Terms & Conditions for Booking an Event at the Virginia Beach Sports Center

The following is the responsibility of the event organizer:

• Sign all facility contracts and abide by facility policies
• Provide any deposit and fees required by the deadline
• Maintain communication with VB Sports Tourism and the venue regarding event
• Secure Virginia Beach Hotel partners and sign all contracts
• Post event documentation will be continually reviewed to discuss improvement, performance, extension, or conclusion of the partnership
• The City will issue the sponsorship amount or awarded grant upon receiving the following items no later than 60 days after the event.
• Sponsor and Grant payments will be issued after the required post event information (when applicable) is submitted and approved.

All Events must submit the required information (when applicable) and approved to maintain partnership:

• Completed Post Event form
• Hotel room night pick-up information documented by participating hotels or an accepted event housing organization
• Complete list of athlete zip codes
• Team names and location
• Number of teams and/or athletes
• Game/event schedule and grid
• Sponsor and Grant payments will be issued after the required post event information (when applicable) is submitted and approved

Renewal Requirements (with Parks & Recreation):

• To request tentative future dates, a field rental application must be received by VB P&R no later than the conclusion of your event if current rental policies permit booking one year in advance. Once the application is processed and approved, a non-refundable/nontransferable deposit for all fields requested on the application will be due. Failure to submit the field rental application or deposit by the deadline will result in fields being released.
• Dates that have been secured cannot be “given to or switched” with other renters. Doing so will void the rental contracts and could result in loss of deposit.
• Recognize the current structure of the local athletic league will require tournament play to conclude by 4 pm on weekdays, while city league play is in season unless otherwise negotiated at contract renewal.
• Submit all associated paperwork by the deadline, for a yearly agreement with Sports Tourism and Parks & Recreation.
• All questions about rental applications, fees and facility policies should be directed to Parks and Recreation.

Sports Grant Contribution (Sports Grant Fund ONLY)

• The amount awarded is the maximum amount that will be reimbursed
• Meet all requirements for Outline of Terms listed above
• Copies of receipts, paid invoices, or cleared checks totaling the grant award amount for your event (please include descriptions for all expenses)

Approved Expenses: include Promotion, Marketing and programming, paid advertising and media buys, production and technical support, site fees/costs, rights fees, sanctioning fees, travel (approval from Sports Tourism required), and on-site hospitality without alcohol.
Disallowable Expenses: include general and administrative costs, building and renovation/remodeling, permanent equipment purchases, debt incurred prior to the event, programs that solicit advertising.

Cancellation:

If the event contemplated in the Partnership Overview is canceled by the City of Virginia Beach, the event organizer, the entity operating the venue where the event is to take place, or any other party, the City of Virginia Beach’s payment obligations set forth in the Letter of Commitment and/or the Partnership Overview are void.

Important note:

As industry standards demand, offering concessions and sponsorships come with mutual accountability. Virginia Beach Sports Tourism reserves the right to revisit this partnership document if the number of teams/participants raises or diminishes significantly. It is understood that failure to adhere to the terms listed above may result in the cancelation of partnerships with VB Sports Tourism.