Purpose
In some instances, Columbia College may make College facilities available for rental and use to non-College affiliated individuals and entities. The College's interest in making facilities available for rental includes preserving the academic mission of the College while at the same time maintaining campus safety and security. This policy is intended to establish general guidelines for the rental and use of College facilities.
Scope
This policy applies to the rental and use of College facilities for events and activities by third party non-College individuals and entities.
Policy
Certain College facilities may be available for third party non-College entities and individuals to rent and use for events and activities, subject to prior College review and approval, and assuming the desired rental space is otherwise available and is consistent with the desired use. Non-College affiliated activities and events must be approved by the College prior to the activity or event. An external activity or event is any event not directly affiliated with College business or operations. The renter will be notified by College staff once a decision has been made regarding the event and to discuss next steps when the event is approved, including but not limited to paying the deposit and signing the Facility Rental Agreement. All event bookings are subject to availability of space and resources. For more information, please contact the Events Department, located in St. Clair Hall, room 10, phone (573) 875-7541.
The renter and all participants in the event are under the direct supervision of the renter. Therefore, the renter is responsible for the conduct and actions of all of tis participants and liable for any and all damages resulting from the renter's occupancy or use of the facility. If any participant violates College policies or local, state, or federal laws, then it will be the responsibility of the renter to enforce any and all penalties deemed fit by the College, up to and including removal from the event. The College retains the right to require the renter and all participants to leave the premises.
Request Process
An entity or individual who desires to rent a College facility must:
- Read, understand, and agree to the Facility Rental Policy.
- Complete the Facility Rental Request Form and submit it to the Events Department. This submission should include any request(s) to use outside vendors, custom space configuration(s), etc.
- Sign the Facility Use Agreement Form and submit a deposit, assuming the request is approved.
- Pay the full rental fee at least five (5) days prior to the event.
- Submit Certificate of Liability Insurance for the renter and for any outside vendors at least two (2) weeks prior to the event.
Event Setup
The College may provide limited setup services, including tables and chairs. Only approved College personnel are permitted to setup, move, and take down College furnishings and equipment. Additional service fees may be charged for these services. See Facility Rental Service Fee Rates Form for costs associated with custom event layouts.
In order to protect our facilities and help ensure a successful event, all rental tables and equipment required beyond that provided by College must be procured from an approved College provider. A request for provider approval must be submitted a minimum of ten (10) business days prior to the event. The College reserves the right to refuse delivery and setup of any equipment within our facilities at any time regardless of the provider. Failure to comply with this requirement may result in cancellation of the event. See the Vendor section below for additional information.
College staff will provide a description of operations for the room lighting and HVAC controls to the renter in advance, if appropriate. The renter will be responsible for any damages caused by improper use of facilities. See the Damages and Cleaning section below.
Audio and Visual
A variety of audio/visual ("A/V") and other technology equipment and services may be available form the College's Technology Services Department. Renters should contact Technology Services at (573) 875-4357 or CCHelpDesk@ccis.edu a minimum of ten (10) business days prior to the date of the event for information regarding availability, scheduling, and fees. Renters may also seek approval for outside vendors to provide A/V services at the event. Additional information is found under the Vendors section.
Catering
Aladdin Food Management Services ("Aladdin") is the College foodservice provider and must provide all on-campus catering, unless a written notice declining the event is provided by Aladdin. For catering needs and pricing, contact Aladdin at (573) 875-7547. We strongly urge renters to plan menus, solicit, and receive pricing well in advance of the event. All catering and related charges are invoiced directly through Aladdin. See Vendor section below for additional information on the use of outside vendors.
Alcohol
Alcohol is not permitted on College property without prior written authorization. Serving alcohol will be considered on a case-by-case basis and is at the discretion of the College. See the Columbia College Alcohol and Other Drugs Policy for additional information.
Vendors
Vendors are not permitted on College property without prior written authorization. If the College approves the use of a vendor in writing and in advance of the event, the renter shall be solely responsible for any vendor or third party it uses in conjunction with the event. Any vendor or third party on College property wishing to sell items or concessions at the facility must have a Certificate of Liability Insurance provided to the College at least one (1) week prior to the event.
