Purpose of the Facilities Use Guidelines is to:
• Establish regulations for reserving space or using campus grounds or buildings; • Centralize the process of scheduling facilities;
• Minimize scheduling conflicts;
• Ensure the proper and efficient use of campus facilities; and
• Provide efficient and timely information regarding campus activities and events.
All guidelines and procedures contained in this document apply to all campus facilities, as well as all grounds associated with the buildings. These guidelines and procedures in no way restrict or supersede any campus policies. The Dean of Instructional Support and Distance Education under the direction of the Vice President of Academic Affairs and Student Success is responsible for administering these guidelines. Any questions regarding these guidelines should be directed to the office of the Vice President of Academic Affairs and Student Success, at 214-860-3673.
These guidelines do not apply to requests for the use of Mountain View College facilities for expressive activity (e.g., speeches, assembly, marches, parades, rallies, picketing, distribution of literature, graphic or pictorial displays and other similar activities intended to communicate an idea or an opinion).
Any requests for the use of facilities for expressive activity by Mountain View College students and student organizations must be approved by the Office of Student Life, Director of Office of Student Life prior to the event, in accordance with the College’s Free Speech and Public Assembly Operational Memorandum. For questions about this policy or to schedule an event that may include expressive activity, please contact the Office of Student Life at 214-860-8715.
Statement of the Americans with Disabilities Act and Mountain View College
Building Usage
Mountain View College does not discriminate on the basis of sex, race, color, religion, national origin, age, sexual orientation, disabled veteran status, veteran of the Vietnam era, or qualifying disability under the American with Disabilities Act (ADA) in its programs, activities, admission, or employment practices. Individuals qualifying under the Americans with Disabilities Act (ADA) in need of special assistance to participate in a program, service, or activity sponsored by Mountain View College are asked to contact the Director of Career and Disability Services at 214-860-8561 a minimum of three (3) business days in advance of the event.
Suggestions, problems, or complaints concerning events or programs at Mountain View College should be brought to the attention of the Director, Marketing and Public Relations, Mountain View College 214-860-3686.
Priorities for Scheduling Mountain View College Facilities
The following priority is used for scheduling facilities:
1. First priority for the use of Mountain View College facilities is reserved for instructional (e.g.,
classrooms, auditoriums, and other facilities which are to be used for teaching and instructional programs for credit).
Point of Contact: Dean of Instructional Support and Distance Education for Instruction. Point of Contact: Office of Student Life: Director Office of Student Life.
2. Second priority for the use of Mountain View College facilities is assigned for instruction programs
(e.g., classrooms, auditoriums, and other facilities which are to be used for teaching and instructional programs for Continuing Education).
Point of Contact: Executive Dean of Workforce and Continuing Education
3. Third priority for the use of the Mountain View College facilities is assigned to programs sponsored
by student organizations.
Point of Contact: Director, Office of Student Life
groups outside the college.
Point of Contact: Director Marketing and Public Relations
Point of Contact: Vice President Business Services for Athletic Facilities use. Point of Contact: Performance Hall, Technical Theater Coordinator.
The campus reserves the right to change facility assignments or to cancel any previously scheduled facility assignments if such change or cancellation is made to meet campus needs. The campus is not responsible for any costs or damages suffered by a sponsoring group as a result of such change or cancellation.
Categories of Facility User Groups
For the purposes of scheduling campus facilities, the campus designates the following user groups:
Campus-Affiliated Groups (Internal) - Please contact email group: MVRooms@dcccd.edu
A Campus-Affiliated Group is defined as:
a. Mountain View College departments conducting official programs/ events/ athletics.
b. A Mountain View College student organizations officially registered through the Office of Student Life.
c. Official Mountain View College sanctioned centers, programs, grants, and projects conducting official events and programs.
Non-Affiliated Groups (External) – Please use the following link to process your request:
http://www.mountainviewcollege.edu/Facility-Usage-Request/Pages/default.aspx Non-affiliated groups are defined as the following:
a. Non-Profit Organizations b. Businesses/ Profit Organizations c. Non-Campus Agencies
d. Civic and Professional Organizations
e. Mountain View College employees who sponsor or co-sponsor an event with a non-affiliated group and do so outside of their official job duties.
Facility Fee Categories
Category I – (Partnerships/ Sponsorships)
Must be approved by the College President. Written request required. Please forward request to Director of Marketing and Public Relations at mgarrott@dcccd.edu.
Partnerships/ Sponsorships must be open to the public and have no admission charge. Use of college facilities for commercial purposes will be denied.
