APPLICATION FOR USE OF FACILITIES
BY EXTERNAL ORGANIZATIONS
Date of Application: ____________________
Name of Event: ____________________________________________________________________
Name of Organization: ________________________________________________________________
Name of Contact Person: _______________________________________________________________
Address: ____________________________________________________________________________
Phone: ____________________________ Email: ___________________________________________
Estimated number of attendees per day: ______SCCC Faculty/Students ______ Public
Will a fee be charged to attendees: ________ If yes, amount: $ ____________
Will a fee be charged to vendors/exhibitors: ________ If yes, amount: $ ____________
Date(s): _____________________________________________________________________________
Time(s): _____________________________________________________________________________
*Pre-Event: __________ *Post-Event: ____________
Event Starts: __________ Event Ends: ____________
Campus Requested: Grant (Brentwood) ____ Ammerman (Selden) ____ Eastern (Riverhead) ____
Type of Room Requested: _______________________________________________________________
Provide a brief description of event (if necessary include the number of anticipated vendors or exhibitors):
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Describe your set-up needs (conference style, rows, tables, chairs, audiovisual, etc.):
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
*Time you would like to enter room to prepare for your event
*Time you expect to be done removing your materials after event
*Time doors open for attendees
*Time doors close for attendees
Office of Special Events & Programs
Crooked Hill Road Brentwood, NY 11717
631-851-6902/ fax 631-851-6910
specialevents@sunysuffolk.edu
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APPLICANT GUIDELINES:
The undersigned, an authorized member of the listed organization, hereby acknowledges and agrees that
this application is not an official contract. Once this application is reviewed and an estimate of fees has
been agreed upon, an official contract will be distributed for both parties to sign. This estimate of fees
provided by the Suffolk County Community College Events Office will not cover any of the external
service providers’ charges. My event will not be confirmed and advertising may not take place, until both
parties have signed a fully executed contract.
When the contract is signed by both parties, my organization agrees to provide a certificate of insurance
naming both Suffolk County, H. Lee Dennison Bldg., Veterans Memorial Highway, Hauppauge NY
11788, and Suffolk County Community College, 533 College Road Selden NY 11784, as additional
insured. Such certificate is to certify that a policy of insurance issued to the insured organization contains
comprehensive general liability coverage in the amount of $2 million (per occurrence) for the period of
the proposed event.
My organization also agrees to adhere to all rules and regulations provided on the attached Facility Use
Policy.
SIGNATURES:
Applicant Signature: ________________________________________ Date:__________________
For Office Use Only:
Application reviewed by:____________________ Date:___________
Estimate of Fees sent date:___________
Insurance approved date:___________ Insurance expiration date: ___________
Contract sent date:_________ Contract returned signed: ___________
Deposit received date: ___________
Invoice sent date:___________ Invoice fully paid date:___________
Comments:
25 Live Reference:
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Organizations shall indemnify and hold harmless the College, the Suffolk
Community College Association Inc. (when appropriate) and the County of
Suffolk, their consultants (if any), employees, agents and other persons from
and against all claims, costs, judgments, liens, encumbrances and expenses,
including attorneys' fees, arising out of the organization's use of the College
facilities or out of the acts or omissions or negligence of the organization, its
agents, employees or sub-consultants in connection with the use of College
facilities.
3. Reimbursement for Loss or Damage
Organizations requesting use of College facilities shall promptly make
payment for the loss of or damage to any College facility resulting from the
organization's use of the facilities. The Office of the College Director of
Special Events and Programs shall inspect the facilities after the
organization's event and, if applicable, will notify the organization of the
payment due for any loss or damage. At the College's discretion, the College
may require the organization to provide a security deposit prior to the event.
4. Facility Use Fees
a. Full payment for the use of all College facilities must be made in
accordance with the Schedule of Fees adopted by the Board of Trustees and
must be paid at least one week prior to the use of the facilities. Payment
shall be made by check payable to Suffolk County Community College.