Event Parking
Rental of a facility may not include parking. Check with Events Department staff at the time of submitting the Rental Request Form regarding parking availability and to request parking for an event.
Fees and Billing
External events require a refundable deposit of 25% of the total facility rental rate at the time the rental agreement is signed. Facility rental rates may be requested from Events Department staff.
Full payment of facility rental fees must be received at least five (5) business days prior to the date of the event, otherwise the event will be cancelled. Facility rental rates include basic room setup with tables and chairs, tear down, and basic custodial services following the event. Basic room configuration diagrams are available from the Events Department office. Custom layouts can be developed by Events staff for an additional charge. Additional labor fees will be charged for setup/tear down of custom layouts. Custom layouts must be provided to the Events Department office a minimum of ten (10) business days prior to the event.
Additional labor hours beyond the basic service included in the facility rental rate (i.e., Events staff support, additional custodial support, Tech Services staff support) will be billed to the renter at the conclusion of the event. Information regarding additional staffing and setup fees can be found online on the Facility Rental Service Fee Rates Form. If you have questions, contact Events Department staff.
Damage and Cleaning
The renter is responsible for the acts of the people attending the event, any spectators, or any other person involved with the event. The College will inspect the facility following the renter's event. If the facility is not returned in a satisfactory condition, as determined by the College, the renter shall be liable for the amount required to restore the facility to the condition as originally received. Moreover, the renter shall be responsible for and liable to the College for any damage that is caused to the facility during the renter's occupation of the facility. The renter shall remit payment for any charges, costs, or fees incurred under this provision upon demand.
Cancellations
Events cancelled by the renter at least ten (10) business days in advance of the event may receive a full refund of the facility rental fee from the College. Staff time charges for additional services will be billed at the stated service fee rate and deducted from the deposit. The renter must contact Aladdin and all other outside vendors in order to complete the cancellation of those services. Check with vendors about their policies and procedures regarding cancellation fees.
The College reserves the right to cancel any event if fee deadlines are not met, if the renter does not comply with College policies and procedures, or if College officials cannot ensure the safety of students, faculty, staff, and/or visitors.
Advertising
Renters are not allowed to advertise and event prior to the Facility Use Agreement being signed by all parties. The renter will agree to remove any advertising materials related to the event that the College deems inappropriate. In addition, the right to use College facilities does not confer the right to use the College name, logo, marks or branding, or to imply College sponsorship, affiliation, connection or endorsement of an event.
Solicitations
All sales, solicitations, promotions and similar activities are prohibited on College property, which includes all College-owned, rented or otherwise occupied (e.g., military) buildings, facilities, and grounds. Requests for exceptions to this policy should be directed to the Events Department.
Insurance
Renters must provide proof of liability insurance coverage to the College in the amount of $1,000,000 minimum at least one (1) week prior to the event. Coverage is available at a reasonable cost through Arthur J. Gallagher Risk Management Services' Tenants' and Users Liability Insurance Policy (TULIP). Go to TULIP and click "Quick Quote" to complete an application form. Use Invitation Code 5135. One the transaction is complete, TULIP will send the appropriate certificate of insurance directly to Columbia College. Renters may also contact other insurance carriers to provide this liability insurance coverage.
Prohibited Items
The following items are not allowed on College property, whether inside or outside College facilities:
- Tobacco products, including e-cigarettes (see the Tobacco-Free Policy)
- Firearms and other weapons
- Alcoholic beverages without prior approval
- Illicit drugs
- Candles or open flames
- Outside food or drink without prior approval
- Fireworks
- Confetti or glitter
- Drones without prior approval (see the Unmanned Aircraft System (Drone) Policy)
- Animals, excluding service animals as defined by state and federal law
- Paint
- Nails or tacks
- Tape, glue, or adhesive putty
- Latex balloons
Note that this is not a comprehensive list of prohibited items.
Questions
Questions regarding this policy or any of the procedures related to renting a facility on the Columbia College campus should be directed to the Events Department office by phone at (573) 875-7541, by email to Events@ccis.edu, or in person in St. Clair Hall room 10.