How is a partnership determined?
Partnerships/ Sponsorships must be open to the public. Provide an educational or civic service.
Mountain View College Service area provider. No admission charge.
Non-use of college facilities for commercial purposes.
Category II - At Cost
Groups that are organized for general civic improvement, welfare, or character-building, use of commercial purposes may use the college facilities at cost.
Facility Fee Schedule Guidelines
1. The Facility Fee Schedule is designed to cover the usual rental requests and will be used as a guide for any situation not covered by these regulations.
2. Personnel charges (for security, equipment operators, custodial staff, etc.) shall be computed on the per hour per person basis shown on the fee schedule below. The college business officer shall be responsible for designation of personnel required and for computation of salaries.
Fee Collection
1. All fees shall be paid to the College Cashier by 4:30 p.m. of the last working day preceding the event.
Note: Summer hours may vary.
The College Vice President Business Services shall set a fee for the use of any facility not included in the Fee Schedule.
Swimming Pool per hour lifeguard required
Pool rental $ 80.00
Life guard $ 25.00 per hour per life guard
Production Studio 2 hour minimum plus technical
support
FACILITIES USAGE FEE SCHEDULE 10.4.3 Classrooms/Conference Rooms
per hour (includes setup)
Small (capacity < 31) $ 20.00
Regular (capacity 31-50) $ 30.00
Large (capacity > 50) $ 40.00
Dining Room per hour (includes setup)
Additional fees may apply during regular business hours
$ 40.00
Performance Hall per hour
(includes make-up room, green room, lobby, box office) $ 100.00
Community Room per hour (no setup except
minimal)
regardless of size $ 100.00
Common Areas Only per hour (setup not
included)
i.e. lobbies, hallways, athletic fields, $ 25.00
courtyards, amphitheater, student center
Gym per hour (includes bleachers in or out)
Regular gym $ 100.00
Small gym/exercise/dance/ $ 50.00
Tech/AV/Comp Tech Support per hour
$ 40.00 per hour per person
Set-up/Custodial per hour
$ 30.00 per hour per person
Police per hour
$ 40.00 per hour per person
Practice Rooms per hour
$ 25.00 (with piano) $ 15.00 (without piano)
Small $ 200.00
Large Rates available upon request (based on requirements)
Costs reflected in the above chart are fees for rental (use of) the facility. The standard set up for all events is classroom style and is included in the rates above. Requests for additional services will be charged to the User. Mountain View College reserves the right to determine the appropriate number of security and staff necessary to properly serve and protect the public at events.
General Guidelines for Facilities Use- Non-Affiliated Groups (External)
1. All rooms at Mountain View College have been designated for a specific function, and all appropriate equipment and furnishings have been provided. The parking lot may not be scheduled for events or activities except with special permission of the President and Mountain View College Police.
2. No equipment or furnishings can be added to or removed from a room without prior permission of the Facilities Department. Please see ROOM SETUP FORM for additional information located at:
http://www.mountainviewcollege.edu/Facility-Usage-Request/Pages/facilities-setup.aspx
3. Users of the campus facilities must return furniture and equipment to their proper places, remove all non-campus items upon the completion of the scheduled event, and leave the facility in the condition in which it was found.
4. Mountain View College is not liable for personal injuries or for loss or damage to non-campus property. All personal and supplier’s effects are to be removed at the end of the event. Items found in the facility will be turned in to the Mountain View College Police Department.
5. Mountain View College reserves the right to terminate any activity that presents a possible danger to the audience or damage to the facility.
6. The stated capacity of the facility may not be exceeded at any time. All hallways, stairways and other routes of evacuation shall be kept unobstructed at all times.
7. The Dean of Instructional Support and Distance Education and the Mountain View College Police reserves the right to deny use of the facility for programs, meetings, events, or other activities that are prohibited by law or which may pose a health or safety issue to the Mountain View College Campus community.
DCCCD Business Procedures Manual
10.0- Physical Plant
10.4.0. Community Use of District facilities can be found at:
Political Programs and Activities
Campus-affiliated groups may sponsor political representatives for speaking engagements only. Mountain View College facilities may not be used for political fundraising activities where solicitations of funds, donations or similar activities take place. No solicitation of funds may take place for the benefit of the sponsoring political organizations and/or the political candidates. Mountain View College facilities are not available to non-campus groups for partisan political programs, receptions, fundraisers or similar activities.
Voter Registration: Contact the Director, Office of Student Life.
