Policies and Procedures

Statement of Policy

It is the policy of Edgecombe Community College to provide a service to the community by allowing the occasional use of campus buildings and facilities for civic, cultural, educational, recreational and other activities within the policies and regulations of the College.

College Priority

No group, organization, or individual will be allowed to use any facilities at any time such usage would conflict with the use of the facilities by the College’s staff or students.

Civic Rights

Certain users whose purpose is education, and where there is no cost to participants, will be allowed to use the College facilities at no cost during regular working hours (weekday schedule). This includes businesses and industries for management meetings or employee training and selection.

The users would include, but are not necessarily limited to the following:

County Government...... County Public Schools

Nonprofit Civic and Service Clubs , Adult Fraternities and Sororities

Professional and Occupational Organizations:

YMCA, YWCA, Scouts, Little Leagues, etc.

Agencies or Units of the Federal, State,and Local Government

The facilities of Edgecombe Community College will not be rented to anyone to use for the support of a political candidate or candidates, or for any political reason other than as a forum open for all candidates to participate.

Facilities may be used for single or short-term events. The facilities will not be rented on a continuing or long-term basis in lieu of an organization’s own facilities.

Any exceptions to the stated rules and regulations will be determined jointly by the President and the Chairman of the Board of Trustees.

Licensee agrees not to discriminate against any employee or any applicant for employment because of race, age, religion, or national origin, and further agrees to

likewise not discriminate for these same reasons against any person relative to admission, services or privileges offered to or enjoyed by the general public.

Prohibited Activities

The following activities are prohibited on the College campus:

• Any activity which is in violation of the laws of this state or of the federal government.
• The possession, use or sale of illegal drugs.
• The possession, use or sale of alcohol without prior approval, ABC Permit and Liability Insurance.
• Gambling.
• The possession of weapons (i.e. Knives, guns, etc.)
• Smoking in any area of the Arts, Civic and Technology Center.
• Any activity which in the opinion of the College would cause or be likely to cause damage to college property.
• Any activity which, in the opinion of the College, may be detrimental to the College, its staff, or its students.

Contractual Obligations

• The user agrees to hold Edgecombe Community College free, harmless, and indemnified from any claims, suits, or causes of action arising from or out of its use of a College facility.
• A user shall not assign or transfer its permit to use College facilities to any other person without the express written permission of the appropriate College official.
• An agreement to use College facilities may be canceled or amended by either the user or the appropriate College official for good cause provided 10 days notice is given to the other party. Amendments may be made only by mutual agreement of both parties involved.
• Violations of any of the College rules and regulations shall be grounds for the suspension of a user’s privilege to use school facilities.
• Should Licensor institute suit or other action against Licensee as a result of Licensee’s failure to comply with any term of this agreement, Licensor shall receive all damages provided by law, all costs and disbursements provided by statute and all costs actually incurred, including a reasonable attorney fee.

Rules of Utilization of the Facilities

1. Public use of the College facilities will be at the discretion of the College administration. The College reserves the right to deny usage which interferes with the normal operation of College activities or which, in the opinion of the College administration is not in keeping with the College philosophy.

2. Each group, agency, or organization shall:

a. make initial contact by phone or in person to determine if the desired date and time is available.

 

b. sign a contract for the use of the facilities at least two weeks (14 days) in advance of the anticipated usage.

c. submit full payment of any applicable fees at least 10 working days prior to the scheduled function. All checks shall be made to Edgecombe Community College, and presented to the business office.

d. designate a person to be held responsible for the group and its activities in the facility.

e. provide approved chaperones for youth groups (21 years of age or under) and assume responsibility by signing a statement of responsibility for conduct and damages.

f. not permit group participants to smoke except in designated outside locations. The use of other tobacco products is also prohibited. (dipping, chewing, spitting, etc.)

g. not permit any vendors to sell products, goods, or services on the College’s campus without the expressed approval of the President.

h. not consume food and beverages except in approved areas.

i. not bring in flammable oils, fluids, fireworks, explosives, or hazardous materials onto the premises. All such materials, including materials under high pressure are prohibited unless approved by the Arts, Civic and Technology Center Administration.

