Rental and Public Use of College Facilities Effective October 2014

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1 Rental and Public Use of College Facilities Effective October 2014 The college is an active community partner in educational and economic development and seeks to foster and strengthen such partnerships. Because of heavy instructional demand, however, the college s classrooms, auditoriums, and multi-purpose spaces are available on a limited basis for certain economic development purposes and activities that are educationally relevant to the college and to our students as well as mutually beneficial to the college and to the user. Exception: In recognition of the direct funding and support the college receives from the Durham and Orange County governments, Durham Tech will provide spaces to the county and city managers for their governmental meetings based on room and parking availability as noted below. City and County Managers Offices No room rental charge will be assessed. However, fees will be charged to offset associated room setup services, housekeeping services, security services, and utilities costs. Additional costs will also be charged if rooms and spaces are used outside the 8 a.m. to 5 p.m. weekday. Fees are calculated as shown below. Economic Development Purposes and Educationally-Relevant Programs Room rental charges will be assessed; and fees will be charged to offset associated housekeeping services, security services, and utilities costs. Additional costs will be charged if rooms and spaces are used outside the 8 a.m. to 5 p.m. weekday. Fees are calculated as shown below. Only non-profit agencies or institutions may book college facilities for educationally relevant programs. Room Rental Charges Per Day $50 Classroom $100 Multi-Purpose Room $125 Educational Resources Center (ERC) Auditorium Fees for Housekeeping, Security, and Utilities Services Are Calculated on a Per Day Use Based on Numbers of Persons Attending $100 For 1-50 persons $150 For persons $250 For 151 persons and up to the Fire Code limitations Charges Per Day for Change in Set-Up of Multi-Purpose Room (See pages 3-7 for sample diagrams.) $90 U-Shape (Up to 30 persons around U-shape, round tables with chairs) $45 Panel (Up to 8 persons on panel, round tables with chairs) $180 Auditorium Style (130 persons) $90 Half-Auditorium Style (70 persons) Additional Costs for After-Hours Room/Space Use $50 For use after 5 p.m. on weekdays in addition to service fees calculated based on attendance numbers (This is a per day charge.) $75 For use on a Saturday or on a Sunday in addition to fees calculated based on attendance numbers (This is a per day charge.) NOTE: Use of rooms/spaces is usually not allowed when the college is closed for semester breaks or for holidays. Additional Costs $100 Minimum flat rate for any unplanned housekeeping services and unapproved room rearrangements (See Need To Know.) $100 Minimum flat rate for a cancellation within four business days of the event (See Need To Know.) Computer and Media Services Support Personnel Not Available Computer, audiovisual, media services, and related technical support are not available. Those using college rooms and spaces must bring their own equipment and supplies, including laptops with internet broadband capability or Wi-Fi capability (where Wi-Fi is available), microphones, public address systems, and audiovisual systems, etc. Need To Know Event Items Durham Tech and the college s employees are not responsible for items brought on campus or left after a function. Room Set Up Use of rooms as they are normally arranged is preferred. Any rearrangement of rooms must be approved by Facility Services a minimum of seven working days prior to the event. If using the Multi-Purpose Room, please select one of the diagrams on pages 3-7 of the Rental and Public Use of College Facilities information. Please indicate on the Room Rental Agreement form the sample diagram that you desire and the number of individuals for which to set up. Catering You may bring food for the function. Any catering services must be booked through Classic Food Services, the college s contracted Café services provider, by calling Greg Blair, Classic Catering Manager, at Food and supplies left over after the event are the user s responsibility for disposal in trash receptacles provided or for removal from the campus. An additional flat rate charge will be required for the college s removal of any remaining food items or supplies. Note that food and drinks are not allowed in the college s classrooms or in the Educational Resources Center Auditorium. Tablecloths must be used in the Multi-Purpose Room if food and drinks are being served. Signs Users may post signs for an event but must remove any posted signs immediately after the event. Emergencies In the case of an emergency, a user should call 911 and also Campus Police and Public Safety at

2 Cancellations Cancellations must be made at least four business days prior to the start of the planned function. For cancellations made fewer than four business days prior to the event, a cancellation fee of $50 will be charged and invoiced. Payment Deadline Payment is due within 30 days of receipt of invoice. If payment is not received within 30 days, an additional fee of $50 will be charged and invoiced. Inquire about Booking Please contact Gloria Gay, Executive Secretary to the President, at , extension 6003, to inquire about booking college facilities on the college s Main Campus. Please call Linda Chalmers at , extension 4203, to inquire about booking college facilities at the college s Orange County Campus.

3 Normal Set-Up 4 rectangular tables along left wall 15 round tables with 7 chairs at each table

4 Back Door Podium Panel Set-Up 4 rectangular tables with 8 chairs at front of room near podium 4 rectangular tables along left wall 15 round tables with 7 chairs at each table

5 U-Shape Set-Up - rectangular tables set-up in LI-shape with 30 chairs along outside of tables - 4 rectangular tables along left wall -12 round tables with 7 chairs at each table

6 Auditorium Set-Up - 4 rectangular tables along left wall -13 rows of 10 chairs

7 Half.Auditorium Set-Up - 4 rectangular tables along left wall - 7 rows of 10 chairs