• General: Scheduling Considerations: AR-4010-L

  • Section 4000: Facilities/Risk Management
    General: Scheduling Considerations
    Administrative Regulation: AR-4010-L
    President’s Cabinet (PC) Approval: Nov. 20, 2012
    1. Scheduling staff will assign each reservation to the most appropriate space available. Requests for specific rooms or spaces will be honored when possible. The Events Coordinator or Instruction Scheduler reserves the right to reassign space when necessary and to identify suitable alternative space for the original reservation. The Events Coordinator or Instruction Scheduler will solely determine room availability.
    2. There will be a minimum of 10 minutes between scheduled events.
    3. Events will not be scheduled during official MHCC holidays and scheduled closures.
    4. If the College experiences an emergency closing due to weather, utility failure, or other unforeseen  challenges, the event is considered cancelled. Reference AR-4010-R.
      1. In the event that the college must cancel a scheduled event due to circumstances that are no fault of the college, the college will make every effort to reschedule the event at a mutually acceptable time.
        1. If the college and the event sponsor are unable to reschedule the event, all funds on deposit and paid in advance will be refunded, with the following exception:
        2. If the college has time and/or materials already expended toward the event, those costs will be documented and will reduce the refund amount.
    5. If a sponsor must cancel an event, the requestor must notify the Events Coordinator or Instruction Scheduler at least 48 hours (two business days) before the date of the event. Failure to do so may result in financial penalties and/or revocation of classroom use for college groups or departments.
    6. Authorization to use reserved space cannot be transferred or loaned to another organization or individual without prior written/e-mail approval from the Events Coordinator or Instruction Scheduler.
    7. The type of event may not be changed from that requested without prior written approval from the Events Coordinator or Instruction Scheduler. Specifically, an event may not be changed from those identified as compatible to those listed as non-compatible. Reference AR-4010-K
    8. Transferring, loaning or sub-leasing a reservation or misrepresenting the intended use of the room or space is a serious matter that may result in immediate suspension of a group's eligibility to use College facilities. Requests to change or cancel an event must be communicated to the Events Coordinator or Instruction Scheduler in a timely fashion.
    9. A reservation does not automatically include event support services such as A/V equipment, catering, extra custodial support, or security. These items are examples of extra services that may be arranged on a fee-for-service case-by-case basis. The sponsor is responsible for the planning and coordination of all reservation-related arrangements.
    10. Any items brought in for the event should be removed promptly and the room returned to its original arrangement.
    11. Rooms are provided in "as is" condition. Regular custodial servicing of general purpose classrooms occurs after hours. Often, rooms may need to be straightened and tidied prior to the event start. This pre-servicing is not provided in the event reservation but is available if arranged as part of the event reservation in advance on a fee for service basis. If the reservation requires additional cleaning or setup prior to the event, payment for the additional custodial services will be included in the Facility Use Agreement.
    12. Events Coordinator or Instruction Scheduler does not control usage of hallways and public space other than general purpose classrooms. Setup of desks, tables, booths, or food service in hallways or public space must be arranged in advance with the scheduler. Any use of hallways should not restrict the access to the classrooms or interfere with other areas.
    13. Failure to adhere to these regulations may subject the sponsoring organization to forfeit deposit charges and/or restriction of space use privileges.