Facility Use Procedures

Yavapai College - Facility Use Procedures

This publication is designed to assist individuals and parties interested in using facilities at Yavapai College.

The use of facilities at Yavapai College is governed by all applicable laws, college policies and procedures, and the terms of conveyance of property for educational purposes by the U.S. Department of Education, and Arizona Revised Statutes. In general, use of facilities at Yavapai College is considered either a single event, which is processed with a Facility Use Request Form by the Facilities Department, or a recurring, multiple or long-term activity, which requires a Facilities Use Agreement, license agreement or other document processed by Yavapai College Administrative Services.

The following categories are used to determine eligibility and fees for use of Yavapai College facilities:

Category I: Yavapai College, Yavapai College Foundation, Academic Divisions, Departments and Registered Student Organizations. Where no admission charge is made and (a) the group is a College-affiliated organization or group, or (b) the group is a non-profit tax supported organization. Rental Charges - None, other than setup (if any), and janitorial costs (if any).  Fees may be assessed for unique or extensive setups, and/or extensive janitorial costs associated with the groups use.

Category II: Not-for-Profit 501 (c) Non-College Organizations. Community, civic, and service groups. Admission may be charged or donations accepted if receipts are for charitable purposes.  Any admission fee or charges assessed by Category II groups for use of college facilities will require Presidential approval.  Rental charges and other fees apply, please contact the offices listed below.

Category III: All Others (Private, and/or for profit).  Any admission fee or charges assessed by Category III groups for use of college facilities will be routed to the Director of Facilities through the Vice President for Academic Affairs/Provost to the President for consideration for approval.   Exclusions: The College will not rent out its facilities for weddings, private parties, family reunions, or other non-public type events.  Rental charges and other fees apply, please contact the offices listed below.

General Regulations and Provisions

1. All Yavapai College facilities are viewed as college resources under the general control of the Provost and President and/or their designee. These facilities shall be used to promote the educational and community service missions of the college.
2. All college activities shall be given first preference for use of facilities. Among these activities, Academic classes and laboratory scheduling shall have highest priority.
3. Yavapai College does not recognize sponsorship as a test for determining Category designation. Category designation will be made based on the provision of personnel resources. For example, a program that is using Yavapai College facilities, but is largely planned and/or conducted by non-Yavapai College personnel will be identified as Category II, or III and will be billed accordingly.
4. Base Rental - Base rental charges apply to Category II only when revenue is generated, there is a registration fee or conference fee, admission charge, or entrance donation received for the event. Base rental charges apply to Category III groups under all conditions, unless otherwise waived as provided in paragraph 6 below.
5. Direct Costs – Category II and III groups are subject to direct costs incurred in servicing the event. Such costs will be typically incurred when the event requires configuration of rooms or special setup, teardown, cleaning, rental of special furniture or equipment and/or the presence of people such as technicians or Campus Police officers.
6. Waiver of Base Rental Charges - Base rental charges may be waived if the event or activity is of an educational or cultural nature, or provides an opportunity to enhance the visibility and increase support for the campus and there is adequate consideration for Yavapai College. Such waivers will be made only upon approval by the Yavapai College Provost.
7. Payment of Fees and Charges – The base rental charge, including any direct costs, must be paid within 15 days after invoiced. Payment for all facility usage at Yavapai College will be made by check. Checks should be made out to Yavapai College and mailed or delivered to the Business Office.
8. Insurance - All parties not insured by State Risk Management shall provide evidence of insurance with appropriate limits of coverage for each event on college premises no later than ten days prior to facility use.
9. Compliance with College Policy - The event or activity must be conducted in compliance with all applicable laws and college policies and procedures. Please see applicable “Facility Use Requirements, Rules and Regulations” attached to the Facilities Use Request and Approval Form.
10. Promotion of Events or Activities- The event or activity must be promoted in adherence to Yavapai College’s Graphic Standards manual that delineates the proper use of the Yavapai College logo in signs, print materials, and collateral. Any promotional materials must clearly state the name of the group sponsoring the event or activity and that the event or activity is taking place at Yavapai College. When appearing in print, the college’s name must appear in the approved font, format, and color. Promotional materials must be approved by the Office of Public Information prior to use. For additional information or to receive a copy of the Yavapai College Graphics Standards manual, please contact the Office of Public Information at 928-776-2003 or visit the Office of Public Information’s website at www.yc.edu.

Facilities Use Rates and Fees:

• For Summer Conferences and Programs:
  Contact Julie Moss at (928)-717-7679
• For Performance Hall rentals:
  Contact Garry Chartier at (928) 776-2010
• For all other Rentals:
  Prescott Campus: Contact Judy Wampler at (928)-717-7641
  Verde Campus: Contact Linda Buchanan at (928)-634-6530

5.16 Facility Use Rates

rev 7/25/2007