Policies and Procedures

Mission Statement

The Baughman Meditation Center (hereinafter and officially referred to as The Baughman Center) was designed to seamlessly integrate into the beauty of Lake Alice on Museum Road on the University of Florida Campus. Dr. George and Hazel Baughman, the Baughman Center’s benefactors, envisioned an intimate shelter that, beneath graceful arches, presents an inspirational setting for contemplation, appropriate performing arts events and celebration.

The Baughman Center is a 2,000-square-foot facility designed by the architectural firm of Zona, Humburg & Associates to provide the University and surrounding communities with a facility for silent meditation, public performances, weddings, memorial services, honorary society acknowledgments and related types of activities. The Baughman Center has seating capacity for 96 people with accessibility for disabled persons. An administrative building adjacent to the Center contains a staff office, a small general-purpose conference room, men and women’s restroom facilities with handicapped provisions and the mechanical room for both buildings.

The Baughman Center is an auxiliary enterprise of the University of Florida, which is an agency of the State of Florida. The Baughman Center operates in conformity with the rules and regulations of the University of Florida and the laws of the State of Florida. It is managed under the auspices of the University of Florida’s College of Fine Arts and administered by the University of Florida Performing Arts in compliance with the specific policies, guidelines and procedures set by the President’s Advisory Committee for Policy and Operations.

Hours for Silent Meditation

The Baughman Center is open to the general public for silent meditation. Beginning December 6, 2007 and running through March 9, 2008, the Baughman Center will be closed during the evenings.  The Baughman Center’s new hours will be Monday through Friday, 8 a.m. - 5 p.m. The facility is closed to the public on all national holidays and holidays observed in the University of Florida master calendar. Posted facility and administrative office hours are subject to change due to the scheduling of private events. Please call the Baughman Center office before planning your visit.

Guidelines for the Use of the Baughman Center

The unique aesthetic quality and pristine nature of the Baughman Center necessitates that certain policies and rules guiding usage of the Center shall be implemented. In addition, the Baughman Center grounds act as a park-like situation. Signage will be posted and staff provided to discourage the general public from residing on the grounds during private functions, but staff cannot be responsible for visitors on the Baughman Center property during each event. The University of Florida Performing Arts reserves the right to determine the appropriateness of an event and can prohibit any event that presents a potential for damage to the aesthetic infrastructure of the Center. This authority rests with the Associate Dean for Arts Resources and Services. Adherence to these guidelines is appreciated.

Rental Requests and Booking Guidelines

All renters must adhere to the provisions of the Lease Agreement unless any provision is specifically waived in writing by the Director of the University of Florida Performing Arts. The written provisions of the Lease Agreement supersede any other agreement.

Individuals or organizations wishing to use the Baughman Center must make an appointment with the Baughman Center Coordinator to reserve the space. This can be done by contacting the Baughman Center administrative offices adjacent to the Center. Reservations cannot be accepted more than 12 months in advance of the event date; however you may call ahead and put your name on a waiting list for event dates more than 12 months in advance. The University of Florida Performing Arts programs may be scheduled prior to the 12-month advance period. All reservations are considered tentative until a contract is fully executed and a fee, as specified in the rental contract, is submitted.

For University of Florida academic departments, a University encumbrance for the current fiscal year will serve as a fee. For events held beyond June 30, a University encumbrance must be reestablished. All rental requests will be considered in the order in which they are received and will be confirmed upon receipt of the fee.

Individuals or organizations renting the Baughman Center for ceremonies or events must purchase a Certificate of Liability Insurance Policy through the Baughman Center for each day that an activity is going to occur in the Center.

If still photography, video or audio tape recording of the event is desired, the equipment must be located where it will not hinder audience members’ access to the Baughman Center.

Advance Payment of Fees

A deposit of 100% of the rental fees plus applicable state sales tax of 6.25% must be paid in order to hold a space on the Baughman Center calendar. A signed rental agreement must also be on file in order for a particular slot to be considered “filled.” The rental deposit is non-refundable. Insurance and staffing will be returned to the renter upon cancellation. All events held with a deposit must be contracted and full payment of insurance and staffing fees received sixty (60) days prior to the scheduled event.

The renter is responsible for damages to the Baughman Center, digital piano, service building and grounds, including the parking area. Normal and necessary cleanup will be included in the rental price. Staffing fees and costs incurred beyond what is considered normal by the Baughman Center Coordinator will be the responsibility of the renter and will be added to the final invoice. Payment of final invoice for direct costs shall be due within thirty (30) days of receipt of billing.

The rental fee can be made in the form of cash, personal check, cashier’s check, money order, Visa, MasterCard or American Express.

Parking

Parking at the Baughman Center is limited and shall be restricted to Baughman Center patrons and guests only. No University of Florida decals shall be honored. One-hour passes will be issued at the Baughman Center administration office in the service building adjacent to the Center. Parking passes are not required for weddings or wedding rehearsals, which are only held during hours not regulated by campus parking restrictions.

Ticketed Public Events

Due to the Baughman Center’s limited seating capacity of ninety-six (96) persons, the Event Supervisor will regulate admission. Seating for events open to the public is by general admission only and will be controlled by the event staff in accordance with the host/renter’s wishes. There are no assigned seats in the Baughman Center and attendees will be seated in the order in which they arrive.

The Phillips Center Box Office is the official licensed ticket outlet for events in the Baughman Center when an admission is being charged. Once a fully executed rental contract is on file and a rental fee has been received, the renter must meet with the University of Florida Performing Arts Box Office Manager to determine ticketing details and to sign a ticket contract for the renter’s event. Tickets may be placed on sale after all contract and fee requirements are completed. Direct printing and handling costs for ticketing an event may be passed along to the renter. Rent and expenses will be deducted from the performance revenue collected for a renter’s event by the Phillips Center Box Office. If the revenue is greater than the expenses, the net will be distributed to the renter. If the performance revenue does not cover the rent and expenses, the balance due must be paid within thirty days of final billing.

Marketing and Advertising of Public Events

All advertisements, posters, flyers and other marketing materials for Baughman Center public events must be approved prior to distribution or display by the University of Florida Performing Arts Marketing Director located in the Phillips Center on Hull Road.