VCCS Facilities Use Agreement Last Revised – 2/26/10
(Third Party Single Event or Scheduled Use of College Facilities)
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Piedmont Virginia Community College
Facilities Use Agreement (Third Party Single-Event or Scheduled Use of College Facilities)
This Facilities Use Agreement (this “Agreement”) is made as of ________________, 20____ , between
PIEDMONT VIRGINIA COMMUNITY COLLEGE (the “College”), and
_____________________________________ , a Virginia (the “User”).
In consideration of the mutual agreements in this Agreement and all attachments to it, the parties agree as follows:
A. Certain Basic Terms
and Information:
1. Address of User: __________________
________________________
_________________________________________
_________________________________________
_________________________________________
2.
User’s Contact Information:
Authorized Representative: _________________________
Phone:
_________________________
Cell: _________________________
Email: _________________________
On-site Representative (if different) ________________________________________
On-site Representative cell phone: _________________________________________
3. Name of Event: _____________________________________________________ (the “Event”)
4. Date and Time of
Event(s)
: One Time: The date and time of the Event shall be for the hours from
_____________ on ____________________________
_____________ on ____________________________, for the
event described in Paragraph A.7. below.
Recurring: At ____________ on the following days/dates:
_______________________________________________.
5. Facilities: The areas of the College’s campus described specifically in Paragraph
B below and Exhibit A attached hereto and made a part hereof (the
Facilities”).
6. Event Fee: In consideration for the User’s use of the Facilities pursuant to this
Agreement, the User shall pay the College the Facilities Use Fee, in the
amount(s) and according to the schedule on the attached Exhibit B, by
checks made payable to the College and delivered to:
Piedmont Virginia Community College
501 College Dr.
Select From Dropdown List
VCCS Facilities Use Agreement Last Revised – 2/26/10
(Third Party Single Event or Scheduled Use of College Facilities)
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Charlottesville, VA 22902
Attn: Vice President for Finance and Administrative Services
7. Authorized Uses: DESCRIBE USES WITH SPECIFICITY AND IN DETAIL HERE.
INCLUDE PURPOSE OF EVENT, EQUIPMENT NEEDED,
CHARGE FOR ATTENDEES, FOOD SERVICE PROVISIONS, ETC.
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
8. Are there any potential concerns for this event that PVCC should be aware of?
_______ Yes ______ No
If yes, please explain:
_________________________________________________________
_________________________________________________________
_________________________________________________________
B. Agreement: The College hereby permits the User to use 1) on a nonexclusive basis, certain College
roadways and parking areas on campus for the Event to be held on the dates and times set forth in A.4
above, and 2) certain of the College’s land for the purpose of set-up, conducting the Event, a vendor area
and parking, and restoration of the Facilities to their condition prior to the Event, and such other uses as are
described specifically in A.7 above. Specifically, the User shall have the right of reasonable access to the
locations shown on Exhibit B attached hereto and made a part hereof, at the date(s) and times specified in
paragraph A.4 above. User shall have nonexclusive access to the Facilities at the stated times solely for the
Authorized Uses in A.7 above. The User’s use on the day prior to the Event shall be limited to setup
activities and on the day after the Event shall be limited to cleanup/restoration activities. User agrees to
accept all the Facilities in as-is condition and shall leave them in the condition received. It shall be User’s
responsibility to repair and/or clean the Facilities, at User’s sole cost and expense, in order to return the
same to their condition prior to the Event. The User shall be fully responsible for ensuring that the
Facilities are safe for participants of the Event and that it has communicated with the College regarding
what police and safety services are adequate to address all applicable laws, safety codes and regulations.
The College reserves the right at all times to control all of the Facilities, areas and other resources of the
College, including, without limitation, the right to relocate User into alternative, comparable space on
campus, and to enforce all applicable laws, rules and regulations relating thereto. Duly authorized
representatives of the College may enter the Facilities for maintenance at any time and on any occasion
without any restriction whatsoever.
C. Equipment, Services Provided by the College, and Utilities: The College shall provide certain services
in the manner and at the costs set forth on Exhibit C attached hereto and made a part hereof. In addition,
the User may request the College to provide certain other equipment, services or other resources in
connection with the User’s use of the Facilities. To that end, User shall request, in writing, at least ten (10)
days prior to the scheduled event for such equipment, services or other resources, the nature and quality of
VCCS Facilities Use Agreement Last Revised – 2/26/10
(Third Party Single Event or Scheduled Use of College Facilities)
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such desired use. To the extent that the User’s use of the Facilities will require extraordinary utility
consumption, the User shall pay the College for such utility consumption (e.g., electricity) by User in the
Facilities and for any equipment rentals or other usage of services or resources under this provision at the
College’s standard rates. Such rates will be provided to the User upon request. To the extent that the User
provides its own equipment for use at the Facilities, such use shall be subject to the prior approval of the
College, and the College shall not be liable for any damage or loss to such equipment, unless such loss is
caused by the gross negligence or willful misconduct of the College.