Prohibited Activities
The following includes, but is not limited to, those activities that are prohibited on the premises of Mountain View College:
1. Use of Alcohol. The use of alcoholic beverages is prohibited on the campus or as part of any
campus activity.
2. Smoking and Tobacco Use. Smoking in any building on the Mountain View college campus is
prohibited, and is prohibited within 15 feet of all exterior entrances or windows. Smoking areas are provided at designated areas at the exterior of all buildings.
3. Gambling. Gambling is prohibited on the campus premises.
4. Animals. No animals are allowed in the buildings except for special aid animals and animals that are
approved as part of an official function. All animals on the premises of the Mountain View College buildings shall be appropriately controlled by restraint or confinement to ensure the safety of all members of the campus community. Harboring stray animals in the facilities is prohibited.
5. Vehicles in Unapproved Areas. No vehicles are permitted at any time to operate off of improved
surfaces. Parking or driving on grassy, planted areas is prohibited. No vehicle shall be driven on or parked on a sidewalk and or a handicap ramp except for emergencies or specifically approved by the Mountain View College Police Department.
6. Roller Blades, Scooters, or Skateboards are not allowed in campus buildings, courtyards and
mechanical aids used to transport people and or materials are allowed.
7. Removing Mountain View College equipment from premises. No equipment or furnishings
may be removed from the campus premises. No equipment or furnishings can be moved from one room to another without explicit written permission of the Custodial Supervisor.
Approval of Requests for Use of Mountain View College Facilities
Generally, the Office of the Vice President of Academic Affairs and Student Success will authorize requests for use of campus facilities (Internal). The Vice President of Student Services will authorize rentals for Athletic facilities. The Technical Theater Coordinator will authorize use for the performance hall. All other external request will be sent to the Director of Marketing and Public Relations based on factors including, but not limited to:
a) Availability of facility; b) Facility use priority system;
c) Appropriateness and general feasibility of facility for use specified; d) Potential conflict with other activities;
e) Fulfillment of necessary requirements, including but not limited to, payment of fees, proof of insurance, existence of proper use agreements, required approval of other departments.
The campus reserves the right to deny the use of its facilities to any individual or group whose planned activity or event does not enhance the college’s educational mission or whose planned activity or event may pose a safety hazard for participants or members of the campus community. The campus also reserves the right to cancel or reschedule a scheduled event when it conflicts with campus affairs or events sponsored by Mountain View College.
Reservation Confirmation- Campus-Affiliated Groups- Internal Request
When a Campus-Affiliated Groups requestor wants to schedule the use of a room, please email MVROOMS – who will upon receipt, provide an email confirmation. The confirmation of use of classrooms may not be given until after the second full week of classes during the semester or summer session of the date of the scheduled event.
A Campus-Affiliated Group is defined as:
a. Mountain View College departments conducting official events and programs.
b. A Mountain View College student organizations officially registered through the Office of Student Life.
official events and programs.
d. Non-campus events hosted by registered student organizations and the Office of Student Life. e. Athletic Facilities Rentals authorized by the Vice President of Business Services.
Reservation Confirmation-Non-Affiliated Groups- External Request
When an external group wants to schedule the use of a room, please direct the requestor(s) to the Director of Marketing and Public Relations at mgarrott@dcccd.edu – who will upon receipt, provide an email
confirmation and the Facilities Use Web Link: http://www.mountainviewcollege.edu/Facility-Usage-Request/Pages/default.aspx.
NOTE:
All External Athletic Facilities usage must contact the Vice President of Business Services at 214-860-8705. All Performance Hall request must be sent to the Technical Theater Coordinator at 214-860-8785.
The confirmation of the use of classrooms may not be given until after the second full week of classes during the semester or summer session of the date of the scheduled event.
Non-affiliated groups are defined as:
a. Non-Profit Organizations b. Businesses/ Profit Organizations c. Non-Campus Agencies
d. Civic and Professional Organizations e. Athletic Organizations
Request for Scheduling Mountain View College Facilities- External Requests
1. Please send all external events on the Mountain View College property except regularly scheduled to the Director of Marketing and Public Relations at 214-860-3686. The requestor will be issued a Facilities Usage Link available at:
http://www.mountainviewcollege.edu/Facility-Usage-Request/Pages/default.aspx
NOTE: All External Athletic Facilities usage must contact the Vice President of Business Services at 214-860-8705.