Any event not timely paid in full may, in the College's sole and absolute
discretion, be canceled.
b. Events Co-Sponsored by College Employees/Departments.
i. In accordance with the College policy, “Authorizing the Use of
College Resources by Non-College Entities,” when College employees or
departments co-sponsor the use of facilities by an external organization,
the external organization will be charged a reduced facility rental fee
equivalent to fifty percent (50%) of the applicable fee(s) set forth on the
Schedule of Fees.
ii. When a co-sponsored external organization utilizes College
facilities for fundraising purposes, the external organization will be
charged a reduced facility rental fee equivalent to seventy-five percent
(75%) of the applicable fee(s) set forth on the Schedule of Fees.
Updated September 2019
FACILITIES USE POLICY
I. Introduction
The primary purpose for the facilities at Suffolk County Community College is to
fulfill the mission and vision of the College. The College is committed to being a
vital resource to the larger community. Thus, subject to the guidelines set forth
below, the College welcomes community groups and organizations to use its
facilities for purposes compatible with the College's mission, as solely
determined by the College.
II. General Guidelines Applicable to Use of All College Facilities and
Properties
A. Upon submission and approval of an Application for Use of Facilities by
External Organizations form, as detailed below, a license agreement, which shall
include the following provisions, among others, will be executed by both the
external organization and Suffolk County Community College.
1. Insurance Requirements
All organizations must submit evidence of insurance coverage in accordance with
College policy, including, but not limited to, comprehensive general liability
insurance in the amount of $2 million combined single limit for bodily injury and
property damage per occurrence for the period of the proposed event.
If two or more organizations are sponsoring one event, either one may obtain the
certificate, provided that the other organization is named as an additional insured
on such certificate. If the event is co-sponsored by a College club, organization
or department, the external organization will be required to provide a certificate
of insurance. At the discretion of the College, occasional seminars and meetings
of small groups may not require certificates of insurance.
All certificates of insurance must name both the College and the County of
Suffolk as additional insureds. In certain circumstances, the Suffolk Community
College Association, Inc. must also be included as an additional insured. All
certificates of insurance must be reviewed by the College's Office of Legal
Affairs before an organization's event can be approved.
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Facility Use Policy Cont.
5. Labor Charges
Charges for technical, maintenance, security or administrative personnel as a
result of the event are the responsibility of the organization. These costs will be
billed to the organization separately following the event and checks for this
service shall be made payable to Suffolk County Community College. The
College will determine, in consultation with the organization, the appropriate
levels of staffing required to support the proposed event.
6. Event Publicity
Organizations must not commit to any expenditures, prepare or send
invitations or notices, or make any public announcement of the event until it
has received a letter of approval from the College. In addition, any
advertisements of the event must receive prior approval from the Office of the
College Director of Special Events and Programs, in consultation with the
Office of Institutional Advancement, and must properly display the College's
official logo.
7. College's Right to Revoke
The College reserves the right to revoke the permission granted for use of any
College facilities or to relocate an organization to another appropriate facility
should it be necessary to accommodate a change in the College's academic or
activity schedule. College events shall always take precedence over requests
from external organizations.
8. Preservation of Order
Organizations shall be responsible for the preservation of order at and during
the event.
9. Smoking Prohibitions
In accordance with the College's Tobacco-Free Policy, smoking is prohibited
on all property owned, leased or operated by Suffolk County Community
College.
10. Alcohol Prohibitions
No alcoholic beverages shall be brought to or consumed on College property,
except as specifically permitted under the College's Guidelines for the
Consumption of Alcoholic Beverages.
11. No Discrimination
Events that exclude persons on the basis of race, color, national or ethnic origin,
citizenship status, sex, religion, age, disability, marital status, veterans' status,
sexual orientation or any other status protected by law or College policy are
prohibited.
B. Compliance with College Contracts and Policies
The organization must honor all applicable collective bargaining
agreements, vendor contracts and College policies.
C. College's Right of Access
The Board of Trustees, and its designees, shall have free and open access to all
College facilities at all times.
D. Permits
To the extent permit(s) from local or state entities may be required for the
function for which the College facility is sought, organizations are solely
responsible for obtaining those permits and for paying any fees associated
with obtaining them. Organizations will not be permitted to hold an event
unless the College has received copies of all necessary permits at least two (2)
weeks prior to the event.
E. Weather-Related or Emergency Cancellations
The College reserves the right to cancel an event due to inclement weather or
other emergency. If such a cancellation occurs, the fee paid by the
organization shall be prorated as set forth in the Schedule of Fees adopted by
the Board of Trustees.
