Community Use Of College Facilities
Policies and Procedures for Community Use of College Facilities
Carroll Community College is committed to serving the needs of its local community through services beyond the presentation of college courses. One of the services it provides is the use of its facilities by qualified community groups during times when the facilities are not in use for College purposes.
The use of the Carroll Community College’s Theater, located in the Scott Center for the Fine and Performing Arts facility, is governed by the rules and regulations as identified in the Theater Rental Package, which includes but is not limited to Lease Agreement, Lease Rider, Application for Use, Fee Schedule, and other associated materials for the Carroll Community College Theater, located in the Scott Center. In the event that an item is not addressed in the aforementioned package, the policies stated in this document will govern.
The use of the Amphitheater is governed by the rules and regulations as identified in the Amphitheater Rental Agreement. In the event an item is not addressed in the aforementioned package, the policies stated in this document will govern.
The use of the Theater and Amphitheater facilities must be coordinated through the Director of Production and Theater Management, 410-386-8348.
The use of the Carroll Community College’s Conferencing Center in the “K” Building is coordinated through Continuing Education and Training and governed by the rules and regulations as identified by Continuing Education and Training. Those interested in the use of this conferencing center may contact the Administrative Associate, Facilities Management, at 410-386-8492.
A. Insurance Requirements
1. User shall provide to Carroll Community College prior to the Event an acceptable Certificate of Insurance, naming the Carroll County Commissioners and Carroll Community College, its board of trustees, officers, agents, employees, volunteers, directors, successors and assigns, as additional insureds by endorsement. This Certificate must show evidence of general liability insurance with limits of one million dollars ($1,000,000) per occurrence for injury and death, including property damage to the College and to property of other parties, with an annual aggregate of no less than two million dollars ($2,000,000). Minimum acceptable Workers’ Compensation Employers Liability policy limits are $100,000 each accident/$500,000 disease policy limit/$100,000 disease per employee. All company-related vehicles shall also provide evidence of Auto Liability with $1M combined single limit. Insurance shall be written by an insurance company licensed by the State of Maryland and rated at least A-VII by AM Best and Co. It is understood and agreed that insurance shall cover any damage or injury to any and all persons attending or property connected with the Event.
2. It is agreed and understood that responsibility for obtaining insurance is the User’s, and in the absence of a User obtained policy, the event may be cancelled at the College’s sole discretion, and User shall be liable for all scheduled expenses as stated herein, and the College shall not be responsible for any expenses or losses sustained by User resulting therefrom.
3. Said policy shall also contain the specific provision that the policy may not be cancelled or reduced by the insurance carrier without giving thirty (30) days prior notice in writing to the College and User.
4. Individuals, groups, organizations, and businesses that by Maryland law are mandated to carry Workers’ Compensation Insurance shall comply with the law.
B. Classification of Users
College sponsored classes and functions have priority over activities scheduled by non-College groups. Requests for College facilities use from non-College community groups will be considered on a first-come, first-serve basis, in conjunction with scheduled course offerings, student activities, College athletics and divisional activities.
Normally use will be allowed only during normal College operating hours. Normal operating hours may vary from term to term and during winter and summer sessions. The College reserves the right to deny use when any activity is deemed to be too labor intensive for the College to support.
In general, priorities for the use of College facilities are established as listed below:
1. College classes, educational seminars and programs sponsored by Continuing Education and Training.
2. Student Activities sponsored functions.
3. Faculty and staff activities.
4. Other College related or sponsored activities.
5. Carroll County Government departmental uses.
6. Other groups, including non-profit, community, civic, fine and performing arts, or any other group whose activities may be of benefit to the College or the community.
7. Civic organizations.
8. Non-partisan community organizations or groups of citizens interested in holding meetings to discuss community and/or political issues, providing such meetings are in accordance with public interest.
9. Fine and performing arts groups organized on a non-profit basis.
Restrictions for Facility
NOTE: Basic wireless internet (http/https) is available for your use at Carroll Community College via the college’s guest network. However, due to security concerns, non-College owned computers/laptops or other computing devices that do not have wireless capability will not be allowed on the College’s network. College-owned computers with internet access are available in each classroom podium and select meeting rooms.
Groups using College facilities may not:
1. In compliance with Section 26-102 (3) of the Annotated Code of Maryland:
The governing board and/or president of any public institution of higher education or person designated in writing by the board, may deny access to the buildings or grounds of the institution to any person or groups that act in a manner that disrupts or disturbs the normal educational functions of the institution.
