Policies + Procedures — Advancement — Facilities Use – Outside Organizations

7.2 Facilities Use – Outside Organizations

I. Purpose

To establish guidelines under which groups outside the college community may request use of college
facilities, under limited circumstances, provided that such use does not interfere with the normal
activities of the institution and is in accord with the mission of the college.

II. Scope

This policy applies to all facility use requests from outside groups or individuals except those for partisan
political events which are addressed in policy 1.30.

III. General

The college reserves the right to approve or disapprove use of college facilities.

The following are the General Terms and Conditions under which the college will consider requests for use of facilities by outside organizations or individuals.

DEFINITION: Those activities within the broad definition of education and public service which the college initiates have priority over all other uses of the institution’s physical facilities. The college in this context, means a division, department or other administrative or service unit, a recognized employee organization, or recognized student organization.
NON-INTERFERENCE: The use of college facilities by off-campus groups shall not interfere with or prevent the use of the facilities for the regular instructional program or for other scheduled activities. The college reserves the right to cancel a scheduled use of college facilities at any time in the event of an emergency or other circumstances beyond its control. In this instance, all fees, if any, shall be fully refunded.
LIMIT NUMBER: The college reserves the right to restrict the number of facility rental events in any given year dependent upon human and physical resources. The college shall have the sole and exclusive right to determine the level of services needed to support use of facilities by off- campus groups. Schedules are developed on a yearly basis; multi-year requests will not be considered.
CONTROVERSIAL: A controversial activity is interpreted to mean a program where the philosophy is challenged by one or more ideologies. Programs of a controversial nature will be permitted if the college’s neutrality can be maintained and a statement is made that the views expressed do not represent the opinions or views of the Board of Trustees or the college community.
COMPENSATION: Off-campus groups using college facilities must compensate the college for all expenses resulting from the activities including custodial service, labor, security, conference arrangements or other related costs. The college may require an advance deposit to cover additional service fees.
APPROVAL: The Director of Cultural Programming & College Events shall receive requests for the use of college facilities by off-campus groups and direct them to the appropriate departments for coordination. All requests must be reviewed by the President’s Cabinet and approved by the President.

If an event is approved for scheduling on campus the following Provisions of Use will be applicable.

INSURANCE: The college shall refuse the use of its facilities to off-campus groups that do not agree to carry insurance insuring the user and the college against claims in a sum not less than $1,000,000 for an event and not less than $3,000,000 for an event at which alcohol will be served.
INDEMNITY: The college may refuse the use of its facilities to off-campus groups that do not agree to indemnify and hold the college harmless against and from any and all claims, damages, costs and expenses, including reasonable attorney’s fees arising from the group’s activity or from any act of negligence of the group.
TERMINATION: The college may refuse the use of its facilities to off-campus groups that do not agree to acknowledge that the college may terminate its agreement with the off-campus group at any time, for reasons beyond the college’s control, if it is unable to provide the facilities and services promised.
CATERING: The college retains an in-house food service caterer. The college requests that off- campus groups use this service for their catering needs.
ALCOHOL: It is the policy of Bucks County Community College to maintain a working environment that is free of the ill effects of alcohol. If the user wishes to serve alcohol at an event, permission must be requested from the President of the college. If alcoholic beverages are to be served, the user agrees to indemnify and hold harmless the college against all losses, damages or liability growing out of the user’s failure or default in the observance of compliance with all laws regulating the sale or provision of alcoholic beverages. In no event, however, will alcoholic beverages be sold at the event. Groups agree to carry insurance insuring the user and the college against all claims in a sum not less than $3,000,000 for an event at which alcohol will be served.
FUND RAISING: The use of college facilities solely for fund-raising purposes by non-college, non- profit/for-profit agencies shall be limited and may only be approved by the President. The college reserves the right to set the number of fund-raising events in any given year dependent upon human and physical resources.
DISCLAIMER: The facilities user must include the following statement on any printed materials referencing the college: “Bucks County Community College does not endorse individual vendors, commercial products, information, or services. Any reference made to any vendor, product or services by trade name, trademark or manufacturer or otherwise does not constitute or imply the endorsement, recommendation or approval of Bucks County Community College.

The following are considered by the college as Inappropriate Uses of campus facilities.

Activities sponsored by off-campus groups that discriminate or in any manner restrict participation on the basis of race, color, religion, age, sex, sexual orientation, national origin, disability, veteran status or political affiliation.
The college shall refuse the use of its facilities to off-campus groups that otherwise would be eligible, where the proposed activity would require an unreasonable amount of college supervision or service, or where there is a question concerning the safety of the participants or of college property.

IV. Procedures

The appropriate form requesting use of college facilities must be completed for all requests, prior to any confirmation or approval, and submitted to the Department of Community Programming & College Events. This request represents only an inquiry regarding availability of space.
All requests are subject to the approval of the President and the Cabinet.
Departments involved in the execution of campus events should be notified via this form of all requests for use of facilities. These departments include Security & Safety, Physical Plant and Media Services.
The college will determine if the activity can be accommodated. Consideration will be given to the need for extra custodial and security personnel, space requirements and other auxiliary services. Additional consideration will be given to the potential problems related to flow of students, faculty and staff in classrooms, halls, walkways, parking lots, campus roadways and other campus facilities.
A representative of the outside organization shall sign a standard contract form which provides appropriate legal and insurance coverage for the college.
All individuals and organizations using college facilities are subject to all campus policies and procedures including, but not limited to, smoking restrictions, parking and traffic regulations and requisite child abuse clearances.
All event room reservations are to be entered into the college room reservation system by college staff.
Outside organizations shall be billed for the cost of additional staffing or other services provided during the event.