

deems it necessary to be present at the event, all costs will be the responsibility of the User.

C. Animals - Service animals are permitted in the Facility per the Americans with Disabilities

Act. Animals other than those required for personal assistance ( i.e. seeing-eye guide dogs or

service animals) are not permitted in the Facility without written permission from the DW

Facility Manager. Permission to bring an animal on site will not be given under any

and caused by an "Act of God," including but not limited to

of the performers or other personnel to travel, war, terrorism,

sabotage, power failure, injunction and fire.

-

through UF a policy of Commercial General Liability with an

1,000,000 (One Million Dollars), and shall maintain at its sole cost

policies of including coverage for products and completed

Contractual Liability with a combined single limit of not less than

Dollars) per occurrence and Workers' Compensation insurance

State Law. The Commercial General Liability policy provides