D. User’s Responsibilities: The User shall be responsible for obtaining and paying for any and all necessary
licenses and/or royalties required by all applicable copyright laws, and for advertising and ticket printing, if
any. The User shall be responsible for all of its own costs and expenses, including without limitation any
payments made to any union, guild, or artists association hired by the User for the matters covered by this
Agreement. The User is responsible for paying all applicable state and federal taxes, if any, relating to
User’s activities under this Agreement. The User will be charged Virginia Sales Tax for any rentals or other
items for which such sales tax would apply, unless a current exemption is appropriate and available to User.
The User may use only the Facilities set forth in this Agreement. Under no condition shall any
unauthorized person undertake repair, service or alteration any portion of a Facility without the prior written
consent of the College which may be withheld in the College’s sole and absolute discretion.
E. Liability: The User assumes any and all risk of loss, damage, or liability whatsoever which the User, the
User’s officers, agents, employees or invitees may sustain while using the Facilities. The College, its
officers, agents and employees shall not be liable for any injury, damage or loss of personal property which
occurs on or about the Facilities caused by the negligence or misconduct of the User, the User’s officers,
agents and employees or invitees or their use of the Facilities. The User shall defend, indemnify and hold
the College harmless from any and all losses, expenses, demands, actions, suits, claims or liabilities of
whatsoever nature resulting from any injury or death to any persons or any property damage related to
User’s use of the Facilities.
F. Insurance: The User shall maintain, at the User’s expense, during the term of this Agreement, liability
insurance in which both the User and the College, its officers, agents and employees, are named as insureds
with minimum policy limits of two million dollars for personal injuries, including death, and one million
dollars in aggregate for all property damage; the term of such coverage shall coincide with the term of this
Agreement. The insurance policy shall contain a provision which states that it cannot be canceled except
upon at least fifteen (15) days prior express written notice to all insureds. The User shall keep such
insurance in place and current throughout the term of this Agreement and shall furnish the College, at least
two (2) weeks prior to the Event, with copies of the policies required hereunder.
G. Nature of this Agreement: The parties understand that: i) this agreement is a contract and not a real
property lease, ii) the relationship hereunder is that of contracting parties and not that of landlord and
tenant, and iii) this Agreement does not convey an interest in real estate. As such, the College reserves the
right to change the location of the Facilities or to terminate this Agreement in accordance with the terms
hereof.
H. Damages and Loss: If the Facilities incur any loss or damage as a result of the User’s use, User’s
negligence or willful conduct or that of the User’s employees, agents or invitees, the College will repair
and/or replace damaged or lost property as required to restore it to its condition before the damage or loss,
and will invoice the User for the cost, due and payable upon receipt. The User is deemed to have accepted
VCCS Facilities Use Agreement Last Revised – 2/26/10
(Third Party Single Event or Scheduled Use of College Facilities)
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the Facilities and other College resources described here in the condition existing as of the date of this
Agreement, except for only latent, undisclosed defects of which the College had knowledge.
I. Miscellaneous: The User cannot assign this License in whole or part without the College’s express prior
written consent, which consent may be withheld in the College’s sole and absolute discretion. The User
shall not represent or imply, in any way, that the User is affiliated with the College, and the User shall not
represent or imply that the College endorses, co-sponsors or approves of the User’s activities without the
College’s express written permission. In addition, it is understood that the User is not authorized to release
the college telephone number to the public for the purpose of the college providing information on the
scheduled event. The college telephone may be used for emergencies during the scheduled event. This
Agreement contains all the parties’ understandings and agreements related to the User’s use of the
Facilities, and may be changed only by an agreement in writing signed by both parties and attached hereto.
This Agreement shall be governed by the laws of the Commonwealth of Virginia, without reference to
conflict of law principles. The User is subject to all applicable state and federal laws and the College’s rules
and regulations. In its performance under this Agreement, the User acts and will act as an independent
contractor, and not as an agent or employee of the Commonwealth.
J. College Rules and Regulations: The User and its employees, agents, representatives and attendees shall
comply with all applicable laws, codes, regulations, policies and procedures of the College and the Virginia
Community College System, including without limitation the following – attendees at the Event are
prohibited from: smoking in public buildings; possession of illegal substances; cooking or serving food,
except in designated kitchen areas; possession of animals, except when required to assist disabled persons;
tampering with fire system or fire safety equipment; possession of any weapon or facsimile, fireworks, or
other flammable materials; or disruptive, destructive or dangerous behavior.
