Coastal Alabama Community CollegePolicy for Use of College Facilities

Revised 1/3/2017

Coastal Alabama Community College (Coastal Alabama), an institution of highereducation under the direction and control of the Alabama Community College SystemBoard of Trustees, shall make certain facilities of the College available for use by others,but only on the conditions and under the directives contained and defined herein.

The primary purpose of Coastal Alabama Community College is to provide instructionalservices to students. As such, the institutional mission of the College, which includes theuse of its facilities, is and will always be the governing principle in the College's decision toallow for the temporary use or non-institutional use of the College's facilities by others.The useof facilities by others is subject to availability and that the proposed usage does notconflict or interfere with the normal, day-to-day operations and activitiesof the College and the usage shall be compatible with the philosophy, mission, functionsand objectives of the College and its Board of Trustees.

A priority system is established by the College to determine the order in which individualsor groups will be considered for or denied facility usage requests. Rental and other feeschedules are established as well as rules and regulations for facility usage by others andare shown as separate schedules in the application packet. The campus and its facilitieswill not ordinarily be used for activities or events considered "for profit" and/or in directcompetition with other local businesses or the College. Exceptions must be approved bythe President. Coastal Alabama will allow the use of its campuses and facilities inaccordance with this policy, applicable laws, regulations, ordinances, established rules andcommunity standards of conduct and behavior.

Definition of User Groups

Local Government

-Agencies of or co-sponsored by the incorporated cities located inAlabama counties in the College's service area to include Baldwin, Mobile, Monroe,

Choctaw, Escambia, and Clarke.

Examples:

- Fairhope City Council- Brewton Public Library- Monroeville Police Department

County Government

-Agencies of or co-sponsored by County governments located in the College's service area.

Examples:- Baldwin County Commission- Escambia Sheriffs Department- Monroe County Tax Collector's Office

State Government

-Agencies of or co-sponsored by the State of Alabama.

Examples:- Alabama Department of Finance- Alabama Department of Archives & History- Alabama State Trooper Association

Federal Government

-Agencies of or co-sponsored by the U. S. Government.

Examples:

- U. S. Department of Homeland Security- U. S. Treasury Department- U. S. Department of Education

Educational Agencies or Institutions

Alabama Public K-12 schools

Alabama County Boards of EducationAlabama City Boards of EducationAlabama Public Community or Technical CollegesThe Alabama State Board of Education

The Alabama Community College SystemAlabama Public Universities

Organizations, Clubs, Groups associated with any of the above and co-sponsored by thatagency

Alabama Private K-12 Schools

Alabama Private Colleges & UniversitiesReligiously affiliated K-12 Schools, Colleges or UniversitiesOrganizations, clubs, groups associated with any of the above and co-sponsored by thatagency

Examples:- University of Alabama Alumni Association- University of Mobile Baptist Student Union- Baldwin County High School PTA- Samford University Choir

Cultural Organizations

-Not-for-profit groups promoting artistic, literary, musical, or theatrical performances orexhibitions either co-sponsored or non-sponsored by the College and/or agencies of local,county, state or the federal government.

-Profit making organizations who will charge admission fees to artistic, literary, musical ortheatrical performances or exhibitions and are co-sponsored by the College or one of itsapproved organizations.

Examples:- Mobile Symphony- Alabama Shakespeare Festival- Baldwin County Pops Orchestra

Civic Organizations

-Not-for-profit organizations whose purpose is to promote the social and economic welfareof the community.

Examples:

- Rotary Club- Kiwanis Club

- Lions Club

- Sertoma Club

Political Organizations

-Individuals campaigning for election to public office regardless of party affiliation orpolitical philosophy.

-Groups representing all political philosophies who seek a forum for expression of theirrespective political views and who accept contributions or make expenditures for thepurpose of influencing or attempting to influence the election of presidential or vice-presidential elections or of any individual whose name is presented for election to anyfederal, state or local elective office, whether or not such an individual is elected.

Examples:

- Alabama Democratic Party- Republican National Party- Libertarian Party- U. S. Congressional Candidates- City of Bay Minette Mayoral Race

Charitable Organizations

-Not-for-profitorganizations whosepurpose is to promote, but not limited to, the relief ofpoverty, the advancement of education, the advancement of religion, the protection ofhealth, the welfare of mankind at-largeor of a community or some class forming part of it,indefinite as to numbers and individuals and is one created for or devoted to charitablepurposes.

Examples:- American Red Cross

- American Cancer Society- Society for the Prevention of Cruelty to Animals

Professional Organizations or Associations

-Groups whose purpose is to organize for educational, socialor lobbying purposes.

Examples:- Chapters of the American Institute of Certified Public Accountants- Monroe County Board of Realtors- Escambia County Bar Association

Private Citizens and Social Organizations

-Citizens of the State of Alabama who request the use of College facilities for legitimatepersonal, familial or social purposes of a non-financial nature and for which no fees, orsales of merchandise or services are -nvolved.

Examples:- Family Reunions- Weddings- Meeting of Fraternal Organizations

Priorities for Facility Usage

Certain but not all facilities of the College are available for use and are listed on a separateschedule in the application packet.

1st Priority

First priority for use will be given to events or activities sponsored by the College.