2. Upon approval, the requestor will be asked to fill out the following:
Facilities Setup Form ( http://www.mountainviewcollege.edu/Facility-Usage-Request/Pages/facilities-setup.aspx)
Media Equipment Setup Form ( http://www.mountainviewcollege.edu/Facility-Usage-Request/Pages/media-equipment.aspx)
Marketing General Information form will be provided
(http://www.mountainviewcollege.edu/Facility-Usage-Request/Pages/marketing-general-info.aspx) 3. The submission of the Facilities Usage Request Form does not guarantee a reservation; it only notifies the Director of Marketing and Public Relations of the event.
4. Outside requests to reserve campus facilities must be submitted to the Director of Marketing and Public Relations 15 working days prior to the date of the activity.
5. Facilities reservations are assigned on a “first come, first served” basis unless a conflict involving a higher priority occurs (such as class.) In the event a campus activity is scheduled that conflicts with a
previously scheduled activity of a lower priority, the campus activity will have priority. In such circumstances, a lower priority user may be required to change facilities, times, or dates of an activity.
6. A maximum number of persons to attend any event must be given to the Director of Marketing and Public Relations at the time of scheduling the event. Any changes in the maximum number of attendees must be reported no later than two weeks before the event. No room capacities will be exceeded at any time. 7. All reservations are tentative until full payment is received by the campus. The total balance owed must be received by the campus no later than 5 business days prior to the day of the event. Failure to comply with the payment schedule may result in the cancellation of the event.
8. All rates will be charged in accordance with Mountain View College’s Building Rental Rate Chart. 9. All partnerships and sponsorships must be approved by the Mountain View College President. In cases of a partnership or sponsorship, a contract will be issued.
10. No event or activity may be moved to a different room without rescheduling the event.
Note: To reserve the Performance Hall a minimum number of attendees is required (400).
Right to Change Room Location
The campus reserves the right to change the room location of a reserved event. Room reservations may be changed under any of the following conditions:
a. A small group has been assigned a space larger than needed and another group can better utilize the space, provided additional space is available.
activities.
Prior notice will be given to the contact person for the event, with sufficient prior notice so as to not substantially affect the event.
Right to Cancel or Reschedule Events
The campus reserves the right to cancel or postpone scheduled events or terminate any agreement with little or no notice. In the event of such cancellation, postponement or termination, there may be no claim or right to damages or reimbursement on account of any loss, damage or expense incurred. Use of facilities and/or equipment can be denied because of, but not limited to, the following reasons: building maintenance, scheduling conflict with higher priority, inclement weather, lack of available staff or security for event, or failure to pay previous charges in full by the due date.
If an event is cancelled by the campus, either the Office of the Vice President of Academic Affairs and Student Success or the Office of Marketing and Public Relations will contact the primary contact listed on the Facilities Request form to discuss the cancellation and opportunity for rescheduling.
Role of MVRooms
The Office of the Vice President of Academic Affairs and Student Success schedules and coordinates the use of facilities. MVRooms is responsible for these functions:
• Review the request for compatibility of the activity with the mission and goals of the campus. • Reserve and confirm dates, facility space, and services.
Role of MVC Facilities Usage Link Web Link:
Assist in the coordination of facility setup for each event based on information submitted via the Facilities Usage Form. If no specific set up is requested in advance, the room/facility will be set in the standard format for the room/facility; and
Coordinate Media equipment requested by external users.
Link: http://www.mountainviewcollege.edu/Facility-Usage-Request/Pages/default.aspx
NOTE: Campus student groups and employees are responsible for coordinating any audio visual equipment and facilities set up needed, this request is to be sent to: MVCMedia .
Access to the Campus Facilities
1. Access to campus facilities will be for the reserved time-period only. All event preparation,
deliveries, decorating the event space, and event clean up may occur only during the scheduled time. 2. All events will conclude not later than the ending time stated on the event Reservation
Confirmation/Request Form.
3. Mountain View College will not be available for reservation on days the campus is scheduled to be closed.
4. The hours for which Campus facilities are available for scheduling will change each semester. To view the complete Academic Calendar please visit us at: www.mountainviewcollege.edu.
Fees for Facilities
1. Standard rental charge applies for the use of Mountain View College facilities by groups or persons.
2. Campus sponsored/ partnerships events must be approved by the College President.
3. Full payment must be made at least 5 days prior to the event.
Where do I make my Payment – Facilities Rental
All payments must be made to the Office of Business Services: Cashier’s Office at 4849 West Illinois Ave. Dallas, Texas 75211. Office hours are from Monday through Thursday 8 a.m. – 7 p.m. and Tuesday,
See page 9 for complete fee listing. Rental charges include use of facility and
fixed equipment (maintained by the Media Services Department) only unless
otherwise noted.