F. Emergency Medical Coverage
The College reserves the right to require organizations to provide emergency
medical coverage for events held at the Campus. Requirements for such
coverage shall be determined by the College on a case-by-case basis.
G. Incidental or Occasional Use
Use of College facilities by non-College community groups and organizations
is limited to incidental or occasional use. The College will reject any request
that seeks to use College facilities on a continuous or permanent basis.
III. Specific Guidelines Governing Use of Indoor Facilities
A. General Guidelines
1. All external organizations wishing to utilize the College's indoor facilities
must submit the Application for Use of Facilities by External Organizations
form to the Office of the College Director of Special Events and Programs at
least thirty (30) days prior to the proposed event.
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2. Organizations should notify the Office of the College Director of
Special Events and Programs of a cancellation within fifteen (15)
calendar days of the scheduled event. Cancellation of the event may result
in a forfeit of the deposit and, at the discretion of the College, the facility
fee.
3. Parking at the College is restricted to the designated parking field areas
or temporary parking areas specifically designated by campus public
safety personnel. All cars must be parked in these areas. For reasons of
traffic control and fire safety, no vehicles shall be parked on the campus
roads or driveways. All individuals visiting the College shall be
responsible for observing College parking and traffic regulations.
Owners of ticketed vehicles will be responsible for those tickets.
4. All requests for room setups, provision of equipment or other special
arrangements shall be made through the Office of the College Director of
Special Events and Programs. The external organization is solely responsible
for the proper usage and operation of any such equipment provided for an
event.
5. The College's food service provider has the exclusive rights to
catering on campus. Organizations should contact the campus food
service provider to arrange for food on campus. No food or beverages
shall be sold or distributed except food and beverages ordered through
the campus food service provider. Suffolk County health codes prohibit
the distribution of homemade food and baked goods.
B. Specific Guidelines for Events Held at the Suffolk Federal Credit
Union Arena (SFCU Arena), Michael J. Grant Campus
1. The SFCU ARENA includes the Field House, fitness center, dance studio,
locker rooms, pool, classrooms and lecture hall.
2. All external organizations wishing to utilize facilities at the SFCU
Arena must submit the Application for Use of Facilities by External
Organizations form to the Office of the College Director of Special
Events and Programs at least six (6) months prior to the proposed
event. A deposit is required six (6) months prior to the event or the
date will be released. Cancellation of the event fewer than six (6)
months prior to the event will result in a forfeit of the deposit and, at
the discretion of the College, the facility fee.
3. Only College approved vendors are permitted to service events at the
SFCU Arena. Information concerning these vendors is available from the
Office of the College Director of Special Events and Programs.
4. At its discretion, the College may limit parking on campus to V.I.P.
parking and bus traffic or may designate specific paved or unpaved areas
for event parking. The organization will be responsible for providing
sufficient bus service from an off-site parking location to accommodate
the expected attendance. All advertising of the event will include
information about the off-site parking and bus accommodations and will
indicate that on-street parking in communities surrounding the campus is
prohibited except for residents of those communities. The organization
will be responsible for arranging and paying for the towing of illegally
parked vehicles on campus and in the surrounding communities.
C. Specific Guidelines for Events Held at the Culinary Arts and
Hospitality Center (Culinary Center)
1. The Culinary Center's available facilities include a multipurpose room
(which can be separated into four classrooms), a demonstration theater
(seating only) and classrooms.
2. All external organizations wishing to utilize facilities at the Culinary
Center must submit the Application for
Use of Facilities by External
Organizations form to the Office of the College Director of Special Events
and Programs at least thirty (30) days prior to the proposed event.
3. The College has the exclusive rights to catering at the Culinary Center.
Organizations should contact the College Associate Dean for Educational
Resources at the Culinary Center for all catering needs. No food or
beverages shall be sold or distributed except food and beverages ordered
through the Culinary Center. The distribution of homemade food or baked
goods is prohibited.
4. Parking at the Culinary Center is restricted to local municipal parking
lots. All cars must be parked in these lots. Vehicles shall not be parked in
loading or fire zones. The organization will be responsible for arranging
and paying for the towing of illegally parked vehicles.
