6035 - External Use of College Facilities

6035 - External Use of College Facilities

General Policy Statement

The College's mission statement states: "We are in partnership with the community we serve." In support of this mission, WCC makes some of its campus facilities and resources available for rent and/or use by external event clients to the extent practicable and consistent with WCC’s academic mission.

The purpose of this policy is to clearly articulate the conditions under which WCC facilities may be used by external event clients to:

• Establish administrative control and ensure appropriate use of WCC resources
• Ensure the safety of employees, students and visitors
• Protect WCC’s campus, buildings, and spaces, including equipment and furnishings
• Ensure adherence to all applicable health and safety codes and regulations
• Enhance transparency regarding the rules and regulations for use of WCC spaces
• Establish a process for setting rental fees

Policy Guidelines

1. The College will make available designated facilities to internal and external organizations for activities which are primarily charitable or educational and will benefit the College and the community.
2. The College reserves the right to accept or reject any request for use of facilities.

Considerations for use include the following:

• Availability of facilities and services
• Federal, State, Local, and College regulations
• Alignment with College mission and purpose
• WCC’s ability to provide adequate support for the event: the College may reject a request in cases where approving the event would severely impact the College’s resources and/or limit the College’s ability to meet its primary obligation to its faculty, staff, and students
• Insurance requirements
• Personnel and support services requirements
• Available equipment and supplies
• Efficient use of space
• Financial impact

Scheduling

• The President, or his/her designee, working with administrators responsible for facilities, will establish designated areas for use by external groups.
• Scheduling of these designated facilities shall use the following priorities:
  1. External groups paying a fee for use
  2. Other groups
• Reservations will be accepted according to timelines established by the President or his/her designee.
• The College reserves the right to refuse use to any group, consistent with applicable law.
• In the Morris Lawrence Building, the College will provide food services to external event clients through its contracted caterer. At the College’s sole discretion, in the unlikely event that the College’s caterer cannot accommodate the external event client, the external event client may elect to provide its own food services. In such cases, the caterer chosen must be licensed and is subject to approval by the College. A signed agreement with a licensed food vendor shall exist whenever an external provider of food, beverage, and related services is used. Proof of liability, damage insurance, and workers' compensation insurance is required. Any food vendor is subject to inspection from the Health Department.
• Any equipment, services, or supplies used by the group must be provided or approved by the College.
• Equipment use fees are established by the Board of Trustees through the tuition and fees schedule.
• The College shall not be responsible for legal liability arising from an external event client’s use of College facilities. External event clients must agree to indemnify and hold the College harmless from any loss, damage, liability expense, claim or demand that may arise or be caused in any way by the use of the College’s facilities. External event clients are required to provide proof of liability insurance of the types and amounts determined by the WCC Conference and Event Services Department. All required liability insurance policies shall include WCC as “additional insured”.

Establishing Rental Fees for External Use of College Facilities

• External groups using Washtenaw Community College facilities will generally be charged rental fees.
• The President or his/her designee may adjust rental fees and make exceptions to the charging of fees.
• Non-payment of fees will result in the cancellation of reservations.
• The President or his/her designees will establish a fair and equitable rental fee structure which allows the College to meet its direct expenses for rented spaces and the flexibility to be able to serve a variety of organizations as needed. The rental fee structure will be based upon the following factors:
  • Cost of operating and maintaining facilities
  • Market competitiveness
  • Relationship to the College mission

Outcomes

• The establishment and maintenance by the College’s Administration of administrative guidelines and procedures to implement this policy
• Efficient use of College facilities by giving access to external groups to benefit the College and the community

Adopted: June 26, 1990
Revised: October 28, 1997
Administrative Review: May 2002
Revised July 23, 2023
(6035)