3. All groups, agencies, or organizations for profit shall not use the facilities of the College for the purpose of teaching classes unless the President deems the activity to be of benefit to the College and the citizens of its service area.

4. The following are not allowed in the Arts, Civic and Technology Center:

a. Animals unless part of a specific performance, except animals specifically trained for and being used to assist handicapped persons.

b. Holes may not be drilled, cored or punched in the building. Painting is prohibited anywhere on the premises. In any instance where there is risk of damage to carpeting, a protective coating, such as plastic, must be used. The Licensee is responsible for the repair or replacement of any damage or disfiguration to the facility.

c. Throwing rice, confetti and/or rose petals is prohibited anywhere inside the building. The cleaning/damage deposit will be lost if a violation of this policy occurs.

 

d. Helium filled balloons may not be used inside the building.

e. Posters, banners, or other materials may not be hung, attached to, or suspended from any part of the building or surrounding property without the express written permission from administration.

f. No masking tape, scotch tape, or wire (or anything similar) may be used on the metal staircase and hall railings. No posters or signs may be taped or adhered to windows, doors or any other areas other than the designated places.

5. The Licensee shall be:

a. liable for any loss or damage repair or replacement of College equipment or facilities which occurred during the term of the lease agreement.

b. responsible to restore the affected item or space to a condition equal to that at the time the lease agreement went into effect.

c. responsible for removing all property of licensee from the facility immediately after the rental period.

d. responsible for cleaning up and removing all food before leaving the Center.

6. The College shall not:

a. assume any responsibility for loss or damage to any property placed on or left on the premises by the Licensee or participants and shall not assume any responsibility for personal injury, which may occur during the use of the facility.

b. assume any responsibility for items left in the Center or on the premises by the Licensee or participants and reserves the right to remove and dispose of such remaining property at the expense of the licensee at the termination of the lease agreement.

c. assume any responsibility for personal injury which may occur during the use of the facility.

d. be responsible for losses by the licensee, its agents or employees or ticket holders occasioned by theft or disappearance of equipment or other personal property.

7. All advertising/announcements of events shall be reviewed by the administrator.

8. All items sold on college property must be authorized by Vice President of finance or administrative assistant.

9. The licensor may enter any part of the premises at any time on any occasion.

10. Licensor has the right to stop any activity when contracted time has expired or college administrator finds activity to be adverse or destructive.

11. Inappropriate behavior on the part of the presenter, performers, and/or audience may result in the cancellation or cessation of the event at the discretion of the Director or his /her designee. Inappropriate behavior includes, but is not limited to the following:

a. The obstruction of aisles, exits, doorways, stairwells, or passageways;

b. Willful destruction of and/or damage to ECC facilities, property, or equipment;

c. Deliberate disruption of a performance or event in progress;

d. Failure to abide by any of the rules, procedures, or policies stipulated in this document; or

e. Perceived danger to staff, patrons, or performers.

12. Caterers must abide by all Local, Sate, and Federal Health Standards.

The College shall operate any concessions for sale if offered for any event held in the facility and shall retain all receipts unless otherwise approved by college administration.

The licensee shall not sell any other items on the College property except with written authority of the Vice President of Finance and Administrative Services.

13. Parking for all events is allowed only in designated parking areas. No parking is allowed on the grass, on sidewalks, or along streets unless directed by designated security personnel. Violators may be towed at vehicle owner’s expense.

14. For each event, a rental agreement must be completed, signed and submitted to the office of the Director. By signing the agreement, the presenter agrees to abide by all policies and procedures of the facility.

15. Policies are subject to change without prior notice.

Use of Beer and Unfortified Wine

Organizations and individuals who rent or lease all or a portion of the Arts, Civic and Technology Center may, in limited circumstances, serve beer and unfortified wine at a function, provided that:

1. The organization/individual is external to the College.

2. The function is not a student activity.

3. The organization/individual provides evidence of liability insurance, and assumes, in writing, liability for any matters arising from the serving of beer and unfortified wine. The liability policy shall have limits of liability of at least $1M and will name the College as an additional insured. A copy of the policy should be turned into the administration at least 48 hours prior to the event.