Wednesday and Friday from 8 a.m. to 5 p.m. Payments must be made 5 days in advance of event date.
Where do I make my Payment – Athletic Complex Rental
All payments must be made to the Office of Business Services: Cashier’s Office at 4849 West Illinois Ave. Dallas, Texas 75211. Office hours are from Monday through Thursday 8 a.m. – 7 p.m. and Tuesday, Wednesday and Friday from 8 a.m. to 5 p.m. Payments must be made 5 days in advance of event date.
NOTE: Cashier’s Office Summer hours may vary.
How do you obtain a contract?
After approval, the Office of Business Services will prepare a contract for use and forward to the Office of Business Services- Cashier’s Office for the requestor to pick up and sign. An email copy of the contract will be sent to the requestor in advance.
Where do I sign and pick up a campus contract?
You can sign your contract at the Office of Business Services: Cashier’s Office at 4849 West Illinois Ave. Dallas, Texas 75211. Office hours are from Monday through Thursday 8 a.m. – 7 p.m. and Tuesday, Wednesday and Friday from 8 a.m. to 5 p.m.
Note: Summer hours may vary.
User Cancellations
Notice of cancellation must be given as soon as possible but no later than 48 hours prior to the event. Some fees are refundable if the user cancels the reservation. Regulations for the refund of fees are as follows: 1. Cancellations occurring 48 hours or more prior to the date of the event will result in a full refund of
all pre-paid fees;
2. Cancellations occurring less than 48 hours prior to the scheduled time of use will result in a refund of 50 percent of pre-paid fees.
A setup fee will be charged if the event cancellation was not given prior to any setups being completed. All setup fees will be in accordance with the Mountain View College Building Rental rates.
procedures while on campus property. Failure to comply may result in immediate termination of the use of the facilities.
Mountain View College individuals and groups who use campus facilities and campus groups who sponsor non-campus individuals or groups to use campus facilities are responsible for ensuring that event guests and attendees read and understand all obligations set out in these guidelines and campus policies.
Payment of all charges for the use of campus facilities and services is the responsibility of the group and/or the individual representing the group. If the group does not meet its financial obligations to the campus, the individual who requested use of the facility is responsible for the payment. Groups that sponsor an event with a non-affiliated group or organization are responsible for any financial or other obligation incurred if not settled by the non- affiliated group.
Any organization with outstand financial obligations to the campus relating to its use of campus facilities will forfeit its priority ranking for the facility use reservation of dates and will not be granted any additional reservations until the financial obligation is met.
Violations to these Guidelines
When a user violates the conditions for use of facilities, laws, or campus policies or these guidelines: 1. The event may be cancelled or terminated;
2. Future requests by the user for use of the facilities may not be approved;
3. The non-affiliated group and/or individual(s) may be subject to legal penalties; and,
Security for Events
All groups or organizations must provide adequate security (MVC Police only, no outside security firms) as required by the campus. Security needs are evaluated by the campus for each facility use request, and the campus reserves the right to require any level of security or law enforcement protection for events that it considers appropriate.
Posting of Flyers and Posters on Campus Facilities
The following guidelines have been established for the placement of flyers, posters, and similar
advertisements on campus facilities. The Office of Student Life reserves the right to remove any material that does not follow these guidelines.
1. Posting of posters is only allowed in approved bulletin board locations. These must be
approved by the Office of Student Life and stamp as such. A poster is defined as a flyer, notice, or other material that is intended to disseminate information to the campus community. Posters are prohibited on facility surfaces, including walls, posts, windows, doors, elevators, or benches.
Please contact the Office of Student Life for designated posting areas.
2. Active posters shall not be removed by anyone other than the sponsoring organization and the Office of Student Life and Success.
7. It is the responsibility of the individual or group hanging the announcements to promptly remove posters from the designated bulletin board. Posters must be removed the day after the event has taken place.
Decorations for Approved Events
1. Users of campus facilities may not use screws, nails, tacks, hooks, pins, tape or other adhesives to affix decorations or other items to the facilities or its fixtures, furniture or equipment. Users may not have any open flames on Mountain View College facilities.
2. Decorations in private office areas are permitted. All decorations must not interfere with the normal use of the office or safety codes.
4. Decorations other than approved facilities decorations are prohibited on facility surfaces including walls, posts, windows, doors, walks, fountains, or planters.