2. College facilities cannot be used by a gubernatorial candidate, or any other candidate, to promote his/her political campaign. The Great Hall and other open areas of the College are a limited public forum for school sponsored events. Allowing student groups to invite candidates to events qualifies as a school sponsored event, and, therefore, is permitted. Allowing a candidate to use the college facilities to solicit signatures for a petition is not permitted. The College may not sponsor or appear to endorse a candidate.
3. Outside groups using College facilities may not charge an admission fee for entry to College facilities. A nominal fee may be requested by the user to pay for the direct materials or service provided.
4. Groups using College facilities may not use College facilities in a commercial venture, for personal use, or for personal financial gain. This includes a prohibition on using the campus as a setting for videos or movies that are not part of the college’s instructional or marketing programs.
For profit organizations may not use the facility unless the activity is considered to be of general benefit to the community, not conducted for profit, and co-sponsored by the College’s Continuing Education and Training Department.
5. Groups using College facilities may not use College facilities for fund-raising or commercial activities.
6. Groups using College facilities may not use College facilities for parties, celebrations, or activities, which are essentially personal or private in nature.
Restrictions for Facility
1. Groups using College facilities may not use College facilities for a purpose that is unlawful or in violation of any federal, state, county or municipal ordinance or law.
2. Groups using College facilities may not use the College for activities, which are deemed to compete or undesirably duplicate College classes, programs or activities, or be in conflict with established College objectives or policies.
3. Groups using College facilities may not assume or imply that permission to use College facilities represents College endorsement or sponsorship of the group, its purposes or activities. Note: The College reserves the right to require a disclaimer be placed on all advertisements related to the use of the facility. The Disclaimer shall read: “Carroll Community College is not affiliated with and does not necessarily endorse the opinions, beliefs, statements, writing, and philosophies expressed by this activity or its participants.”
4. Groups using the College facilities may not refuse College officials entry to facilities in which the group’s activity is being held.
5. Groups using the College facilities may not limit, restrict, disrupt or in any way inhibit the normal instructional programs of the College or other College activities.
6. Groups using College facilities may not publicize the event for which College facilities are being requested prior to the approval of the activity and confirmation of facility availability.
7. Groups using College facilities may not have alcohol on the premises or grounds.
8. Carroll Community College is a smoke and tobacco free campus. Refer to Section I, paragraph G. #16.
9. Groups may not tape or in any way adhere signage to walls, doors, or other painted surfaces. Permission must be granted by the Director of Facilities Management prior to hanging of any signage. Once permission is granted, signage must be hung as directed by the Director of Facilities Management.
1. Non-profit organizations, as listed in the Directory of Community Services, a publication of the Carroll County Public Library, or other groups able to provide proof of non-profit status will be charged a fee in accordance with the following fee schedule for support services required.
Access to room does not imply access to facility.
The following areas will be assessed support services fees, if applicable.
**Note: The Great Hall is NOT available for use by Community Users.
Rehearsal Hall $50.00 per hour, minimum rental of 3 hours (rental in blocks of 3 hours only)
Gymnasium Damage deposit of $50.00 will be required
Maintenance (if required) $25.00 per hour per person
Security (if required) $30.00 per hour per person
Custodial (if required) $22.00 per hour per person.
Facility Set-ups (if required) $25.00 per event for simple set-up
(Simple set-up includes rearrangement of existing furnishings within the given area)
*$50.00 per event for more complex set-ups.
*Associated fee to be determined by the Director of Facilities Management
Piano Rental/Tuning $120.00 per tuning per piano
The Carroll County Government and the State of Maryland are exempt from any and all fees in connection with facility use for the exception of the Carroll Community College Theater located in the Scott Center. Fees for Theater use will be assessed as indicated in the Theater Rental Fee Schedule.
NOTE: Fee charges may only be waived with the approval of the President of the College or Executive Vice President of Administration.
2. Notice of cancellation and/or modification to facility set-ups must be given at least three working days in advance of event. If appropriate notice is not received, payment of facility use charges will be required. No groups with an outstanding balance will be scheduled to use the College facilities until balances have been paid in full.
3. In the event that property loss is incurred by the College as a result of the use of College facilities by a non-College group, the amount of reimbursement required from the user will be determined by the Director of Facilities Management in conjunction with the appropriate College budget head.
4. A security guard is required to be at all events when the College is not normally open. The Director of Facilities Management will arrange for security to be provided and bill user for cost.
5. A custodian is required to be at all events exceeding 50 people, when the College is not normally open. The Director of Facilities Management will arrange for a custodian to be provided and bill user for cost.
