Building an Athletic Facility in a Independent/Private School [NIAAA]

By: Jeremy Eubank, CMAA, - North Cross School (VA)

Athletic facilities play a pivotal role in enhancing athletic performance, supporting physical fitness, and fostering community engagement. Whether you are planning to build a small gym, a high school sports complex, or a large multi-sport facility, several key factors need to be considered to ensure the project meets the needs of its users while being sustainable, efficient, and compliant with relevant regulations.

These are the steps that I would recommend if you were building an athletic facility; whether it is from scratch or doing renovations, this will give you an outline of all things considered. This article will guide you through the essential stages of planning and constructing an athletic facility from a private/independent school perspective, from initial design to final implementation.

1. Identifying the Purpose and Scope of the Facility

The first step in building an athletic facility is to clearly define its purpose. This will help guide decisions on design, size, amenities, and resources. Common types of athletic facilities include:

• Gymnasiums: Indoor spaces for basketball, volleyball, and other sports.
• Sports Complexes: Large facilities that may include multiple sports fields (e.g., soccer, baseball, tennis).
• Fitness Centers: Gyms or wellness centers focused on physical fitness, with exercise equipment, group classes, and personal training areas.
• Track and Field Facilities: Specialized venues designed for running, hurdling, jumping, and other track-based events.
• Aquatic Centers: Pools for swimming, diving, and water sports.

Understanding the primary use—whether renting out your facility, scheduling for your own athletic programs, or community wellness will influence every decision moving forward on purpose and scope of your athletic facility.

2. Site Selection and Analysis

Choosing the right location for your athletic facility is critical. Consider the following factors when selecting a site:

• Accessibility: The facility should be easy to reach by car, public transportation, and ideally be within a reasonable distance from residential areas or schools.
• Topography: Ensure the land is suitable for construction. Flat or gently sloped land is easier to develop, while uneven terrain may increase costs due to grading and leveling requirements.
• Zoning and Regulations: Confirm that the land is zoned for recreational or commercial use, and understand local building codes, environmental restrictions, and any special permits required.
• Environmental Impact: Assess the environmental impact of building the facility, including drainage, sustainability practices, and how construction will affect local ecosystems.

3. Design and Planning

The design phase is where the vision for the facility starts to take shape. Here are some key considerations in the planning and design process:

• Project Manager: There needs to be a school official that will be the project manager for the school. If you have a buildings & grounds director it could be them or a split between that person and the Director of Athletics. It is important that there is an additional person that oversees the day-to-day operations and can be the same person as the project manager.
• Research: It is important as an independent school to do some research of some of their schools in your market that are doing a new build or renovations to see what challenges you may face. Doing a site visit and talking to the people involved in the project at any other school will be crucial in understanding steps that may be needed.
• Space Requirements: Define how much space is needed for different activities. Consider court sizes (e.g., basketball, tennis), field dimensions (e.g., soccer or football), spectator seating, locker rooms, offices, and storage areas.
• Multi-Use Versatility: Many modern athletic facilities are designed to accommodate multiple sports and activities, which can maximize usage and minimize the need for separate spaces. Flexible flooring, movable walls, and multi-sport courts can increase the versatility of the space.
• Amenities: Depending on the scale and intended use, you may need additional facilities such as restrooms, concession stands, fitness rooms, training rooms, offices, and meeting spaces. For larger facilities, education purposes or hospitality areas may be necessary.
• Safety: Incorporating safety features such as proper flooring, padded walls, emergency exits, and security systems is essential for ensuring the well-being of athletes and spectators.
• Compliance: Ensure that all building codes, safety regulations, and accessibility standards (such as the Americans with Disabilities Act in the U.S.) are met. One of the items I would recommend to purchase would be the American Sports Builders Association - Sports Field Construction & Maintenance Manual. It will give you any independent school guidelines that need to be followed as you will not be using government funding like a public school.
• Sustainability: Green design principles are increasingly important. Incorporating energy-efficient lighting, heating, ventilation, and air conditioning (HVAC) systems, solar panels, and water-saving fixtures can reduce environmental impact and operational costs over the long term.

