Policies & Procedures

FG7001.9 Culinary & Event Center Rental Events and Facility Usage Procedure

Purpose

The purpose of this procedure is to define how rental events and facility usage of the Culinary & Event Center (CEC) should be planned and managed.

Statement of the Procedure

SUNY Broome Community College encourages responsible use of the Culinary & Event Center (CEC) facilities by external groups, organizations and businesses when not being used for College activities.

External groups, organizations and businesses interested in hosting an event at the CEC must go through the Special Events Coordinator. The Special Events Coordinator is responsible to coordinate scheduling, paperwork and logistics of the event including but not limited to:

• Coordinate with the Hospitality Programs Department when scheduling external events to ensure that they will not interfere with classes.
• Present the event to the Special Events Committee Meeting.
• Send a CEC Rental Agreement to the external group or organization and forward for required signatures.
• Determine rental costs and other fees associated with the event based off the CEC 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.
• External organizations interested in seeking a rental waiver must complete the Request for Waiver Form and submit it to the Special Events Coordinator. The Special Events Coordinator will submit requests to the SUNY Broome President who will thoroughly review all requests and make a final decision regarding a waiver.
• 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 Requirements

The use of the SUNY Broome Culinary & Event Center will require an organization to obtain comprehensive general liability insurance naming the college with a combined single limit of not less than $1 million per incident and $2 million aggregate. The policy must include the following coverage parts:

1. Real property fire legal liability
2. Workers’ Compensation
3. Blanket contractual liability
4. Broad form property damage coverage protecting SUNY Broome Community College and Broome County. Broome County, SUNY Broome Culinary Realty, LLC, Broome Culinary MT Manager, LLC, and Broome Culinary Master Tenant, LLC shall be named as additional insured as their interests appear.
5. Motor Vehicle insurance (if applicable)
6. Liquor Liability Insurance (if applicable)

All insurance documents must be submitted at least 5 days in advance of the use of the facility.

Facility Usage Guidelines

All external groups, organizations and businesses hosting an event at the CEC must adhere to the following facility usage guidelines:

• The use of the CEC facilities by those outside the College community will be subordinate to the principal function of the institution and cannot interfere with the College’s scheduling of educational programs.
• The College reserves the right to refuse the use of any facility to any organization when it determines that such use might not be in the best interests of the College.
• CEC events must adhere to the College Closure and Event Cancellation Procedure.
• Only those facilities specifically approved on the agreement are to be used.
• In any type of advertising for an event, the organization must include a disclaimer to the effect that SUNY Broome is in no way sponsoring or endorsing the function.
• No advertising listing SUNY Broome Culinary & Event Center as the event location may be done until an agreement is signed by both parties.
• Depending on the type of event and/or number of persons expected to attend, the College may require the services of additional maintenance personnel and/or campus security. The cost of these additional services will be borne by the organization.
• Admissions fees (the renting organization charges a fee to program participants) may be charged, with College approval, if the College decides that the fees do not represent inappropriate profit by an organization from rental of public property.
• Smoking and tobacco use is prohibited as per Policy FG7002.
• The CEC does not commit organizations to specific vendors or caterers, but does require proper insurance documentation for any organizations in the building.
• Alcoholic beverages may only be brought and served at the CEC so long as the caterer provides proper permits and insurances.
• No scenery, decorations, combustible materials, animals, or other materials of an unusual nature may be brought into the CEC without approval and, if necessary, the presence of an inspector to ensure their proper use.
• All equipment and materials brought into the CEC by the organization must be specified in the agreement. No equipment requiring electric service may be connected to the CEC outlets without the permission of the College. Costs for temporary power requirements will be borne by the renter.
• All campus parking regulations must be complied with; violators will be ticketed and/or towed.
• The number of occupants must be limited to the safe capacity of the facility used. The organization is responsible for limiting attendance so as not to exceed the safe capacity of any facility used.
• All persons must obey instructions from uniformed security officers and comply with safety and fire regulations and evacuation procedures.
• Payments for all damages to buildings or equipment will be the responsibility of the organization authorized to use the facilities. Any damages not covered by insurance including but not limited to Attorney’s fees will be the responsibility of the organization authorized to use the facilities.
• SUNY Broome is not responsible for loss or damage to equipment or property owned by the user, its agent, employees, or guests.
• Children must remain fully under the supervision of their parent/guardian.
• All temporary signage for an event is the responsibility of the renting agency. Such signage cannot in any way mar or disrupt the College’s buildings and grounds and must be removed immediately following the event. Signage plans must be pre-approved by the College.

Related Policies

None

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

• 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