Rental Policies and Procedures

Rental Policies and Procedures Wingate University Ballantyne 13024 Ballantyne Corporate Place, Charlotte, NC 28277-980-359-1020 - www.wingate.edu Updated April 7, 2014 Page 1

Table of Contents Introduction... 3 Mission Statement... 3 Contacts... 3 Hours of Operation... 3 Reservation Procedures... 4 Venue Capacity... 5 Schedule of Fees... 5 Guidelines for Facility Use... 6 Damages and Cleaning... 7 Parking... 7 Food, Beverages, and Catering... 7 Event Times and Set-up/Clean-Up... 8 Labor and Staffing... 8 Liability and Licensing... 8 Proper Advertising of Venues... 9 Room Rental Instructions... 9 Room rental Request Form... 10 Please read this document carefully as some policies and procedures may have changed. If you have any questions concerning the usage of classroom or conference room space at Wingate University Ballantyne, please contact us at, 980-359-1020. Updated April 7, 2014 Page 2

Introduction The purpose of this document is to establish procedures for university and community organizations who may wish to rent and/or use classroom or conference space at Wingate University Ballantyne. Organizations must adhere to the procedures contained herein. Wingate University reserves the right to deny any request. Facility usage during scheduled university closings will not be approved unless prior arrangements are made. Additional fees will be charged for events scheduled on holidays. Mission Statement It is the mission of Wingate University to educate, inspire and build relationships through our educational programs and through outreach to the surrounding communities as well. Contacts Wingate University Ballantyne Reception 980-359-1020 Security - Ballantyne Corporate Park (Bissell) 704-649-8200 (non-emergency) Hours of Operation Administrative Offices for all classroom and conference facilities are open from 8:30am to 5:00 pm Monday through Friday or by appointment. The staff and administration of Wingate University follow the same holiday schedule as the administration of the Wingate University main campus. Updated April 7, 2014 Page 3

Reservation Procedures For all events sponsored by a Wingate University department or student organization, reservation forms are due two weeks before your scheduled event. For all community sponsored events, a four week advance reservation notice is required. Reservation requests will be evaluated using the following priority levels: I. Office of the President and Office of the Executive Vice President of the University II. III. Other departments and offices of the University All other requests The following procedures should be followed to reserve space at Wingate University Ballantyne: 1. Applicants should visit the Administrative Offices at Wingate University Ballantyne or request a reservation form from Misty Moyers at m.moyers@wingate.edu. 2. Applicants should mail or e-mail completed reservation forms to Misty Moyers at m.moyers@wingate.edu or 13024 Ballantyne Corporate Place, Suite 150, Charlotte, NC 28277. Forms may also be faxed to 980-359-0102. Events cannot be formally placed on our calendar until this completed form is received. 3. Dates may be held without a formal reservation for up to two (2) weeks. If a reservation form is not received within two weeks, the dates will be released. 4. The Wingate University Ballantyne staff will contact applicants to review fees and will then generate a Summary of Arrangements that will outline details of the rental contract and all anticipated rental fees. 5. Applicants will be sent a cover letter, two completed reservation forms, two summaries of arrangements and a printed copy of facilities policies. Applicant should sign and return one copy with the deposit check (community renters only) and retain one copy for their records. 6. Upon receiving (a) completed paperwork outlined above, (b) 50% deposit for rental costs as outlined in the Summary of Arrangements, and (c) 100% of cleaning/damage deposit the event is entered into a master calendar and officially booked. The applicant must be approved and deposit received before any advertisement or the renter makes any commitments of any kind. 7. Notice of cancellation must be received in writing 30 days prior to the event unless cancellation is due to an act of God. In the event of cancellation more than 30 days prior, the University will refund 75% of the deposit. If the event is cancelled within 30 days, the University will refund 50% of the deposit. If an event is cancelled within 10 days of the event, the entire deposit is forfeited. 8. Within 15 days of completion of event, Wingate University will invoice renters for balance of rental fees plus any additional charges or refunds as determined by the Director of Operations. All fees are due and payable to Wingate University within 30 days of event. Updated April 7, 2014 Page 4