During this stage, it's advisable to work with an experienced architect and a team of engineers that have experience with school related athletic facilities. Many athletic facility designs also include input from athletes and coaches to ensure functionality and usability.

I would recommend it if you have not already taken LTC 61. The course has and will continue to be a big help in any build or renovations that you and your school may be taking part in.

4. Budgeting and Funding

Building an athletic facility can be a significant financial investment, and understanding the costs involved is essential to stay within budget. Key components that influence cost include:

• Construction Costs: Labor, materials, and subcontractor fees for building the structure, including foundation, walls, roof, flooring, and electrical systems.
• Equipment Costs: Specialized equipment for different sports (e.g., gymnasium bleachers, basketball hoops, turf for soccer or football fields, fitness equipment) can be expensive. Get your quotes or bids once equipment needs have been identified. Quotes and bids can take time depending on if a vendor needs to come in and measure the space.
• Maintenance: Ongoing costs to maintain the facility, including cleaning, repairs, utilities, and staff salaries.
• Contingency Fund: Always set aside a portion of your budget (typically 10-20%) for unforeseen costs or challenges that may arise during construction.

Funding for the project can come from various sources:

• Private Investors or Sponsorships: Businesses or individuals may be interested in investing in the facility for naming rights or other sponsorship opportunities.
• Fundraising and Donations: Community fundraising campaigns can also be a useful way to gather financial support from local residents and businesses.
• Loans and Financing: Traditional loans from banks or other financial institutions may be necessary for larger-scale projects.

5. Construction and Project Management

Once the design and budget are finalized, it's time to break ground. The construction phase involves several critical steps:

• Hiring Contractors: Select experienced contractors with a proven track record in building athletic facilities for other independent schools. They will manage everything from excavation and foundation work to installing the final finishes.
• Project Timelines: Construction projects should have clear timelines for completion. Delays can lead to increased costs, so it's essential to track progress carefully. This is where the project manager/site coordinator for the school is important for the day-to-day operations.
• Quality Control: Regular inspections ensure the facility meets safety standards and adheres to the original design specifications. Any deviations from the plan should be addressed immediately to avoid future issues.
• Compliance: Ensure that all building codes, safety regulations, and accessibility standards (such as the Americans with Disabilities Act in the U.S.) are met. Use the American Sports Builders Construction Manual as a guide as you move through the construction phase to ensure all areas are being met.

6. Post-Construction and Facility Opening

After the facility is built, several important steps remain before it can officially open:

• Inspection and Approval: Before opening, the facility must undergo a series of inspections to ensure it meets all safety standards and regulations. This may include fire safety checks, structural assessments, and environmental compliance.
• Staffing: Hire staff to manage operations, including event coordinators, facility maintenance personnel, trainers, and security.
• Marketing and Outreach: Promote the facility to potential users through local advertisements, social media, open house events, and partnerships with local schools or sports teams.
• Maintenance Plan: Establish a routine maintenance schedule to keep the facility in top condition. This includes cleaning, repairs, and ensuring equipment is up to date.

7. Ongoing Management and Upgrades

Once the facility is operational, ongoing management is necessary to ensure long-term success. This includes:

• Scheduling and Event Management: Efficient scheduling of events, practices, and recreational use will help optimize the space and meet the needs of various groups.
• Maintenance: Regular inspections, equipment maintenance, and facility upgrades are important for ensuring the space remains safe and functional.
• Community Engagement: Hosting events, leagues, and activities for local residents can strengthen community relationships and increase usage.

As athletic trends evolve, it's also important to invest in periodic upgrades to maintain the facility's competitiveness and appeal.

Conclusion

Building an athletic facility is a complex but rewarding endeavor. By carefully considering your needs, selecting an appropriate site, designing for flexibility and functionality, managing costs, and ensuring long-term maintenance, you can create a space that benefits athletes, enhances community engagement, and stands the test of time. The success of the project depends on clear vision, thoughtful planning, and a collaborative approach among designers, contractors, stakeholders, and future users. With these factors in mind, your athletic facility can become a vital resource that promotes health, wellness, and sportsmanship for generations to come.