• AR-4010-R: General: Financial Considerations for facilities Use by External Customer

  • Section 4000: Facilities/Risk Management
    General: Financial Considerations for facilities Use by External Customers
    Administrative Regulation: AR-4010-R
    President’s Cabinet (PC) Approval: Nov. 20, 2012
    1. The College will require a security deposit of 50% of the rental fee, paid at the time of scheduling.
      1. The college will subtract any additional charges (damages, staffing, etc.) from the security deposit after the event and refund (or bill) the difference.
      2. In the instance where the sponsor cancels the event any time after scheduling is complete and the security deposit is paid, 25% of the security deposit or $50, whichever is more, will be retained by the college as non-refundable.
    2. In addition to the deposit, the full rental fee will be paid no less than 5 working days before the event.
    3. The college will use all means available to collect unpaid charges for events.
    4. Event organizers must allow the College’s contracted Food Services provider to bid on the food and beverage service scheduled for the event. In some cases, the College’s contracted Food Services provider will be the sole provider of food and beverages, including alcoholic beverages, for the event.
    5. The college may choose to develop differential rates for heavily used facilities depending on the day of the week, the instruction term or the time of year.
    6. 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:
        1. If the college has time and/or materials already expended toward the event, those costs will be documented and will reduce the refund amount.
    7. All College expenditures directly attributed to an event sponsored by a non-MHCC organization will be tracked separately and charged to the party contracting for the event.