BASED ON POLICY NUMBER AND TITLE:
2-13-0 EP5: ASSET PROTECTION 7-4-0: PHYSICAL FACILITIES, USE BY OUTSIDE AGENCIES
PURPOSE The purpose of this procedure is 1) to specify the types of external organizations permitted to use College facilities; 2) to outline the restrictions and terms of such use; 3) to outline the process to be followed when external organizations request facility use.
PERMITTED USE OF FACILITIES
College facilities are primarily for the academic, continuing education and related activities of the institution. When existing College facility space and parking are not required for current operations, space may be made available to the following types of organizations:
- Economic development organizations with relationships to the College, such as Chambers of Commerce; the Charleston Area Convention and Visitors Bureau; the Charleston Regional Development Alliance; and other economic development organizations may use College facilities on a space-available basis. There are charges for custodial, security and technology uses.
- Educational organizations such as the Commission on Higher Education, South Carolina State Board for Technical and Comprehensive Education, and district-wide school board meetings may use College facilities on a space-available basis. There are custodial, security, and technology charges.
- Governmental organizations such as the Department of Transportation and the Employment Security Commission may use College facilities on a space-available basis. There are custodial, security, and technology charges.
- Non-profit and For-profit organizations whose missions and values are consonant with those of the College may use College facilities on a space-available basis. For these groups facility rental rates are detailed in the Facilities Rental Guidelines. The College cannot support the regular routine meetings of these organizations.
- Public entities such as City and County Councils, Legislative Delegations, and the South Carolina Congressional Delegation may use College facilities on a space-available basis. There are no custodial, security or technology charges.
- The first step in the request process is to complete the College’s Facilities Request Form. The form must be returned to the Facilities Use Coordinator (Coordinator) at least 30 days prior to the event. Events may not be scheduled more than 60 days in advance with the exception of events scheduled within the Complex for Economic Development.
- The Coordinator will review the requests to determine availability, appropriateness, and consistency with the College’s mission and values.
- For facilities in the Complex for Economic Development on Main Campus, a Facilities Review Team will conduct weekly reviews of all external usage requests for availability, appropriateness, and consistency with the College’s mission and values. Those serving on this Facilities Review Team include the vice president for Advancement; the dean of Hospitality, Tourism, and Culinary Arts or designee; the Complex events manager, and the director of Career, Personal, and Professional Development.
- After each request has been reviewed, the appropriate College contact person will notify the requester regarding facility availability and to coordinate any catering requests.
- If catering is required, the requester must coordinate the catering arrangements with the Coordinator. The College’s designated caterer must be used unless the Coordinator has approved an exception, in advance, in writing. Additional charges will apply.
- The Coordinator will confirm an event after the external group signs the Facilities Use contract and submits a 50% deposit for rental fee by check, cashier’s check, or credit card.
- To the extent feasible, space assignments will be made according to the Facilities Request Form. However, given the increasing demands for limited space the College reserves the right to assign comparable space elsewhere on the requested campus.
- The College will not provide facilities to any agency or organization that plans to conduct training or educational programs that conflict with the College’s credit or continuing education offerings.
- The College will not provide facilities to any agency or organization whose mission, policies, rules, and regulations conflict with those of the College.
- The College will not provide facilities to support social functions, including but not limited to events such as weddings and family reunions.
- Parking on College campuses is limited and is subject to all parking regulations. A contract granted for room use does not convey special parking consideration; neither does it guarantee that a number of parking spaces will be available.
- An external group that sponsors a campus activity involving children (individuals under age 18) must submit release of liability forms and evidence of insurance coverage to the Coordinator.
- External groups or individuals approved to use College facilities may not imply or represent themselves as being associated with the College. The use of the College’s facilities by external groups or individuals does not constitute the College’s endorsement of group or individual activities. Promotional material and press releases must be worded so that the event sponsor and its telephone number are clear to the general public. Wording must also make clear that the event is being held at, but not sponsored by, the College. The appropriate College contact person must approve all event advertising.
- Weapons, firearms, and illegal drugs are prohibited on campus.
- With the approval of the appropriate College authority, alcoholic beverages are permitted in accordance with TTC Procedure 7-4-2.
- Animals are not allowed on campus except animals on campus to assist persons with disabilities.
- The Coordinator must approve all artwork and decorations prior to the function. No holes may be drilled or punched into the walls. Decorations, signs, banners, decals, stickers, etc. may not be nailed, tacked, stapled, taped, or otherwise fastened to any walls, doors, ceilings, columns, equipment, or exteriors. Glitter and confetti are also prohibited. The user is responsible for removal/repair costs if College property is damaged.
MONITORING AND SECURITY
A College representative will be on site during scheduled activities. The College’s Department of Public Safety also maintains a twenty-four hour a day presence on all campuses.
The College reserves the right to cancel any reservation should its internal needs require the use of the facility. Full reimbursement of fees paid in advance will be made if the College must cancel an event.
Cancellations by external individuals or organizations will result in forfeiture of a portion of rental fees.
EXCEPTIONS TO THIS PROCEDURE
The president of the College must approve in writing any exceptions to this policy.