Under certain circumstances, the User may request alcoholic beverages at an Event. The User must provide
a Virginia Alcoholic Beverage Control Board (ABC) banquet license to the College at least two weeks prior
to the event. The College reserves the right to deny the use of alcoholic beverages at Events regardless of
banquet license status. Under no circumstances will alcoholic beverage use be approved by the College
if the event involves the College's students and/or any persons under the age of twenty-one.
K. Cancellations or Changes Made by College: The College is not liable for any cancellation or change in
location caused by events beyond the College’s reasonable control, such as acts of God or acts of the
Commonwealth in its sovereign or contractual capacity. The College will close to the public, including
persons who wish to attend on-campus events, if the College’s designated officials determine there is
reasonable cause, such as weather emergency, power outage, water outage, civil unrest, threat to national
security or any other occurrence that, in the opinion of the College’s officials, is potentially and sufficiently
dangerous to persons on campus or traveling to campus. The College shall not be responsible for any costs
resulting from a cancellation or delay due to weather emergency, power outage, water outage, civil unrest,
threat to national security or any other occurrence that is potentially dangerous to persons on campus.
Event fees are non-refundable, provided, however, that the College will make a reasonable attempt to
reschedule events that have been cancelled.
VCCS Facilities Use Agreement Last Revised – 2/26/10
(Third Party Single Event or Scheduled Use of College Facilities)
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Insert here any applicable conditions or insert “NONE
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
_________________________________________________________________________________
BBBBB
N
.
St
ate Provisions: This Agreement and the parties hereto are subject to the following additional provisions
required by the Commonwealth: Because the College, as an entity of the Commonwealth of Virginia,
cannot accept certain standard clauses that may appear in typical contracts between private parties, as a
matter of law and policy of the Commonwealth of Virginia, the User agrees that no provision described
below which appears in any accompanying contract shall be of any force and effect against the College:
a. a
requirem
ent
that
the College assume any liability for personal injury or property damage not
authorized by the Virginia Tort Claims Act;
b. any provision constituting anyone other than a duly authorized college employee as the agent of the
College;
c. a provision requiring the College to indemnify, save, and hold any person, entity or party harmless
from any risk, damage, or cost whatsoever;
d. a provision permitting or requiring the application of the law of any state other than that of Virginia in
the interpretation or enforcement of the contract, including this addendum;
e. a provision limiting the User’s liability for property damage or personal injury due to fault or
negligence;
M. Additional Conditions (if any): This agreement shall be contingent upon the User providing to the
College the following items on or before _________________________________________,
L. Entire Agreement: This Agreement constitutes the entire agreement between the parties relating to the
matters covered hereby. This Agreement terminates at the end of the term set forth in paragraph A.4 above,
regardless of whether the event scheduled by the User occurs or is completed. Extensions or modifications,
if any, to this Agreement, shall be made only by a written agreement between the parties.
VCCS Facilities Use Agreement Last Revised – 2/26/10
(Third Party Single Event or Scheduled Use of College Facilities)
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly authorized
officials, on the dates set forth below:
COLLEGE:
PIEDMONT VIRGINIA COMMUNITY COLLEGE
Signature:____________________________________________
Name: ______________________________________________
Title: Vice President for
Administration and Finance
Date: ____________________
USER:
__________________________________
Signature:
________________________________________
Name:______________________________________
Title:_______________________________________
Date: ____________________
In addition, if this Agreement is for a sum in excess of $10,000, then the User agrees to comply with the following
provisions required by the Virginia Public Procurement Act: § 2.2-4311 of the Code of Virginia (regarding anti-
discrimination) and § 2.2-4312 of the Code of Virginia (regarding maintaining a drug-free workplace).
l. Requiring the College to waive legal rights that by law may only be waived by the Attorney
General of the Commonwealth of Virginia.
k. purporting to afford the User a remedy against the College that is not otherwise available by virtue
of the sovereign immunity of the Commonwealth of Virginia, at common law, or under the United
States Constitution.
j. requiring the College to withhold information from the public contrary to the requirement of the
Virginia Freedom of Information Act.
i. any term that requires the College to engage in, or submit to, binding arbitration.
h. any term imposing personal liability upon the officer or employee who signs the contract for the
College;
g. any term requiring the College to abide by the rules of unions or any other non-governmental
association;
f. any requirement that the User be named as a coinsured to any insurance policy or program of self-
insurance maintained by the College;
VCCS Facilities Use Agreement Last Revised – 2/26/10
(Third Party Single Event or Scheduled Use of College Facilities)
EXHIBITS (on separate pages):
EXHIBIT A
FACILITIES TO BE USED
EXHIBIT B
EVENT FEES
EXHIBIT C
SERVICES PROVIDED
The College agrees to provide the following services at the rates listed below, provided, however, that the User shall
give the College at least two weeks prior written notice for the College to do so:
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