Venue Capacity Conference Room... 10 Large Classroom Fixed Seating... 40 Large Classroom Movable Desks/Chairs... 40 Small Classroom Movable Desks/Chairs...25 Standing Room Only is not permitted and extra chairs should not be placed in rooms due to safety. Schedule of Fees All rates are based on four-hour blocks of time regardless of time occupying the space. Blocks of time cannot be divided. Renters should not be in the facilities outside of times outlined in the original agreement. Any additional time will be viewed as an additional block of time and shall be billed accordingly. Any additional space used that is not part of the original agreement shall be billed accordingly on the final invoice. Cleaning and damage deposits and commissions on event revenue may be waived with prior agreements made with the University. Rates for Conference Room: Rental fee (per 4-hour block)... $100 Cleaning/Damage Deposit... $250 Event Revenue Commission... 10% of revenue Rates for Large Classroom Fixed Seating: Rental fee (per 4-hour block)... $250 Cleaning/Damage Deposit... $250 Event Revenue Commission... 10% of revenue Rates for Large Classroom Movable Desks/Chairs Rental fee (per 4-hour block)... $200 Cleaning/Damage Fee (non-refundable)... $250 Event Revenue Commission... 10% of revenue Rates for Small Classroom: Rental fee (per 4-hour block)... $150 Cleaning/Damage Deposit... $250 Event Revenue Commission... 10% of revenue Additional Fees: Use of Computer and/or Projector... $100 flat Updated April 7, 2014 Page 5

Guidelines for Facility Use 1. A staff member or representative from the renting organization as well as Wingate University Ballantyne must be present at all times the facility is open to users or the public. Any changes in the schedule must be approved in advance by Wingate University Ballantyne staff. 2. Persons under the influence of alcohol or drugs will not be allowed on the premises. No concealed weapons are allowed. Wingate University will not be responsible for any losses or injuries suffered by any person as a result of facility reservation and/or activities of the reserving organization. 3. Access to the conference and classroom areas are via the front entry doors at the elevators in the first floor lobby. All other doors are locked daily at 5 p.m. and are opened at 8:30am. 4. No tobacco products of any kind are allowed anywhere on campus. 5. No outside doors are to be propped open at any time. 6. The loading dock is for loading and unloading only; it is not a parking space and violators will be towed at owners expense. 7. Wingate University Ballantyne is in constant use as an educational facility. Please be aware that there will be students using the classroom facilities and any community users should behave accordingly. 8. Events held in the facility should not disrupt any University business. 9. Food and beverages are not allowed in any space in the facility except when catered and must be pre-approved by management. 10. No candles may be lit anywhere in these facilities. 11. Furniture (including tables, chairs and podiums) throughout the buildings should not be moved without permission of the facilities staff. If permission is granted, all items should be returned to their original locations following the event. 12. Renters should comply with all safety standards (i.e. OSHA) and insure that attendees abide by generally accepted safety practices to reduce injury or harm to persons or University property. 13. Under no circumstances should a renter attach any posters, banners, or any other materials to any surface in any space (no pins, tape, silly putty, etc.) nor should any adhesive compounds (glue, glue guns, spray adhesive, etc.) be used on any carpeted surface. Please use alternatives such as easels for the display of posters. 14. Glitter and confetti should not be used anywhere in the facilities. If these items are used, an extensive cleaning fee will apply. 15. No animals except for service animals are permitted inside the facilities. 16. Renters shall provide all materials and administrative resources needed. 17. Renters shall provide a list of the equipment that will be used in the facility. 18. Cosmetic and technical changes to the existing facilities are not authorized. Updated April 7, 2014 Page 6