4. The organization/individual provides evidence that sufficient security will be

arranged in a manner satisfactory to the College.

5. The organization/individual provides sufficient information regarding the number of people expected to attend, and the quantity of beer and unfortified wine expected to be served.

6. The organization/individual will confirm that the ABC Laws and Rules of North Carolina pertaining to the use, licensing and serving of alcoholic beverages are fully applied. If an ABC permit is required, the ABC permit will be taken out by the organization/individual leasing the facility and a copy turned into the administration at least 48 hours prior to the event.

7. On approved occasions by the President of the College, the College or the ECC Foundation will be allowed to serve beer or unfortified wine in the Art, Civic and Technology Center.

8. Permission will be granted only if all of the required information and assurances have been provided. The College reserves the right to deny use of the Arts, Civic and Technology Center if such use is not deemed to be in the best interests of the College. The College will consider each request on an individual basis and permission for use of the Arts, Civic and Technology Center will be approved by the President of the College.

Audio-Visial Aids

Edgecombe Community College may be able to assist anyone using its facilities by providing certain available audio-visual equipment such as overhead projectors, slide projectors, VCRs, etc. If audio-visual equipment, or other aids are provided to any groups or individuals using College facilities, the licensee shall be held personally responsible for the material or equipment. It is the responsibility of this person to ensure that the equipment is returned to the College in the same condition in which it was received.

Staffing

Facilities of the College shall not be used when the College is not staffed by at least one College Employee. The College staff person will open and close the building, and serve as the College resource person as needed.

Insurance

The Arts, Civic and Technology Center Director and Vice President of Finance and Administrative Services reserve the right to require Licensee to obtain Liability Insurance for an event due to the number of participants or the nature of the event.

If such insurance is required, the Licensee will provide a certificate of insurance, naming the Licensor and Licensee as insured parties and covering claims for injuries, death and/or property damage arising out of use of the premises by licensee. Said coverage shall coincide with Licensee’s use dates. Said liability insurance policy shall have a limit of not less than $1,000,000.

If required, the certificate of Licensee Liability Insurance must be submitted to the administrator above at least ten (10) days prior to the event.

Failure to submit this certificate of insurance will void the lease agreement of that Licensee.

Safety

The licensee shall use and occupy said premises in a safe and careful manner and shall comply with all applicable municipal, state and federal laws, and rules and regulations as prescribed by the fire and police departments and other governmental authorities, as may be in force during the tenancy period.

As a minimum, two security officers will be required for the first 200 people expected in attendance. Based on the nature of the event, additional security officers may be required. One additional officer will be required for every additional 200 people.

Users may not obstruct sidewalks, passageways, entries, doors, passages, vestibules, halls, corridors, stairways and all means of access of public utilities. While in the building all participants are under all ADA (Americans with Disabilities Act) regulations.

The licensee must insure that attendees and organizers abide by generally accepted safety practices to reduce injury or harm to persons or property.

The Licensee may not bring into the premises any material, substance, equipment or object which is likely to constitute a hazard to the property thereon without prior written approval. The College reserves the right to refuse any such material, substance, equipment or object to be brought on the premises and, if found, has the further right to require its immediate removal.

For safety purposes, all youth groups under 21 years of age must have chaperones, one of which must present picture ID and be responsible for conduct and damages.

The Licensor reserves the right to terminate any performance/event in the interest of public safety and/or when contracted End-Of-Show time has expired.

Failure to comply with the rules of Edgecombe Community College and the Arts, Civic and Technology Center will be taken into consideration when applying for future use of the Center or any property of Edgecombe Community College.

The President of Edgecombe Community College shall have the final discretion over disputes regarding rates, rules and regulations.

Tarboro:  (252) 823-5166 2009 W. Wilson St. Tarboro, NC 27886

Rocky Mount:  (252) 446-0436 225 Tarboro St. Rocky Mount, NC 27801