5. Facilities Services reserves the right to disapprove and/or require the removal of any decoration that does not meet this policy.
Loading and Unloading of Equipment and Supplies
1. All equipment must be delivered to the closest building location of events taking place, unless otherwise stated by the Custodial Supervisor.
2. All delivery vehicles must stay on paved/concreted surfaces at all times. Any damage to the building, landscaping, or any other part of Mountain View College property may be charged back to the responsible person(s) at the replacement or repair cost.
Parking
1. The campus assumes no responsibility for the care and/or protection of any vehicle or its contents at any time while it is operated or parked on campus. Valuables should not be left in unoccupied vehicles at any time and vehicles should be locked when unattended. Thefts or damages that occur should be reported to the Mountain View College Police Department.
2. Unless otherwise posted, the campus speed limit is 20 miles per hour.
Liabilities of the Lessee
The lessee is liable for the care and protection of District property and facilities and shall be charged for any damages sustained by the premises, furniture, or equipment due to the occupancy.
The lessee shall be held responsible for any and all loss, accident, neglect, injury or damages to person, life, or property which may be the result of, or caused by, the lessee's occupancy of the facilities or premises, and for which the District might be held liable.
The campus may require, at its discretion, the furnishing of a certificate of liability insurance by the lessee in an amount specified by the college (based on the intended use of the facility or property).
The lessee shall protect and indemnify the campus, the DCCCD Board, and/or any officer, agent, or employee of the District; the lessee shall save them harmless in every way from all suits or actions at law for damage or injury to persons, life, or property that may arise, or be occasioned in any way, because of the
occupancy of the facilities or premises, regardless of responsibility of negligence.
Any statement of Rules and Regulations accompanying each contract shall be a part of these Special Requirements and Conditions.
Special Requirements and Conditions
1. Approval of requests for the use of facilities shall not be based upon the race, color, sex, or national origin of the applicant.
2. Mountain View College reserves the right to deny requests for facilities if the event reflects negatively in any way upon race, color, sex, or national origin.
3. At no time shall the possession or consumption of alcoholic beverages or illegal possession of drugs be permitted on college property. Any person under the influence of intoxicating liquor or drugs shall be denied the opportunity to participate in any way.
4. Groups or organizations using the campus facilities shall conform to all state statutes, county ordinances, and fire regulations.
5. Decorations must be flame-proof and shall be erected and taken down in a manner not destructive to property. The use of any material or device which constitutes a hazard is expressly prohibited.
Helpful Email Groups and Phone Numbers
Cashier’s Office ………...214-860-8709 Facilities………... 214-860-8670 Vice President Business Services………..214-860-8705 Executive Dean of Workforce…………214-860-8789 and Continuing Education
Dean of Instructional Support…………..214-860-8826 and Distance Education
Director Office of Student Life…………214-860-8685 Director Career Development ………….214-860-8561 and Disability Services
TERMS AND CONDITIONS OF LEASE
1. Lessee acknowledges that it has fully inspected the demised premises and on the basis of such inspection hereby accepts same as suitable for the purposes for which they are leased.
2. Lessee shall not cause or permit any changes or alterations whatsoever to be made to the demised premises of cause or permit the display of any signs in, on, or about said premises without Lessor's prior written consent. Lessee hereby covenants and agrees to repair at it's expense any damages to the demises premises, the interior or exterior of the building wherein said premises are situated, or the furnishings, fixtures, or other property of Lessor located in, on or about premises, when such damages are caused by any act of Lessee, its employees, agents, or invitees.
3. Lessee shall not permit the demised premises to be used for any purpose, which would render the Lessee’s insurance thereon void or the insurance risk more hazardous.
4. The demised premises and the building wherein same are situated shall be under the exclusive charge and control of Lessor at all times and Lessor and its agents and representatives shall have an unrestricted right of entry therein. Lessor shall endeavor, however to abide by Lessee's direction respecting the use of entrances and exits of the demised premises during the period covered by this agreement.
5. Lessor shall not be liable to Lessee or Lessee's employees, agents or visitors, or to any other person whomever, for any injury to person or damage to property on or about demised premises due to any cause whatsoever and Lessee agrees to indemnify Lessor and hold it harmless from any loss, expenses or claim arising from such injury or damage.
