6. For-profit groups using the College facilities will be reviewed on a case-by-case basis and must meet and agree to the following provisions: a. Sign a formal rental agreement no more than one year in length. b. Produce financial statements and/or relevant financial information directly pertaining to the event as requested by the College. c. Agree to a set amount of the proceeds raised by the event going directly tothe College or the HCC Foundation. d. Provide documentation of the required level and amount(s) of insurance as specified in the formal rental agreement. 7. Requests for facility rentals to new organizations or non-standard events will be handledon a case-by-case basis at the discretion of the President or designee. Board approved facility rental and other applicable fees per the annual Student and Community Fee Schedule (Board Policy #3020) will be charged to cover costs, unless waived by the President of the College. These fees include, but are not limited to, rent, equipment use, food service, security, technical support, utilities, and custodial service. HCC campus units who provide these services have the first right of refusal to provide services for rental events. All invoicing for facilities usage will be processed through the Finance Office in coordination with the responsible office for the given facility. The physical facilities of Hagerstown Community College may be used by outside agencies if proper approval is obtained and safeguards are provided to assure the safe and orderly use of facilities. This includes presenting the College with an appropriate certificate of insurance naming the College as an additional insured entity for the event. Persons and/or outside agencies who want to use a facility must apply for rental approval through the HCC rental process. Facility rental application forms and applicable administrative rental procedures for each facility including insurance requirements can be found on the Hagerstown Community College website under the Business & Community section. A contract signed by both parties along with the appropriate rental deposit constitutes a formal confirmation of the rental reservation. Requests for use of campus facilities may be denied if, in the judgment of the College, the use fails to meet the criteria listed above. The right is reserved to revoke or annul any approved application for noncompliance with procedures. The College also reserves the right to waive any or all conditions of the policy and to stipulate additional conditions if, in its judgment, such action is in the best interest of the College. Permission to use the facility does not imply endorsement by Hagerstown Community College of the views, opinions, or programs of the user.
This policy was also revised on October 18, 2016.
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