2nd Priority

Second priority will be given to events or activities co-sponsored by the College.

3rd Priority

Third priority will be given to individuals, agencies, groups or organizations that are nonprofit or not-for-profit, civic, cultural and charitable in nature and are residents of orincorporated in the State of Alabama.

4th Priority

Fourth priority will be given to individuals, groups, governmental agencies, religiousgroups, professional associations, clubs and non-profit organizations not of a charitablenature.

For-profit and limited profit groups, individuals, organizations, and businesses are notallowed the use of Coastal Alabama facilities, except under co-sponsorship by CoastalAlabama and/or approval by the College's President.

Rules <& Regulations

(1) Alcohol/Drug Policy

No alcoholic beverages or illegal drugs are allowed on the premises of any CoastalAlabama Campus at any time.

(2) Application Procedure

Applications may be made at any time on forms provided by Coastal Alabama.Applicants are encouraged to plan their event as far ahead of time as possible.A signed application and rental agreement is required of all users of Coastal Alabamafacilities, prior to occupying the premises. Application forms may be obtained from theDean of Administrative Services office located on the Bay Minette campus.

(3) Cancellation

Full rate and fee refunds will be made, by check, up to two (2) weeks prior to the event.Less than two (2) weeks prior to the event, only one-half (14) of all fees and rates will berefunded. No refund will be given for "day of event" cancellation. Lessee agrees toreimburse Coastal Alabama for any and all actual expenses incurred by Coastal

Alabama on behalf of the user.

(4) Clean Up

The lessee is responsible for cleaning the rental area unless a comprehensive clean-uphas been previously contracted. It is the responsibility of the lessee to takedown all decorations, collect all trash/garbage into trash bags, sweep floors and mop allspills. Trash can, can liners, brooms and mops will be available.

(5) Comprehensive Clean Up

Comprehensive clean up may be provided for a fee. This fee may benegotiated, depending upon the nature of the event.

(6) ConcessionsCoastal Alabama reserves the right to all food and beverage concessions.

(7) Damage to Coastal Alabama Community College Property

Damage to any facility occurring while being used or leased will be repaired and allcosts will be applied to the rental deposit. Any cost beyond the rental deposit will beinvoiced to the lessee.

(8) Disaster/Emergencies

In the event of a disaster or emergency of any kind, Coastal Alabama shall have theright, as it may determine in its sole discretion, to suspend or terminate any event.

(9) Hours of Operation

The Facilities will be open at 7:30 a.m. and close no later than 11:00 p.m. Buildingsmust be cleared by midnight. Any event lasting more than 8 hours will be deemed asanother day and additional rates will be charged to the lessee. No events will bescheduled during times when the College is considered closed. (See current CollegeCatalog for dates). Plan your events accordingly.

(10)InsuranceAs a condition to the leasing of facilities, Coastal Alabama requires evidence of

appropriate liability insurance, if applicable.

(11) Parking Regulations

Anyone leasing Coastal Alabama facilities shall observe all parking regulations.Citations shall be administered for parking violations.

(12) Payment of Fees

One half of all fees must be paid to the Business Offjce of Coastal Alabama in order forthe user's event to be scheduled and space reserved. The remaining balance is dueone (1) week prior to the event. Checks must be made payable to Coastal AlabamaCommunity College.

(13) Responsibility for Personal Property

Coastal Alabama assumes no responsibility for any property placed on the premisesand will assume no liability for any loss, injury, theft, or damage to property.

(14) Security

Security for the facilities will be provided by Coastal Alabama at the existing rate; orby uniformed police officers of city or county, paid by the lessee and the number ofofficers approved by Coastal Alabama.

(15) Set Up and Take Down

Ample time will be allowed for decorating a facility prior to an event. (Must beagreed to by both parties.) No nails, tacks, or staples are allowed in walls, ceilings,doors, or furniture. No hot glue is allowed. No cellophane or duct tape is allowed.No decorations may be attached to, or obscure the sprinkler heads, exit signs, firealarm, or other necessary fixtures.

(16) Use of Coastal Alabama Community' College Name and or Logo

Organizations or individuals leasing or otherwise utilizing any facility of CoastalAlabama may use the college name only in so far as necessary to provide directions tothe location. Any other use will void any and all contracts for use of Coastal Alabamafacilities.

(17) Utilities

Special requirements for power supply or other non-routine items may be subjectto additional charges.

Coastal Alabama Facilities

Bay Minette Campus:

-Large Assembly Facilities-Owens Performing Arts Center-Sibert Gymnasium Arena

-Lecture Rooms

-C 100 (Stone Classroom Building)-Bill (Branch Business Center)

-Board Rooms

-Wallace Administration Building

-Reception Rooms-The Crimson Room

-Fort Cruse

-Grounds

-The Quad

Fairhope Campus:

-Large Assembly Room-Centennial Hall

-Small Assembly Room-Dahlgren Hall

-Board Room

-The Borom Center

-Grounds

-The Lawn

-The Pavilion

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Gulf Shores Campus:

-Culinary Arts Facilities-Frederic's

General Purpose Rooms - AH Campuses:

-Classrooms

-Small Classrooms

-Large Classrooms-Small Computer Classroom-Large Computer Classroom

-Offices

-Instructor

-Staff

-Administrator

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