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
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.
FACILITIES USE POLICY
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
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.