6. Lessee shall comply with all governmental laws, ordinances, and regulations and any regulations established by Lessor applicable to the use of the demised premises (of which Lessee shall have notice) and shall promptly comply with all orders and directives issued by a governmental body or Lessor for the
correction, prevention, and abatement of nuisances in or upon, or connected with the demises premises, all at Lessee's sole expense. ( See Attachment A)
7. If, on account of any breach of default of Lessees obligations hereunder, it shall become necessary for Lessor to employ an attorney to enforce or defend any of Lessors rights or remedies, Lessee agrees to pay reasonable attorney fees, incurred by Lessor in such connection if Lessor is the prevailing party.
8. The sidewalks, entrances, passages, courts, elevators, vestibules, stairways, corridors and halls of the demised premises shall not be obstructed or encumbered by Lessee or used for any purpose other than ingress and egress.
9. Lessor shall furnish the demised premises with cleaning services, heating and air conditioning, lighting, electricity and, if appropriate, seating, scenic and stage equipment, public address system, and other furnishings. Lessor may impose additional charges for any special arrangements for Lessee requesting such services and facilities.
10. Lessor reserves the sole exclusive right to offer for sale in, on or about the demised premises any soft drinks, food, souvenirs, or other merchandise of any sort or Lessor may grant in writing to others such concession rights.
11. Lessee hereby assumes full responsibility for the behavior of all persons admitted to the demised premises or any portion of the building wherein said premises are situated, upon the consent of Lessee, its agents or employees and Lessee agrees to employ at its expense the number of college policemen deemed necessary by Lessors Chief of Police for the protection of persons and property. Lessor reserves the right through its duly authorized representatives to remove, or instruct the removal of, any person or persons whose behavior or decorum is objectionable and Lessee hereby waives any right, claim, or cause of action against Lessor arising from the exercise of such authority, and Lessee further agrees to indemnify Lessor and hold it harmless from any loss, expense, or claim arising therefrom.
12. Upon the request of Lessor, Lessee shall procure and maintain at its sole expense liability insurance in form and amounts satisfactory to Lessor, Lessee shall protect Lessor against all liability or claim on account of injury to person or damages to property occurring in or about the demised premises during or incident to the use thereof by Lessee.
13. Lessee shall not assign this lease or sublet the demised premises or any part thereof without Lessors prior written consent.
14. If Lessee fails to promptly remove all of its property remaining in, on or about the demised premises at the expiration of the period for which said premises are rented, Lessor may, without liability to Lessee, take possession therefore and, after reasonable notice, store same wherever it sees fit in its name or, at its option, in the name of Lessee’s sole expense.
15. In the event that the demised premises or the building wherein same are situated shall be damaged or destroyed by fire or other causality thereby rendering performance hereunder impossible or, in the sole judgement of Lessor, impracticable, or other casualty thereby rendering performance hereunder impossible or, in the sole judgement of Lessor, impracticable this agreement shall terminate and any unearned rentals shall be refunded to Lessee provided that Lessee is at that time in compliance with the terms, conditions, and covenants imposed upon it hereunder; otherwise such unearned rentals may be applied by Lessor toward the curling of any default of Lessee hereunder or retained as liquidated damages, as Lessor may elect in its sole discretion.
16. In the event that any ad valorem taxes shall be assessed against Lessor by virtue of the use of the demised premises by Lessee, Lessee hereby covenants and agrees to pay no more than $100 per performance upon demand by Lessor.
17. Lessee shall not allow or permit alcoholic beverages to be brought upon, consumed in or about the demised premises or advertisements thereof to appear in any printed program or other promotional material or displayed on campus property by it in connection with Lessees use of the premises. (Also see Attachment A)
ATTACHMENT A
GENERAL POLICIES AND PROCEDURES GOVERNING USE OF COLLEGE FACILITIES
1. The educational program has priority in the use of college facilities at all times. No contract shall be granted for use which interferes in any way with the college instructional program or activities, either daytime or evening school.
2. Request for use of facilities should be submitted to the college at least four to six weeks in advance of the proposed use. In general, applications submitted by district residents shall have precedence over those from residents of other areas. The Vice President of Business Services can issue, only after receipt of the request and the confirmation that the requested facilities are available and after final approval, a contract.
3. The contract shall be issued for specified hours and dates. The lessee shall not arrive before the time authorized and shall leave the college premises at the contract expiration time. Contracts shall be issued for use of facilities no earlier than 6:30 a.m. and no later than 11:00 p.m., except by special permission granted prior to the use date. Authorization is given for entrance to specific areas only and use of specific facilities only, within a building.
