Community Rental of Campus Facilities Event Information 01 Facility and Personnel Rates 02 Policies, Rules and Regulations 03 Contact Information 1
TO BE PAID TO CVCC: FACILITY RATES FACILITY AND PERSONNEL RENTAL RATES Full Day (> six hours) Half Day (< six hours) Seated Capacity Athletic Facilities/Concessions: Key Hall Gymnasium* $600 $300 NA *When applicable, a $150 charge will be assessed to provide flooring protection. Athletic Complex** $600 $300 NA **A $150 security deposit will be applied and returned if no damage has occurred. Key Hall Phenix City Room (Campus Multi-Purpose Room): Note: Phenix City Room will be closed for reservations basketball season (Nov. 1 Mar. 1) With Kitchen Use $300 $150 144 Without Kitchen Use $250 $100 144 Instructional and Performing Arts Center (IPAC): Auditorium/Atrium/Kitchenette/IPAC 104 $1,000 $500 380 Noble Conference Room $100 $50 8-10 Classroom 101 $100 $50 35 Classroom 102 $100 $50 35 Computer Lab $10/cpu $10/cpu 20-50 PERSONNEL RATES: Event Workers (Facilities/Maintenance/Concessions) Security Equipment Specialists (as needed for: Audio Visual/Scoreboard/Sound) $30/hour $30/hour $30/hour TO BE PURCHASED FROM OUTSIDE VENDOR: Certificate of Liability Insurance Insurance Requirements: All external applicants are required to submit proof of insurance at LESSEE s expense. CVCC is to be included as additional insured as respect to the activity covered by the certificate. Insurance Certificate must be provided for reservations to be approved and confirmed (upon payment of facilities use fee to the College Business Office, execution, and delivery of lease). All insurance coverage must be written with insurance companies authorized to do business in the service area. All insurance certificates are subject to the approval of CVCC. Insurance requirements are as follows: Commercial General Liability (Required): Bodily Injury and Property Damage Combined Single Limit $1,000,000 Products Liability (If food will be served) Combined Single Limit $1,000,000 Automobile Liability (Required) Limit of Liability $1,000,000 Workers Compensation: 2
POLICIES, RULES AND REGULATIONS FOR USE AND RENTAL OF CAMPUS FACILITIES Article I Policies and Purpose Section 1: Chattahoochee Valley Community College is dedicated to providing accessible and affordable education of excellent quality preparing students for transfer to senior colleges and universities, employment or career advancement through associate degrees and certificate programs. As such, the use of Chattahoochee Valley Community College's campus and facilities relate directly to the furtherance of this purpose. Section 2: Section 3: Chattahoochee Valley Community College will allow the use of its campus and facilities only in accordance with existing college and State Board of Education policy, rules and regulations, applicable laws and ordinances and prevailing community standards of conduct and behavior. Chattahoochee Valley Community College will allow the use of its campus and facilities only when available and when the use of said facilities does not conflict with normal, day-to-day activities of the college. Article II Section 4: Chattahoochee Valley Community College will allow individuals and groups the use of said facilities on a system of priorities as follows: A. First priority for use will be given to events sponsored by a unit of the college. B. Second priority will be given to events which are co-sponsored by the college. C. Third priority will be given to individuals, agencies, groups or organizations that are non-profit, civic, cultural, and charitable in nature and geographically located in the CVCC service area. D. The last priority will be given to other individuals, groups, or organizations not listed in C. above. These include individuals, groups and governmental agencies, religious groups, professional associations, clubs and non-profit organizations not of a charitable nature. E. Profit-making and limited profit individuals, groups, organizations and business are not allowed the use of CVCC facilities, except under co-sponsorship by CVCC. Insurance Requirements Section 1: All external applicants are required to submit proof of insurance at LESSEE's expense. Chattahoochee Valley Community College is to be included as additional insured as respect to the activity covered by the certificate. Insurance Certificate must be provided for reservations to be approved and confirmed (upon payment of facilities use fee to the College Business Office, execution, and delivery of lease). All insurance coverage must be written with insurance companies authorized to do business in the service area. All insurance certificates are subject to the approval of CVCC. Insurance requirements are as follows: Commercial General Liability (Required): Bodily Injury and Property Damage Combined Single Limit $1,000,000 Products Liability (If food will be served) Combined Single Limit $1,000,000 Automobile Liability (Required) Limit of Liability $1,000,000 3
Workers Compensation (If Employees or Contractors are Working): Statutory Coverage in accordance with workers compensation laws of the State of Alabama for employees or contractors of the LESSEE working on the premises: $ 100,000 per accident $ 500,000 per disease each employee $ 100,000 disease policy limit Article III Rental Terms and Conditions Section 1: Application Procedure - applications may be made at any time on forms provided by Chattahoochee Valley Community College. Applicants are to plan their event at least 30 days in advance. A signed Rental Application and Agreement, Certificate of Liability and payment made in full are required of all users prior to occupying the premises. Application forms may be picked up at the Business Office. Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: Section 8: In all cases, at least one person who belongs to the organization requesting use of the facilities shall be identified in writing on the Rental Application and Agreement as the person responsible for the function, and shall be present for the full duration of the function. Non-compliance will result in denial of future requests. In all cases, a designated CVCC personnel worker shall be in full charge of the facilities and security and shall be present for the full duration of the event. The College s representative s orders are official and must be obeyed. For all events, a minimum of one event worker shall be employed; additional workers may be required according to expected attendance or event. This service is mandatory for all campus events in which fees are assessed. The personnel worker will be required from time of entering facility until final clean-up is performed. All evening rentals (events occurring after 5pm EST, require a personnel worker to be provided for a four-hour minimum. An on-site inspection is to be conducted by the lessee designated person in charge and the Director of Facilities and Maintenance. All discrepancies will be noted prior to the event date. Decorations - Ample time will be allowed for lessee to decorate the facility prior to an event. This must be agreed to by both parties. No nails, tacks or staples are allowed in the walls, ceiling, doors or furniture. No hot glue is allowed. No decorations may be attached to or obscure the sprinkler heads, exit signs, fire alarm or other necessary fixtures. Clean-Up - It is the responsibility of the lessee to take down all decorations, collect all garbage into trash bags, sweep floors and mop all spills. No Other Use/Remainder of Premises - Once a lease on the facilities has been properly executed, there shall be no use of facility other than what is expressly agreed upon and contained in the lease. Alcohol, Drugs and Tobacco - Alcohol, drugs and smoking will not be served or allowed in the building, or in the parking lot, or on the grounds of Chattahoochee Valley Community College at any time. 4
Section 9: Section 10: Section 11: Weapons No weapons of any kind will be allowed on the premises at any time. Utilities - CVCC will furnish, at its own expense, general lighting from its permanent fixtures and water for normal usage, as now installed in the facility, accidents and unavoidable delays expected. Insurance - As a condition precedent to the leasing of the facilities and premises to a lessee and to the lessee's taking possession of the premises and facilities, at the discretion of CVCC, lessee shall obtain, at its own expense, a comprehensive general liability insurance policy for the entire term of the lease agreement with CVCC named as additional insured on limits of liability coverage established by CVCC for bodily and personal injury, property damage and food products liability. Section 12: Section 13: Section 14: Section 15: Section 16: Capacity, Ingress, Egress - Lessee shall not admit to the premises more than capacity. No portion of the sidewalks, entries, vestibules, hall, stairways or access to public utilities of any building shall be obstructed by lessee, or used for any purpose other than for egress or ingress to or from premises. The doors or openings that reflect or admit light into any place in the building, including hallways, stairways, corridors, passages, also house lighting attachments and shall not be covered or obstructed by lessee. Water closets or other water apparatus shall not be used for any purpose other than that for which they are intended and no sweepings, rubbish, rags, papers or other substance shall be thrown therein. Athletic Facilities Concessions - Food and beverages shall be furnished and provided by CVCC. CVCC Athletics reserves the right to restrict the use of food and beverage at all of its facilities, depending on the type of event being held. No group or organization renting CVCC Athletic Facilities is allowed to provide their own concessions or food and beverage operations. Any concessions' profits will belong to CVCC. There are no exceptions to this restriction. IPAC - No food and beverages are to be furnished, sold or allowed during the rental of the building's auditorium or computer classrooms. Damage to the Property Users shall not cause or permit anything to be done whereby the premises shall in any way be injured, marred or defaced and will not drive or permit to be driven nails, hooks, tacks or screws into any part of the building(s), and will not make, nor allow to be made, any alternations of any kind therein. If the premises or any portion of the premises, during the term of the lease, shall be damaged by the act, default or negligence of lessee s agents, employees, patrons, guests or any person admitted to the premises by the lessee, lessee shall pay to CVCC upon demand, such sum as shall be necessary to restore the premises to their present condition. Lessee assumes full responsibility for the character, acts and conduct of all persons admitted to the premises, or to any portion of the building(s). Holidays - No facilities will be available for lease on college published holidays when the college is officially closed (to include Easter weekend). Section 17: Cancellation: In case of cancellation, a 75% refund will be made if the College is notified 72 hours prior to the event. Otherwise, no refunds will be made. 5
Section 18: Section 19: Section 20: CVCC will not be responsible for losses incurred by LESSEE due to failure of systems operated by the College, including but not limited to: lighting systems, sound systems, video systems, air conditioning, heating, water and/or power. Each organization will be advised of the total use charges by the Administrative Assistant to the CFO. Matters Not Covered - These rules and regulations shall be in the discretion of CVCC. 6
CONTACT INFORMATION To Inquire About Reserving CVCC Facilities, Please Contact: Terrah Long, Administrative Assistant to the Chief Financial Officer Chattahoochee Valley Community College Wallace Hall 2602 College Drive Phenix City, Alabama 36869 Office: 334-214-4898 Fax: 334-214-4834 terrah.long@cv.edu 7