McPherson College Resource Policies and Procedures
December 12, 2006
Purpose
To ensure that McPherson College resources are utilized in a manner which provides maximum benefit to all internal departments as well as the community the College serves. The opportunity is also available to generate revenues to pay for resource maintenance and refurbishing projects.
General
Authority to Schedule - The McPherson College Events Coordinator and the Facilities Manager shall have the shared responsibility of booking all campus resources. All bookings of McPherson College Resources by off-campus users are done through the Events Coordinator by calling 620-242-0438. College Faculty and Staff should make booking requests through the McPherson College Intranet site or the Facilities Manager at 620-242-0470.
Priorities for Scheduling Academic classes and related educational activities will have the highest priority of scheduling. Those events that provide significant profile/benefit and revenues for the College will be given secondary priority. No booking will be accepted if it is found to be contrary to the College’s mission and policies.
Agreement Statement - Confirmation of resource bookings will not be considered until the Facility Use Contract has been signed and received by the Events Coordinator and the required deposit or balance has been paid. The terms of any Agreements may not be transferred, assigned or sublet. Confirmation of bookings will be forwarded by email to those staff members designated as essential to the facility use process.
Insurance – Depending on the nature and scope of the facility use, the user may be required to furnish a certificate of insurance with McPherson College listed as an additional insured. Required certificates must be received by the College fourteen (14) days prior to the event date.
Liability – The user agrees to indemnify, protect, defend and hold harmless McPherson College, its Board of Trustees, officers, employees, agents and students from and against any and all claims, demands, losses, costs, damages or liability of any nature or character arising out of or by reason of the execution or performance of the rights, duties and obligations arising out of or incidental to the use of the facility or equipment. The user agrees to abide and enforce the rules, regulations and policies governing the facility as set forth by McPherson College. The user accepts all responsibility for any damages to premises, equipment or grounds resulting from use of the facility.
Residual Matters - McPherson College reserves the right to alter and/or amend this document. The McPherson College Events Coordinator or her/his designate shall determine any matters not expressly covered by these procedures.
Event Logistics
Access and Event Times – Facility access and use must be within the allotted confirmed time as noted on the Facility Use Contract. Confirmed times must include event preparation, decorating, and/or rehearsal time, as well as time after the event to remove decorations, User equipment and other items. Events that have not removed all decorations, equipment and other items will be assessed a facility clean-up charge. McPherson College staff shall have the right to access and enter the event space for any reasonable purpose during the confirmed time.
Cancellation by User – If the reservation is for Brown Auditorium, Mingenback Theater or any Sport Center resource, a written or emailed cancellation must be received fourteen (14) days prior to the event date. Cancellations for all other facilities must be received at least three (3) working days prior to the event date. If the user does not meet these obligations, the full cost of the event will be assessed. Rental deposits for facilities are non-refundable and non-transferable.
Facilities – Users of the facilities shall observe all applicable McPherson College policies, as well as all local, state and federal laws, statutes, and ordinances. The user shall only have the use of the facilities as stated in the Facility Use Contract. All alterations to the facility, building systems, or equipment are subject to approval from the Events Coordinator or authorized staff members and are subject to fee. At the end of the event, the facility should be left in a clean, safe condition.
Campus Grounds – Campus grounds are confirmed at the discretion of the User. McPherson College does not provide alternate indoor facilities, in case of inclement weather, unless previously reserved. There will be no charge for the use of campus grounds. Additional fees will be applied if restrooms are requested.
Premises – McPherson College may use any part of the facility that is not confirmed to user at any time, providing that such does not interfere with the user’s use of confirmed space.
Reassignment of Facilities – Should a facility space become unavailable due to an emergency, McPherson College reserves the right to reassign the user to another space within the facility or reschedule for another date. The Events Coordinator will notify the user as soon as the need arises for a reassignment of facilities.
Responsible Party(s) – The person(s) who completes and signs the Facility Use Contract shall be the responsible party. If the person coordinating the event is not planning to be in attendance, a designated representative will be communicated to the Event Coordinator.
Termination/Cancellation – Permission to use McPherson College resources is granted subject to observance of regulations. McPherson College may revoke this agreement immediately upon failure to timely comply with pre-event requirements/deadlines, for any violation of use conditions or regulations, or at any time for misrepresentation. McPherson College may terminate any part of this agreement without notice in the event of an emergency situation that, in the opinion of the College, would make use of resource unfeasible.
Fees, Payments, and Taxes
Fees – Fees are based on specific resources requested in conjunction with information provided by the user for required access and event times, number of event participants, type of activity, and other support services/personnel.