Damages and Cleaning 1. The renter is responsible for all damage caused by any individual(s), corporation, partnership or other legal entity associated with the event during the rental period. If the damage is not covered by the liability insurance, the user will be held responsible for the cost. 2. Damage to the facility and its contents will result in replacement and repair fees as determined by the Wingate University Ballantyne Director of Operations and Wingate University Campus Services. 3. Cleaning expenses incurred as a result of your event will be assessed by the Business Office and Campus Services. Any expenses will be deducted from your cleaning and damage deposit. If the costs are more than the amount of the deposit, renters will receive a bill for the remaining balance that is due 30 days after the event. Parking 1. Parking is available on the upper level of the parking garages on either side of the building. Handicapped parking is available in all lots. 2. During normal business hours, event staff and event attendees should use the fifth floor of parking garages. After 6pm, floors 1 5 may be used. 3. During normal business hours, parking in front of the building is not permitted. 4. Parking is not allowed in the loading dock area or in temporary visitor parking at any time. Food, Beverages, and Catering To ensure the appropriate, responsible, safe and clean use of the facility please adhere to the following Food and Beverage Policy. 1. General Policy: A. The use or possession of alcoholic beverages is prohibited. B. The use of the following novelty food machines are prohibited: C. Examples (including but not limited to) --Popcorn Machine --Snow Cone Machine --Chocolate Fountain D. If an Ice Sculpture is featured at an event, it must be properly set up to avoid water damage to the carpet. E. The Sponsoring Department or Organization must be responsible for proper clean up following an event including empting all trash bags containing food in the dumpster located at the back of the building. F. Any damages resulting from food and beverages will be the financial responsibilities of the University organization, department, or renter. Updated April 7, 2014 Page 7

G. All food and beverage stations (tables) must be placed in the designated Break Area. H. No tables or chairs should be placed in carpeted areas for the purpose of catering. Event Times and Set-up/Clean-Up 1. Events should begin promptly as scheduled, but not before 9am. 2. Total event should not go past 8 p.m. 3. The campus will be opened at 8:30a.m.. Event set up will not be permitted prior to this time. 4. The campus has very limited storage space and will not store items for a renter. 5. Strike and load-out should occur immediately after the performance. 6. Any property left after a period of 48 hours will be considered abandoned and will become property of the University to be disposed of or utilized at the University s discretion. Labor and Staffing 1. All events should utilize the services of trained professional staff. 2. In order to protect the University and its facilities, the facilities staff shall have the authority to veto or modify any order or direction issued by the renter, its employees, or its contractors. Liability and Licensing 1. Certificate of liability insurance with a minimum limit of $1,000,000 (one million) and naming the University as additional insured must be presented at the time the rental agreement is executed. A damage deposit may be required prior to the agreement of the lease. 2. Whether the renter has liability insurance or not, any damages to University property caused by but not limited to the event will be the responsibility of the renter. 3. The University is not liable for injuries received while attending the stated function. 4. Renter shall not exceed the seating capacity of the conference or classroom space requested. Standing Room Only is strictly prohibited due to fire code and no event may have more attendees than seats in the rented space. People standing at the back of the room during an event will be asked to relocate to the lobby and any issue regarding refund will be the responsibility and at the discretion of the renter. 5. Unless prior arrangements have been made, renters are responsible for their own reception of guests/students/clients at the event. 6. Wingate University will not print materials for any non-university sponsored event. 7. Wingate University will not endorse any product, event, company, or person for any non- University sponsored event. Updated April 7, 2014 Page 8

Proper Advertising of Venues All advertisements, promotions, press releases, or any communications, print, audio or digital, for any event held at a Wingate University Ballantyne should be billed as follows: 1. All locations should include the name of the location as Wingate University Ballantyne Room Rental Instructions 1. Initiate a room rental request by submitting a Room Rental Request Form (p.2) via email to m.moyers@wingate.edu or contact us at (980) 359-1020. (Please call us if you do not receive a response to your email request within 3 business days). 2. Once details are finalized, we will use the billing information provided to bill your organization. Please note that payment must be received by Wingate University prior to the rental date. 3. Review all room rental policies and procedures prior to signing this request form. Updated April 7, 2014 Page 9

Room Rental Request Form Please submit this form to WINGATE UNIVERSITY BALLANTYNE at m.moyers@wingate.edu I. REQUESTOR INFORMATION Requestor: Phone: Email: Address: II. EVENT INFORMATION Event Title: Event Date(s): Start & End Time: - Name of Facilitator: How many people will participate? Will participants be charged a fee for attending this event? Cost per participant? III. CLASSROOM LOGISTICS Conference Room (seats up to 10) Traditional Classroom (up to 40 seats) Traditional Classroom (up to 25 seats) Fixed Seating Classroom (up to 40 seats) IV. PAYMENT INFORMATION (To be filled out by Wingate University Ballantyne Personnel) Total Cost: Reservation Received By: / / Title: Signature Date WU Authorizing Official: / / Title: Signature Date V. RESERVATION DETAILS Reservation Number: Room Reserved: Updated April 7, 2014 Page 10