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IV. Guidelines Governing Use of Outdoor Properties (Athletic Fields and
Undeveloped Land)
A. General Guidelines
1. All external organizations wishing to utilize the College's outdoor properties
must submit the Application for Use of Facilities by External Organizations
form to the Office of the College Director of Special Events and Programs at
least six (6) months prior to the proposed event. A deposit is required six (6)
months prior to the event or the date will be released.
2. Approval will be dependent on the College's review of availability,
appropriateness of requested use, potential impact on the physical condition of
the property and potential impact on the surrounding communities.
3. Unless otherwise determined in the College's sole discretion, no parades by
external organizations will be permitted on College property.
4. Portable toilets and trash receptacles are the responsibility of the
organization.
B. Additional Guidelines for Events with a Daily Attendance
of 5,000 or More Individuals
1. All external organizations wishing to utilize the College's outdoor property
for events with an anticipated daily attendance of 5,000 or more must submit
the Application for Use of Facilities by External Organizations form to the
Office of the College Director of Special Events and Programs at least nine
(9) months prior to the proposed event.
2. The College reserves the right to request insurance in excess of the amount
set forth in Paragraph II. A of this Policy. In addition, the College reserves
the right to require bonds and/or a security deposit to guarantee that the
College incurs no costs from the event including, but not limited to, overtime
costs, preparation costs, security costs, and clean-up costs during and after
the event.
3. The organization must return the property to the condition it was in prior
to the event within a reasonable time period, as set by the College. In
addition, the organization must protect and maintain the integrity of the
buildings located on the property to ensure that no damage is done to the
buildings during the event.
4. At least sixty (60) days prior to the event, the organization must
provide all of the following to the College:
a. All applicable certificates of insurance and bonds.
b. Copies of all required Town, County and/or State permits, such as
permits from the Fire Marshal, the County Health Department and the
County Department of Public Works.
c. Written proof that all local police, fire and ambulance departments
have been advised of the event and the anticipated size of the crowd
expected, and written proof that the organization has complied with any
requirements mandated by these departments.
d. Copies of all licenses held by any licensees of the event.
e. Written proof that all sanitation requirements are met, including
written proof from the County Health Department that the proposed
number of portable toilets is acceptable.
5. If all of this required documentation is not received to the satisfaction
of the College on or before the deadline, the event will not take place and
the organization will hold the College harmless for any costs the
organization incurred.
6. Parking on campus will be limited to V.I.P. parking and bus traffic.
The organization will be responsible for providing sufficient bus service
from an offsite parking location to accommodate the expected attendance.
All advertising of the event will include information about the off-site
parking and bus accommodations and will indicate that on-street parking
in communities surrounding the campus is prohibited except for residents
of those communities. The organization will be responsible for arranging
and paying for the towing of illegally parked vehicles on campus and in
the surrounding communities.
7. The organization will reimburse local residents for property damage
directly attributable to the event or to attendees at the event.
8. Dependent on the anticipated daily attendance, the College reserves the
right to require that the College be one of at least two venues for the event
9. In addition to payment to Suffolk County Community College for the use
of College facilities, organizations will make a contribution for student
scholarships to the Suffolk Community College Foundation, Inc. in the
amount of $5,000.00, or such other amount as agreed to by the organization
and the Foundation.
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V. Guidelines Governing Use of Facilities for Partisan Purposes; Use by
Governmental Entities
1. The College encourages the development of political literacy for its students.
This includes exposure to partisan forums which foster the exchange of ideas
and an opportunity to analyze divergent viewpoints.
2. Partisan and/or political entities or advocates may be permitted the use of
College facilities in accordance with the procedural requirements of this policy
and subject to the following conditions:
a. That the proposed event be open to the public; and
b. That the proposed event, in the sole and absolute discretion of the
College, give promise of contributing to the educational purposes of the
College.
3. College facilities will not be made available for any event which may cause
or result in inciting or producing imminent lawless action or violence, and
which is likely to incite or produce such action or violence.
4. College facilities may be utilized by governmental entities and their
authorized representatives provided such use serves the public interest and/or
fulfills a public purpose.
Any Questions please contact the Special Events Office
Office: (631) 851-6900
Fax: (631) 851-6910
specialevents@sunysuffolk.edu