Faculty and Staff Fees – Fees may be waived or modified for resources used to generate revenue to support McPherson College programs and facilities. The event plan should be submitted to the Events Coordinator for review and approval. Even though fees may be waived or modified, a rental deposit is required and will be returned in whole or part based on the satisfaction of the other provisions of a rental agreement.
Rental Deposit – A rental deposit is required when room and equipment costs exceed $200.00. The signed Facility Use Contract and required deposit are due no later than thirty (30) days prior to the event date. If an event is to occur in less than thirty days, the deposit and signed Contract are required five (5) days after the reservation is booked. Deposits are non-refundable. Facilities will not be held beyond five (5) working days with out receipt of this deposit and signed Contract. Balance/Guarantee is due fourteen (14) days prior to the event.
Equipment and Property
College Property – College property should not be altered, moved or otherwise handled by any users of the facilities. Any damages to College property shall be assessed to the user and future use of College facilities will be prohibited.
Abandoned Property – Any property not removed from the College that has not been claimed within forty-eight (48) hours following the term of the Facility Use Contract will be considered abandoned by the user or its exhibitors. McPherson College may take possession of it and treat it as its own or dispose of such property without liability. The user shall be liable for the cost incurred in disposing of the abandoned property.
Cleaning Deposits and Damage Deposits – The user is responsible for the condition of the premises during the term of the Contract. The user is granted the right to inspect the premises prior to the term and within twenty-four (24) hours of the Contract’s conclusion. McPherson College shall inspect resources to determine if any Deposits shall be forfeited or additional charges should apply. Some events may require refundable cleaning and damage deposits. Dark liquids, such as red and grape beverages are prohibited.
Decorations and Signs – The Events Coordinator must approve the location of special decorations, banners or signs. McPherson College signage cannot be covered or otherwise obstructed. Decorations, signs, banners, etc. cannot be nailed, tacked, stapled or otherwise fastened to ceilings, walls doors, windows, painted surfaces or columns. All decorations and signs must be removed at the conclusion of the Contract.
Equipment – All McPherson College equipment will be set-up by College staff. Technicians may be required to operate equipment or to supervise others operating the equipment. Additional charges may apply. McPherson College assumes no responsibility for equipment used at events that is supplied by the user or another party.
Room Changeovers – All facilities shall be arranged in the previously-agreed upon style. If a changeover is requested during the event, additional charges may apply. Due to the possible liability for users of the facility, when last minute room changes are requested all users need to vacate the area in order for the College staff to meet this request.
User’s Property – The user assumes full responsibility to safeguard all materials, goods or property owned or used by the user or any of its exhibitors or guests. The user hereby waives any claims against McPherson College and the persons described for damages to, theft, or loss of the property.
Safety Matters
Capacities – McPherson College will not permit facilities to be occupied greater than the listed capacities.
Emergency Medical Service – McPherson College reserves the right to require emergency medical service be present, if deemed necessary, based on the type of event. McPherson College will determine the type of service required and hours of operation. The user shall incur the cost for such services.
Flames/Fire – Open flames and the burning of any materials, including incense, is prohibited. Use of candles must receive advance approval from the Events Coordinator and meet fire code regulations.
Fire Regulations – Users, exhibitors and their guests must comply with all Federal, State and local fire and building codes that apply to places of public assembly. Fire fighting and emergency equipment may not be hidden or obstructed. All emergency exits, hallways and aisles leading from any facility must be kept clear and unobstructed.
Miscellaneous
Alcohol – Alcohol is strictly prohibited on the McPherson College campus.
Conduct – The user and guests shall not interfere with the regular use of the facility by the public or other facility guests. Excessive noise or other disruptive behavior is prohibited. McPherson College may remove any person during the term of the Contract whom the College believes is disrupting or obstructing the daily operation and management of the facility.
Weddings/Wedding Receptions – McPherson College does not offer the college facilities and grounds for use for weddings/wedding receptions in order to operate within the parameters imposed by space, time and budget restraints.
Food and Beverage Service – It is recommended that the College’s Food Services be given first opportunity to provide all food and beverage services on campus. Food Service catering services for events on campus will be arranged through the Events Coordinator. Prior approval must be given in writing for outside catering services by the Events Coordinator.
Publicity – McPherson College reserves the right to approve, in advance, all forms of advertising or publicity for any activity held in its facilities. No program, literature, or any publicity used to promote the event shall identify McPherson College as a sponsor for the event unless written consent has been given by the Events Coordinator.
Smoking – Smoking is not permitted in campus buildings.
Weapons/Firearms – All weapons and firearms are strictly prohibited on the McPherson College campus.
Vehicle Parking/Unloading – Users and guests must abide by all College parking/traffic requirements. Payments of citations, which result from parking/traffic violations, are the sole responsibility of the user and their guests.
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