R ental of C ollege F acilities Policy

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Tracey Watson
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1 Title: Rental of College Facilities Policy Approval June 10, 1997 Date of Last Revision :April 27, 2006 Policy Category: Administration Number: B.3.3. Rental of College Facilities Policy Purpose To inform the College Community of the terms and conditions for rental of VCC space. Policy VCC permits the use of its facilities by organizations and community groups promoting academic, occupational, social and cultural activities. VCC also permits the sale of retail goods or display of materials that are considered of interest to the College Community. Activities or purposes of groups renting facilities must not be in conflict with the College's mission, mandate, value statements and VCC Human Rights policy. Members of the College Community must not be subjected to harassment or obstruction by groups or individuals using the space. Space will not be rented to groups who wish to use the space to: Advertise or sell tobacco or alcohol products; Advertise, promote or operate programs that are in competition with VCC's programs; Promote partisan political or religious messages; or Promote ideas which perpetuate stereotypes or which demean any person or group. R ental of C ollege F acilities Policy 06/10/97 Page 1

2 Procedures for Space Rental 1. Contact a VCC Room Booking Clerk to access an External Request for VCC Facilities Rental form, complete and submit the form. 2. The VCC Room Booking Clerk will determine if space is available, assess all fees (rental and ancillary), inform the applicant, request payment and then confirm the booking and finalize applicable rental contracts. VCC may require proof of applicable insurance related to the event. VCC reserves the right to refuse space rental based on policy criteria. 3. Cancellation of rentals The renter or VCC may cancel a rental agreement with refund (excluding expenses incurred or committed by VCC) if a minimum of 24 hours notice is given. VCC will not be responsible for any damages for cancelled rental agreements. Table Rental 4. Post event billing - Upon completion of the event, VCC reserves the right to bill for unforeseen or post event costs such as (but not limited too) extra cleaning, damages, etc. If the renter fails to settle accounts for post-event billing in a timely manner, VCC will take action to recover costs. This may include sending the account to collections and/or refusal of future rental requests. Requests for table rentals must be accompanied by documented support from a VCC College employee or a VCC approved alternative sponsor. Table rentals will be subject to the following guidelines: Table vendors are limited to 3 days per calendar month and a maximum of 3 consecutive days. The College will designate the specific table location. Table rentals must be paid in full before confirmation. Table vendors must be a minimum of 19 years of age. Table vendors cannot be accompanied by minors or providing care for minors while renting tables. Table vendors must maintain a non intrusive and quiet environment. Rental of College Facilities Policy 06/10/97 Page 2

3 Terms and Conditions Room rental fees are subject to change, and are listed in Appendix 1. Room Booking Clerks will liaise with appropriate VCC departments to assess fees for required ancillary services related to rental activity. Persons and/or organizations using College facilities must comply with all Federal & Provincial laws and Municipal ByLaws. The renter must be familiar with Fire Regulations related to maximum room capacity, use of flammable materials and exits. Failure to adhere to Fire Regulations and/or directives from the VCC Safety & Security staff will result in an immediate cancellation of the rental and forfeit of all rental fees. Approval is required for; advertisement or postings at or on VCC property related to rentals or events; the use of the VCC name or logo in any advertisement; the use of VCC name or logo as an endorsement of any rental agreement or event. When required, Certificates of Insurance must contain the following information: Name of insurance company and binder or policy number and name and address of the insured Policy period (covering at least the period the agreement is in place) Description of coverage and policy limits Description of insured operations and location(s) Signature of authorized representative and date. VCC reserves the right to include service charges with rentals where it deems the renter may use or have access to special purpose rooms, equipment or services that require a technician. Special purpose rooms, labs, shops, etc., will only be used when there is no disruption to academic activity. If food service, serving of alcohol or catering is required, the VCC Food Services department will be the exclusive catering service provider. Rental of College Facilities Policy 06/10/97 Page 3

4 All rental events involving the serving of Alcohol must comply with College policy, applicable laws and regulations and present to the College evidence of required permits and Serving it Right certificates. By special permission, the students of VCC may be granted permission to serve food and/or non-alcohol refreshments with the explicit written permission of the Dean of Student Services. In the event that rental fees are waived, all terms and conditions of this policy remain applicable. Replaces ; ; ; ; 1003; ; B.3.3 (June 11, 2002) Rental of College Facilities Policy 06/10/97 Page 4

5 1. Policy Sponsor Registrar 2. Approvals: President Education Council Chair N/A Operations Council Chair Board Chair 3. Amendments President Education Council Chair Operations Council Chair Board Chair 4. Review Date Rental of College Facilities Policy 06/10/97 Page 5

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