6. Maintenance support is required at all events where rearrangement of any furniture is needed and/or the event exceeds 150 people. Maintenance may be required in other instances based on the use of the facility. The need for maintenance support is at the discretion of the Director of Facilities Management.
1. Payment for the use of College facilities should be by check or money order, made payable to Carroll Community College. Payment should be mailed to the Carroll Community College Business Office, Room 101A, Attn: Director of Facilities Management, 1601 Washington Road, Westminster, Md. 21157, or delivered to same between 8:00 a.m. and 7:00 p.m. Monday through Thursday and Friday between 8:00 a.m. and 4:30 p.m. All fees must be paid within five days of receipt of confirmation and/or prior to use of the College facilities.
2. Failure on the part of a group to pay for the use of the College facilities will result in disapproval of any subsequent request for use of College facilities.
G. Responsibilities of Users
1. Follow all procedures outlined in Section II, Procedures, related to initial application, completion of forms, and payment.
2. Terminate all events promptly by the time indicated in the Application for Community Use of College Facilities Request form.
3. Use the area designated and reserved on the Application for Community Use of College Facilities Request form and no other area of the College facility, except public areas, for example, café and vending areas.
4. Use the facility reserved only for the purposes stated on the Application for Community Use of College form.
5. Provide an approved sponsor who will be present at the activity to assume responsibility for the group’s conformance to College regulations. The sponsor’s signature must appear on the Application for Community Use of College Facilities request form.
6. Notify the Administrative Associate, Facilities Management of intent to cancel the reservation of facilities at least three working days in advance of the scheduled event.
7. Restore the facility used to its pre-use condition, unless other arrangements are made with the Director of Facilities Management.
8. Be responsible for all College owned furniture and equipment and make financial restitution for any damage incurred during the event for which College facilities were reserved.
9. Agree to reimburse the College for all services, equipment, and supplies provided for the scheduled event.
10. Furnish, when deemed necessary by the College, insurance coverage, cash deposit, or performance bonds to guarantee that expenses for damages will be borne by the group.
11. Food Service
Any user wishing to provide food and/or beverage service for the scheduled event must use the College’s food service vendor, Canteen Dining Service per the College’s contract with Canteen Dining Service. If food and/or beverage service is needed the Administrative Associate, Facilities Management will coordinate catering needs with Canteen Dining Service. Food and/or beverages may NOT be brought into the facility by an outside caterer or by any other means.
12. Traffic Regulations
All vehicles are subject to College traffic regulations while on the Carroll Community College campus. Regulations must be obeyed at all times.
- Faculty, staff, students and visitors must park in lined spaces only.
- Vehicles must park in one space only.
- Parking is not allowed on the grass, construction areas, or any place that will mar the landscape of the campus.
- Any area on the campus that has been closed off, e.g. the front courtyard, shall not be entered by any vehicle.
- Faculty, staff, students and visitors are prohibited from parking in the rear of the buildings near the receiving docks.
- Visitors are expected to obey the traffic regulations.
- Pedestrians in a designated crosswalk shall have the right of way at all times.
- The maximum speed on campus roads is 15 miles per hour.
- Any vehicle parked in violation of the College’s regulations is subject to being fined.
- Any vehicle with unpaid parking tickets is subject to towing at the owner’s expense.
13. No alcoholic beverages are allowed at any time within Carroll
Community College buildings or on its surrounding grounds. Violation of this policy will result in possible legal action and forfeiture by the user of future facility use.
14. Carroll Community College will not tolerate the manufacture, possession, use, distribution, dispensation, or sale of controlled, dangerous substances, illegal drugs of any kind, or associated paraphernalia on any of its locations or within any of its facilities. Violation of this policy may result in criminal prosecution under local, state, or federal law, and forfeiture by the user of future facility use.
15. With the exception of service dogs in proper harness, accompanied by their masters or trainers, animals of any kind are not permitted on campus or in any campus facilities.
16. Smoking/Tobacco Use Policy
Carroll Community College is a smoke and tobacco-free environment. Smoking, vaping and/or tobacco use is prohibited in College-owned or leased buildings and off-campus sites operated by the College; all College property including parking lots, athletic fields and amphitheater; and College–owned vehicles. Tobacco and smoking products restricted from use include, but are not limited to, cigarettes, cigars, pipes, bidi, clove cigarettes, dip, chew, snuff, snus and electronic cigarettes.
Ensure group members are aware of and abide by the Smoking/Tobacco Use Policy as described above.
