|Date of Approval:
||March 10, 2015
|Date of Last Revision:
|Next Review Date:
Use of University facilities by non-University organizations may be approved subject to the guidelines established by this policy and other appropriate University policies. University use of all facilities shall have absolute preemptive priority over all non-University groups. The University reserves the right to cancel, postpone, or alter arrangements for any event if necessary.Reason for Policy/Purpose
University facilities may be rented by community organizations for appropriate public and private functions, meetings, conferences, concerts and performances, summer camps, and other events.
Who Needs to Know this Policy
External groups renting Heritage University facilities.
Website Address for this Policy
Rob Carroll, Director of Physical Plant, (509) 865-8619.
Definitions and Responsibilities
External Groups – External Groups are defined as outside participants who have no affiliation to the university. The outside group is expected to pay all charges associated with room rental, AV, computer, catering, or other significant charges, and other support services needed for a successful event. The outside organization must be involved in the overall planning and organization of the event.
Heritage University reserves the right, at its sole discretion, to refuse use or rental of space to any organization. Events which do not serve to enhance the mission of Heritage University or do not properly represent the standards of decorum of an academic institution will not be considered. Heritage University facilities generally are not available for political meetings or events, religious or sectarian meetings, or any gambling related events or activities.
Events may not create any hazard or undue hardship to the University and its facilities, staff or students. Events must conform to the established University regulations for use of facilities. Such use must not be in conflict with any existing or contemplated University functions.
The wording “NOT AFFILIATED WITH HERITAGE UNIVERSITY” must appear in all media and newsprint materials publicizing the event. The University telephone number should not be used in any publicity information. All costs associated with an event will be the responsibility of the sponsoring organization. Certificates of Insurance must be on file from all sponsors and outside vendors.
Parking will be allowed in assigned lots only. All vehicles must have a parking permit/pass displayed in the car window. Vehicles without parking permits/passes or not parked in assigned lots will be ticketed at the driver’s expense.
Room requests must be submitted for approval a minimum of 10 working days in advance of the event date. This lead time is required to reserve rooms or venues for meetings and events and to request logistical support from the Physical Plant and Information Technology. A $50 damage deposit and a certificate of insurance are required for all rentals.
Only commercially prepared food items and caters that have current Food Handler’s permits can provide food for events held on Campus. During the academic year, rental of facilities and contracting of campus services such as catering or audio-visual technical support are subject to availability, as determined by the university calendar of events and ongoing campus activities.
Any damage to Heritage University property other than that due to normal wear and tear will be chargeable to the renter. It shall be the responsibility of the renter to remove decorations and personal objects concerned with the event immediately after the conclusion.
Related Policies and Resources
Room Rental Request Form
Building Usage & Rental Policy