Facilities Rental Guidelines

Facilities Rental Guidelines

It is in the best interest of the people of the Danville Area Community College community that the College facilities be utilized to the greatest extent possible in pursuit of a wide variety of educational, cultural, athletic, entertainment, recreational and social programs, provided such use does not disrupt or displace College programs and activities or interfere with the mission of the institution.

The purpose of this policy is to provide the framework for the use of Danville Area Community College facilities for purposes that are not directly related to its instructional, research, recruitment or administrative functions, but which enhance the educational environment and provide a service to members of the College community and public at large.

General Policy Statements Concerning External Use

It is within the discretion of Danville Area Community College to grant permission to use the College facilities if the proposed use will not disrupt academic programs of the College and is determined to be in the best interests of the College.

The College reserves the right to limit the use of its facilities to only those organizations which are free of discriminatory practices including, but not limited to sex, race, gender expression, color, age, national origin, sexual orientation, religion, physical or mental disability, military, veteran, or marital status.

The College reserves the right to determine the appropriate personnel needed to staff events using the College space.

The College reserves the right to limit access to the campuses or facilities where attendance would exceed capacity.

In no case shall external use of the College facilities be granted for an event or other activity which promotes partisan political activities or candidates to the exclusion of their opponents. This prohibition shall not preclude the use of College facilities for open public debate of political issues.

Any exceptions to or deviations from this policy or any other policy regulating the use of facilities must be approved by the President or his/her designee.

Requests for rentals of all spaces must be made by contacting the Vice President for Instruction and Student Services at 217-443-8770 (Vermilion Hall, 2nd Fl., 2000 East Main St., Danville). 

Obligations of External Users

Written Agreement
All external users will be required to sign a written agreement with Danville Area Community College specifying the terms, conditions and limitations of such use.

Insurance
All external users will be required to provide the College with a certificate verifying the maintenance of comprehensive liability insurance in the amount of $1 million per occurrence and $2 million aggregate.  Danville Area Community College must be named as an additional insured under the user’s policy for the day(s) of the event.  This insurance must be provided to the College at least ten (10) business days before the event.

Indemnification
All external users will be required to indemnify and hold the College harmless for any damages whatsoever arising from the user’s activities conducted in College facilities. The user assumes all responsibility and liability for the requested use and agrees to defend, indemnify, and hold Danville Area Community College harmless from any and all loss, damage or injury to any person or property arising from use of the facilities.  Some events may require additional insurance requirements.

Damage to the Facility
The User will reimburse Danville Area Community College for any and all damages caused to the facility and/or equipment therein by said use.  Reimbursement for loss or damage to College property shall be at current replacement value, plus any related costs, including loss of use of facility. 

Special Licenses
Licenses which may be required by law in connection with any event are the sole responsibility of the external user.

ALCOHOL PERMIT: If alcohol is being served, an alcohol beverage license must be obtained from the City of Danville and appropriate insurance coverage obtained with proof of both submitted to the Vice President for Instruction and Student Services, as appropriate.

Conduct & Safety
All organizations granted approval for facility use shall be responsible for the conduct of its participants, patrons and guests and for compliance with local, state and federal laws as well as College policy.  DACC implements policies, procedures, and practices to provide a safe environment where respect for the individual is practiced.  All individuals should be treated fairly in an atmosphere free from discrimination and hostility.  Activities which disrupt the learning process for students, interfere with faculty in the performance of their duties, or college/community events will be disciplined according to guidelines established by the college.  Violations of standards of conduct as detailed by, but not limited to the Student Code of Conduct and the Board of Trustees Policies & Procedures will be dealt with fairly in a manner appropriate to the offense and according to sanctions guidelines.  Facility rental contracts for subsequent events may be determined null and void based on certain violations.  The DACC Code of Conduct & Board Policies & Procedures may be found online at www.dacc.edu.

Campus security is provided 24 hours a day, seven days a week.  The Security Office is located on the lower level of Lincoln Hall (Room 007), phone 217-443-8888 or extension 8888 for on-campus phones.  If you observe a serious injury or a threat of human life call 911 (or 9-911 from any DACC telephone).  Non-life threatening or emergency situations can be reported directly through Security or by filing an online report at https://cm.maxient.com/reportingform.php?DanvilleAreaCC&layout_id=10.

Danville Area Community College adheres to The Violence Against Women Reauthorization Act (VAWA) of 1994 which imposes federal regulations that address and prohibit acts of violence such as sexual assault, domestic violence, dating violence, and stalking.

Use of College Name and Co-sponsorship
Unless otherwise specifically agreed in writing by the College, event sponsors utilizing College space shall not indicate endorsement or sponsorship by the College in any verbal, written or implied statement. The College’s name may only be used to indicate the location of the event. Requests for co-sponsorship must be approved by a member of the College President’s staff responsible for supervision and/or management of the proposed College co-sponsor. 

Limitation of Use
When permission is granted to an organization for the use of a College facility, that permission is limited to the approved space only. All existing furniture or equipment located in rooms or buildings utilized by approved organizations must remain intact. No such furniture or equipment may be removed or displaced from its original location, except by permission of the College and under supervision of authorized College personnel.

Parking
Parking is available, although space may be limited. College traffic and parking regulations shall be observed by facilities users at all times. Parking may be restricted to designated areas.

Media Services
Fixed audio and visual equipment for room rentals will be available for use in rental agreements at no additional cost. If a renter requires AV equipment not currently installed in a room, there may be an additional fee.

Monetary Transactions
Organizations utilizing the College space shall be responsible for their own cash security when charging admission or conducting any activity involving monetary transactions. It is the responsibility of the organization to ensure that any monetary transactions are in compliance with applicable federal, State and local laws.

Cancellation
Sponsoring organizations using College facilities are encouraged to notify the College of event cancellation as soon as possible.  In the event the College closes due to inclement weather or an emergency, the scheduled event will be cancelled.  If the College is closed on a regular business day, a notification is displayed on the College website as well as the local news media. 

FEES

A deposit of $200 may be required to reserve either the Bremer Theater and/or the Mary Miller Gymnasium. The deposit is to be submitted along with the signed agreement. 

Organizations requesting utilization of College facilities will be charged according to the established fee schedule. (See attached for fee schedules)

Food Services: All organizations in need of food and or beverage services to support their event should call the Office of the Vice President for Instruction and Student Services.

ROOM FEE SCHEDULE



Location


Description


M-F
Fee
(1/2 day)


Weekend/ Holiday
Fee
(1/2 day)


M-F
Fee
(full day)


Weekend/ Holiday
Fee
(full day)


Classroom


Up to 30 seats.


$ 100.00


$ 200.00


$ 200.00


$ 300.00


Computer Lab


Up to 30 seats


150.00


200.00


300.00


300.00


Gymnasium


Set up, with bleachers, for up to 1,700 seats


250.00


500.00


500.00


750.00


Bremer Theater


Up to 220 seats (addition

 

al charges for special staging)**


250.00


500.00


500.00


750.00


Parking Lot


 


125.00


125.00


250.00


250.00


Television Studio


Filming and/or editing


Various


Various


Various


Various


Conference Rooms


Rates vary per room


100.00-150.00


150.00-200.00


200.00-300.00


300.00-400.00

**There may be an additional charge of $150-$300 for removal of the stage pit cover.

For questions, please contact Ashley Hargrove at ahargrove@dacc.edu

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