Fill - Free fillable APPLICATION FOR USE OF FACILITIES BY EXTERNAL ORGANIZATIONS (Suffolk County Community College) PDF form

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

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:

2. Indemnification

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.

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.

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.

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.

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

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APPLICATION FOR USE OF FACILITIES BY EXTERNAL ORGANIZATIONS (Suffolk County Community College)

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