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Facilities Rental

  • Facilities Use Procedures 

    Table of contents 


    Overview

    The following procedures are proposed for requests for use of St. Clair County Community College facilities that are short-term, one-time, limited-run and/or incidental use (i.e. seminars, cultural events, meetings, fund-raisers, etc.)

    Approval of such incidental use of the college facilities serves the purpose of promoting and developing St. Clair County Community College and assists the college in carrying out its mission inclusive of stimulating economic development for the region. Approval for requests to use the facilities will be non-discriminatory and consistent with the St. Clair County Community College mission statement and approved policies. Further, approval of a request to use the facilities does not represent approval of the use of alcoholic beverages. Requests for the use of facilities that present an implied or actual conflict, of the college’s interest, shall be denied.


    Types of facilities use

    Rental
    For-profit and out-of-district non-profit groups and organizations wishing to use facilities for activities consistent with the procedural guidelines.

    Rent free
    In-district, non-profit organizations (identifiable by non-profit number) can reserve regular classroom space, with no deviation in the room setup, rent free.  Events that require a room set-up change would be responsible for a $25 set-up fee. Government groups providing testing/training also can reserve computer labs or larger spaces rent free.

    Exclusion
    Weekend events and/or using large space facilities will be assessed rental fees as listed.

    Co-sponsored
    Event that is co-sponsored by an SC4 department and an outside organization. An SC4 representative must be an active participant in the planning of the event, and will be required to attend the event. The department sponsoring the event will be responsible for any extra costs incurred. (SC4 must be listed as a co-sponsor in all promotional materials.)

    Internal
    Event that is sponsored by SC4 alone. Internal procedure for event approval is separate from facility reservation.


    Eligible groups

    1. College departments or academic areas and community-based organizations engaging in a jointly sponsored program.
    2. Student groups that have been officially recognized by the college as part of SC4’s Student Government/Activities organizations.
    3. Professional, scientific and learned organizations with which the college or its faculty are connected or which are generally recognized as being in this category.
    4. Organizations that present programs that are directly related to the college’s academic programs and use the college faculty and/or staff.
    5. Governmental officers, commissions and committees having official status as part of the governmental system at any level.
    6. Cultural events (i.e. a music, dance, dramatic or literary program, etc.) not sponsored by the college but deemed to be of excellent quality with a high level of interest.
    7. A group having civic, cultural, educational or professional interest whose use of the facility provides a community service or is germane to education.
    8. Organizations and activities that promote the economic development of the region.

    Facilities use requests and cancellation process

    Requests for the use of college facilities may be made in the following ways:

    1. Web site at: Rental request form
    2. E-mail at: facilities@sc4.edu  
    3. Phone at: (810) 989-5749

    Facilities personnel will determine if the request falls within the eligibility requirements as specified previously.

    Facilities personnel will check the calendar to see if the requested facility is available. If the facility is available, the date and area requested will be temporarily held until the Facilities Use Contract is signed and received, along with any other requested documentation.

    An insurance certificate documenting commercial general liability coverage in the amount of at least one million dollars each occurrence, listing SC4 as additional insured, is required.

    Once the above paperwork has been submitted, the organization will be notified of the status of their request. The college reserves the right to cancel the event if the appropriate paperwork is not submitted.

    Note: External set-up time for the event should be scheduled at the time that the facility is scheduled. Any last minute changes in setup the day of the event may incur extra charges.

    Cancellation

    A 72-hour cancellation notice is required for all events. Less than a 24-hour notice will incur similar costs as if the event had occurred (i.e. set-up time, equipment, food).

    Facilities scheduling priority

    Should a conflict arise in requests for the use of a room, St. Clair County Community College reserves the right to adjust event location to another location, ensuring that it will accommodate the size of the event. College programs and activities shall have priority over those requests for use by organizations outside of the college.

    Priority in the requested use of college facilities shall be granted to groups in the following order (college credit and non-credit course offerings take priority over all requests):

    1. College programs and services and programs sponsored by the college through one of its component parts and/or organizations that present programs that are directly related to the college’s mission.
    2. Student groups that have been officially recognized by the college as part of the Student Government/Activities organization.
    3. Professional, scientific and learned organizations with which the college or its faculty are connected or that are generally recognized as being in this category.
    4. Organizations that present programs that are directly related to the college’s academic programs, and utilize, in a significant degree, authorized academic personnel of the college.


    General restrictions

    1. Alcoholic beverages will not be consumed or brought onto the college campus.
    2. Smoking in any of the college facilities is prohibited.
    3. Gambling is not allowed in college facilities.
    4. Solicitation is not allowed on campus without written permission of the college.
    5. The college may not be used for teaching or promoting any theory or doctrine of a subversive nature or which is intended to undermine or overthrow the government of the United States. This restriction does not prohibit the discussion of controversial subjects in a public forum.
    6. Any decoration shall be erected in a manner that will not be destructive to college property, or constitute a safety hazard (nails/staples, duct tape, double-sided tape and tacks on walls) are prohibited. All decorations shall be removed from the building at the close of the activity, except where other arrangements have been made.
    7. The administration reserves the right to prohibit animals and/or animal shows on college property.
    8. If the college is closed for holidays or inclement weather, use of the facilities will be denied.
    9. SC4 has the right to deny facilities use to any organization or event that it feels may be detrimental to our facilities or image in the community.
    10. A signed contract and proof of insurance must be received prior to the event.
    11. All entrances and exits for campus buildings must be kept clear to allow traffic flow. A minimum of 20 feet is required.
    12. The college may cancel rental agreements at any time for violation of terms and conditions.

    Catering restrictions 

    External
    All outside organizations must use the college’s caterer for events held in our facilities. Outside caterers/vendors are strictly prohibited.

    Internal
    Personnel that make requests for meetings and/or events that require food or beverage should work with the college’s caterer.


    St. Clair County Community College
    Facilities rental guidelines

    Rent/fees

    Any event taking place after normal business hours may incur a fee for building supervision, custodial or security. SC4 personnel must be used for these services.

    Billing will occur immediately following the event.

    Cancellation

    A 72-hour cancellation notice is required for all events. Less than a 24-hour notice will incur similar costs as if the event had occurred (i.e. set-up time, equipment, food).

    Equipment needs

    Requests for equipment must be made in advance (at least 24 hours) and will be met only on an availability basis.

    Room setup

    Arrangements will be made through SC4 facilities personnel at the time of reservation. Only SC4 personnel may change the setup of a room. A room set- up fee of $25 will be assessed for any deviation from the standard room set up.

    Catering

    All outside organizations must use the college’s caterer for events held in our facilities.

    Parking

    A limited amount of parking is available in the main parking lot located off of Glenwood Avenue. The parking lot is open to the public and to students; therefore, we cannot guarantee there will be enough space for your event. However, additional parking is located across the street from the college (Erie or 7th Street) is available.

    St. Clair County Community College reserves the right to adjust event location to another location, ensuring that it will accommodate the size of the event. College programs and activities shall have priority over those requests for use by external organizations.