4. Key to college buildings shall be assigned only to employees of the district or colleges, and such employees shall open buildings. The use of any college property shall be under the direction of an authorized member of the college staff. This staff member may be a college police officer.
5. Smoking is prohibited inside all Mt. View College buildings. Possession, consumption, or being under the influence of alcohol or illegal drugs is prohibited on any college property. Advertising of such in any form or manner is also prohibited.
6. Responsible adults provided by the sponsoring organization should supervise youth or children’s groups.
permission from an authorized college employee.
8. Individuals or organizations using college buildings shall safeguard and care for the facilities and assume responsibility for payment of any damages resulting from their use of the facilities.
9. Materials used for decorations shall be flameproof. Lighting of matches or other flames are prohibited. Decorations must be removed and the facility left in the same condition as before the event.
10. Display materials used or distributed on campus must be approved by the college's Vice President of Business Services and must be removed immediately after the event.
11. All advertisements in connection with Lessees use of Mt. View College’s premises including, but not limited to, admission tickets, window cards, posters, radio and television announcements, and telephone solicitations are subject to prior approval of form and content by Mt. View College’s Information Services and College Relations office.
12. Contracts for use of any college facility shall be revoked when the use interferes with regular college use, when facilities are misused, or when the foregoing rules are violated. Contracts may not be renewed when revoked for misuse.
13. The Lessee shall be held responsible for any and all loss, accident, neglect, injury, or damage to person, life, or property which may be the result of, or may be caused by, the Lessees occupancy of the facilities or premises and for which the college might be held liable.
14. If for any reason Mt. View College must cancel a reservation, the lessee will not hold Mt. View or the Dallas County Community College District or any personnel of the DCCCD responsible for any damages which may be incurred as a result of the cancellation.
15. A 20% non-refundable deposit, the amount of which shall be determined by the agreed upon fee to be paid by Lessee, shall be applied toward the total amount due.
SPACE RESERVATION CONTRACT
SAMPLE
MOUNTAIN VIEW COLLEGE
DALLAS COUNTY COMMUNITY COLLEGE DISTRICT STATE OF TEXAS
COUNTY OF DALLAS
THIS AGREEMENT, by and between Mountain View College of the Dallas County Community College District, hereinafter called “Lessor” and ________________hereinafter called “Lessee”, based upon the terms and conditions hereof, the said College has Granted, and Lessee has accepted, a non-assignable right to use and occupy that portion of the facilities at Mountain View College described as ____________ with the understanding that Lessee shall have the right of ingress and egress through the halls and corridors of such building, but acquires hereby no other right in any other part of the building than the part specified.
Lessee represents that such premises are being rented for the purpose of _(reason for rental)___. Under this agreement if Lessee makes any other use thereof by which, under Lessor’s regular schedule of charges, a higher charge would be due than that agreed upon, Lessee will, upon demand, pay to the Lessor, the difference between the proper charge and the charge hereby agreed upon.
Under this agreement Lessee is entitled to use and occupy said premises on _____(Date, Time and Area) _________ _____________________________________________________________.
The Lessee agrees to pay the Lessor a total of ______and no Dollars and Zero cents ($00.00) for ________which is due and payable no later than one week prior to said event. This fee shall include a 20% non-refundable deposit. *PLEASE NOTE: IF CONTRACT AND DEPOSIT ARE NOT RECEIVED WITHIN 7 DESIGNATED CALENDAR DAYS THIS MAY RESULT IN THE EVENT BEING CANCELLED.
A certificate of liability insurance by lessee is required.
All sums of money which become payable to Lessor under the terms hereof, including the items on the attached Terms and Conditions of Lease, shall be payable without demand to MOUNTAIN VIEW COLLEGE at the following location:
Mountain View College Office of the Cashier Student Services Building 4849 West Illinois Ave Dallas, Texas 75211 214-860-8709 or 214-860-8710
ALL PROVISIONS PRINTED OR TYPED ON THE ATTACHED “TERMS AND CONDITIONS OF LEASE” INCLUDING “ATTACHEMENT A” ARE A PART OF THIS AGREEMENT.
ALL ORDINANCES AND RESOLUTIONS OF THE CITY OF DALLAS RELATING TO THE RENTAL USE, ETC. OF THE BUILDING REFERRED TO ARE A PART HEREOF.
IN TESTIMONY OF WHICH, this agreement has been executed.
Mountain View College, of the DCCCD, Lessor (Name of Group Rep), of (Organization), Lessee
BY___________________________________ BY_____________________________________ Date: _________________________________ Date:___________________________________
.
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