Policies & Procedures

Purpose

The purpose of this procedure is to define how rental events and facility usage of campus facilities should be planned and managed.

Statement of the Procedure

SUNY Broome Community College encourages responsible use of campus facilities by external groups and organizations when such facilities are available. External groups, organizations and businesses interested in renting campus facilities must go through the Special Events Coordinator.

The Special Events Coordinator is responsible to coordinate paperwork and logistics of the rental including, but not limited to:

• Present the event to the Special Events Committee Meeting.
• Send a Rental Agreement to the external group or organization and forward for required signature.
• Determine rental costs and other fees associated with the event based on the SUNY Broome Rental Rate Sheet and in discussions with the Public Safety Office and the Maintenance Department.
• Work with Student Accounts to send an invoice to the external organization.
• Follow all steps for in-person event planning.
• Share the accessible meeting and event checklist with the external organizations so they may plan for accommodations.
• Collect proper insurances and forward them to the Public Safety Office. Insurance must meet specified liability, property damage, worker’s compensation, etc.
• And other duties as detailed in the procedure related to safety, usage, fees, etc.

All external groups, organizations and businesses renting campus facilities must adhere to the facility usage guidelines, including but not limited to:

• Facilities usage cannot interfere with academic scheduling.
• The College reserves the right to deny usage when not in the best interests of the institution.
• Only approved facilities can be used as specified in the agreement.
• Advertising guidelines: disclaimers, permissions, agreement signed before listing SUNY Broome, etc.
• No alcoholic beverages per Policy GA2003; no smoking or tobacco per Policy FG7002.
• Other rules: food service restrictions, decorations, signage, parking, attendance limits, etc.

To Whom It Applies

This procedure applies to all members of the College community including but not limited to College affiliates, administrators, faculty, staff, students, volunteers, vendors, guests and visitors.

General Guidelines

The following policies and procedures must be followed to ensure the proper management of a campus facility rental:

• Policy GA2003- Use and Possession of Alcohol
• Policy FG7002- Policy on Smoking and Tobacco Related Products
• Procedure FG7001.2- Religious Affiliated Events
• Procedure FG7001.4- Use of Facilities for Informational Tabling by Groups or Individuals Not Affiliated with Campus
• Procedure FG7001.5- Election Campaigning on Campus
• Procedure FG7001.10- Politically Affiliated Events

Action