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
RentalFor-profit and out-of-district non-profit groups and organizations wishing to use facilities for activities consistent with the procedural guidelines.
Rent freeIn-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.)
InternalEvent that is sponsored by SC4 alone. Internal procedure for event approval is separate from facility reservation.
Facilities use requests and cancellation process
Requests for the use of college facilities may be made in the following ways:
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.
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):
ExternalAll outside organizations must use the college’s caterer for events held in our facilities. Outside caterers/vendors are strictly prohibited.
InternalPersonnel that make requests for meetings and/or events that require food or beverage should work with the college’s caterer.
St. Clair County Community CollegeFacilities rental guidelines
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.
Requests for equipment must be made in advance (at least 24 hours) and will be met only on an availability basis.
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.
All outside organizations must use the college’s caterer for events held in our facilities.
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.