H. Reasons for Denial of Requests to Use College Facilities
1. The requested facility has already been reserved by another group.
2. The proposed use is not allowable as defined by Section B, “Restrictions Applying to Users.”
3. The group requesting use has failed to pay charges accrued o the group for a previous use of College facilities.
4. The group requesting use has previously failed to comply with College policies regarding facilities use or indicates unwillingness to comply at the time the request is made.
5. Inability of requestor to provide Certificate of Insurance as stipulated under Section I. Policies, A. Insurance Requirements on page 1.
THE COLLEGE RESERVES THE RIGHT TO DENY USE WHEN ANY ACTIVITY PROVES TOO LABOR INTENSIVE FOR THE COLLEGE TO SUPPORT.
Ultimate authority to approve/disapprove requests to use College facilities is vested in the Director of Facilities Management, the President, and/or Executive Vice President of Administration of Carroll Community College.
A. Application for Use
1. All initial requests regarding the use of College facilities by non-College community groups should be directed to the Administrative Associate, Facilities Management at 410-386-8492. Requests for use of College facilities should be made a minimum of two weeks and a maximum of six weeks prior to the date requested. The frequency with which one group may utilize the facilities is at the discretion of the College.
2. The College has available for community use the below-listed equipment in limited supply:
- 6 ft. Tables
- 60” Round Folding Tables
- Folding Chairs
- Stacking Chairs
- 8” and 16” Stage Units
- Sound Equipment:
- Microphone & Speaker Stands
- Power Packs
- 5’ x 6’ Room Dividers
- Curtain Back Drop
- Podium, Freestanding
- Podium, Table-top
3. Upon application, the group representative will be asked to provide information about the nature of the group and its planned activity so that the Administrative Associate, Facilities Management can accurately assess the group’s needs. The Administrative Associate, Facilities Management will assist on determining general set ups, equipment requirements and scheduling of agreed upon equipment.
4. If the group is a first-time user of College facilities and the planned activity warrants it, a visit to the facility with the Administrative Associate, Facilities Management will be recommended.
5. Groups who wish to meet regularly on the campus may reserve a particular facility on an on-going basis for a maximum period of four months at a time. If the group wishes to continue to meet on the campus after the four-month period has expired, it must contact the Administrative Associate, Facilities Management in order to reapply for facility use.
B. Responsibility for Approval of Applications
1. Responsibility for scheduling activities sponsored by non-College community groups is assigned to the Administrative Associate, Facilities Management as approved by the Director of Facilities Management. Although the specific division chairpersons or directors administer certain specialized facilities, all requests to utilize those facilities are to be directed initially to the Administrative Associate, Facilities Management. Only the Administrative Associate as directed by the Director of Facilities Management can confirm facility reservations and support service arrangements. The Director of Facilities Management will administer the update of the rental fees for community use of College facilities, will approve agreements for the use of College facilities and services, and will maintain a calendar of all community use of College facilities.
2. Ultimate authority to approve/disapprove requests to use College facilities is vested in the Director of Facilities Management, the President, and/or Executive Vice President of Administration of Carroll Community College.
3. The College reserves the right to reschedule, relocate, or cancel the reservation of a community group as deemed necessary by the Director of Facilities Management. Affected groups will be notified in advance when possible in order for alternative arrangements to be made.
4. Community groups shall release the College from any and all expense that may be incurred from rescheduling, relocation, or cancellation.
5. The College is not responsible for providing any services or equipment not specifically indicated on the Community Use Room Arrangement and Equipment Request form.
C. Additional Terms and Conditions
1. College facilities are made available on a non-discriminatory basis, without regard to race, color, sex, sexual orientation, national origin, religion, pregnancy, disability, age, genetic information, military service, gender, gender identity, or any other class protected by Federal, State, or local law.
2. The use of College facilities will be automatically canceled when the College must close due to inclement weather or other emergency conditions. Every effort will be made to notify affected groups in such situations.
3. Users shall indemnify and hold harmless the Carroll County Commissioners, Carroll Community College, its board of trustees, officers, agents, employees, volunteers, directors, successors and assigns from any and all claims, demands, damages, costs, and suits arising, occurring, or resulting from any loss, damage, injury, liability, expense or action that may arise from the use of the premises. Further, in consideration for permission to use the premises, User agrees to accept responsibility and liability for any injury or damage to any person or property resulting from the User’s use of the premises.
The College reserves the right as approved by the President, to modify and make exception to this policy without prior notice.
The College reserves the right, as approved by the president, to modify and make exceptions to this policy without prior notice.