Request Facility Use

Section 1: Definitions and Restrictions

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1. College facilities are identified as all buildings and grounds owned or controlled by the college, including streets, sidewalks, parking lots, athletic fields, roadways and all other property owned or controlled by the college.
2. An event is defined as any function, meeting, gathering, workshop, or seminar attended by others regardless of size and purpose.
3. The use of college space can only be granted if such use is consistent with the mission of the college.
4. The college and its facilities shall be used only in accordance with federal, State, and local laws and shall not be used for the purpose of organizing or carrying out any unlawful activity.
5. The college and its facilities are provided primarily for the support of the regular educational functions of the college and the activities necessary for the support of these functions, which take precedence over any other activities.
6. The use of the college facilities does not include the use of staff, services or equipment unless special arrangements are made in writing in advance and may include additional fees.
7. The use of college spaces and rooms is to be used as is whenever possible. Changes to existing furniture arrangements by non-campus organizations will result in an invoice for the time required for the alternate setup and return to original state. Changes to exisiting furniture arrangements by college users for college events, may result in an invoice for the time required for the alternate setup and return to original state. The college President may waive moving expenses for college users and events at their discretion.
8. There will be no eating or drinking in the facilities unless special arrangements are made in writing in advance. The renter is responsible for maintaining cleanliness during, and clean-up after, the scheduled event.
9. All WNC facilities, as defined above, are non-smoking or vaping.
10. Non-campus organizations, groups or individuals may not solicit during the first two weeks of classes and may apply through the Events office for time to solicit.
11. The use of alcohol at any event/program hosted by and/or held on WNC property must have prior approval from the President's office. (See College Policy 1-6-1)
12. Publicity for all events scheduled in campus facilities by non-college groups and/or organizations must clearly identify the college as the location and not as an event sponsor. Use of the institutional logo must be preapproved.
13. Non-campus organizations must abide by all college policies.
14. To ensure adequate security measures are in place, security assessments by University Police Department Northern Command (UPDNC) are required for all non-classroom related events on any Western Nevada College campus that are open to any student, non-student, staff member, or the general public.
    1. If additional Public Safety staff is necessary or contracted law enforcement services required, the costs of these additional services shall be the responsibility of the sponsoring group or individual. If funding is requested from the college, approval by the Chief Financial Officer is required.
    2. Only University Police Department Northern Command has the authority to contact local law enforcement to provide these services or to schedule Public Safety staff at these events.

Section 2: Use of College Facilities by Non-College Groups

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1. Organizations eligible to use college facilities:
   1. Not-for-profit, educationally oriented associations and organizations
   2. Local, county, State and Nevada System of Higher Education system agencies and organizations
   3. Organizations that meet on campus and enhance the relationship between the college and the community or enhance the educational mission of the college
2. All non-sponsored, non-college organizations, groups, and individuals may be required to identify themselves and any products, information or materials distributed as being neither sponsored by, nor endorsed by the college. Prominent display of this disclaimer may be required to be prominently displayed at all times for the duration of the use.
3. This policy also applies to all WNC employees using college space for personal non-college sponsored events.

Section 3: Public Forums

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1. Public expression in the form of freedom of speech and advocacy may be exercised on college property at such times and places, and in such a manner as to assure orderly conduct, the least possible interference with college responsibilities as an educational institution, protection of the rights of individuals in the vicinity of college facilities, and reasonable protection of persons against practices that would make them involuntary audiences.
2. In the spirit of open discussion and freedom of expression, the college will not discourage any group from using designated college facilities or services to render an opinion as long as the college determines the time, place, and manner of presentation of the views in question. The college will not attempt to control the viewpoint of the speaker.
   1. Such activities shall be consistent with maintenance of college facilities and the free flow of persons and shall not interfere with other scheduled activities. Interference with entrances to buildings, classrooms, parking lots, offices or study areas is strictly prohibited.
   2. A request for campus use must be submitted 6 weeks prior to being on a WNC campus.
   3. Arrangements for amplified sound must be made in advance. The privilege to use amplified sound may be withdrawn if such sound interferes with academic instruction, scheduled events, normal business of the college, or the general public. No exterior sound will be provided in inclement weather.
   4. If scheduling allows, the following spaces are identified as available for public forums:
      1. Carson Campus:
         1. Exterior: Parking lot, baseball field, Rotary Plaza
         2. Interior: Marlette Hall, Carson Nugget Hall, Bristlecone Spine and Reynolds Building, room 103
      2. Fallon Campus: Art Gallery
      3. Douglas Campus: Student Lounge

Section 4: WNC Employee Sponsored Use

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1. WNC Employee sponsored use of space by non-college organizations, groups and individuals shall follow the guidelines above.
2. All notices, advertisements, literature or other communications for the event must clearly represent the event as sponsored by the non-college group and include the sponsor's contact information. Use of the institutional logo must be preapproved.
3. The on-campus sponsor must be present with the off-campus group at all times they are on campus including set-up and teardown.

Section 5: Non-College Publications

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1. Prior to display or distribution, all non-college publications must be approved by the Information and Marketing Department.
2. The on-campus distribution of non-college publications, notices, advertisements, literature or other communications must be approved by the college and is limited to approved distribution area.

Section 6: Direct Sales

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1. Direct sales are not allowed on college properties except for those agencies that have contracted with the college to do so.
2. On-campus marketing for credit cards companies is prohibited.

Section 7: Long-Term or Continued Use

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1. Long-term or continued use of WNC facilities requires a WNC lease agreement approved by Chief Financial Officer or designee(s).

Section 8: Making Arrangements

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1. The Facilities Management and Planning Department is responsible for approving, the use of all space for non-instructional events as defined above in accordance with college policy.
2. Arrangements to use designated areas must be made at least six weeks in advance of the requested date for external events and at least teen business days in advance for internal events. 
3. A signed facility use form must be on file with Western Nevada College two weeks prior to the start of an event.

Section 9: Liability Insurance

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1. The facility user shall carry commercial general liability insurance as indicated below:
   1. Commercial General Liability: (minimum limits)
   2. Each Occurrence $1,000,000
   3. Products/Completed Operations Aggregate $1,000,000
   4. Personal and Advertising Injury $1,000,000
   5. General Aggregate $2,000,000
2. The Board of Regents of the Nevada System of Higher Education must be named as an additional insured with respect to their liability arising out of the facility users activities. Events held at the Fallon campus should include Churchill County as an additional insured.
3. An Accord 25 Certification of Insurance form or a form substantially similar must be submitted to the Board of Regents of the Nevada System of Higher Education as evidence of the insurance policies and coverages required of the facility user. The certificate shall require that NSHE be given 30 days' notice of cancellation or material change in coverage.

Section 10: Rental Fees and Services

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1. Short-term rental fees do not include the use of staff, services or equipment unless special arrangements are made in writing in advance and may include additional fees. See attached WNC Facility Use Rate Structure for the fee and charge schedules.
2. Payment for room use is payable to Board of Regents.
3. Appeals and Waivers
   1. Appeals of decisions made under these guidelines may be addressed in writing to the college president.
   2. Waiver requests for facility use fees must be submitted in writing to the President with the facility use request form. The request must include the basis for the request (i.e., conducting the event/activity on the WNC campus would support or benefit the educational mission of the college by).

Section 11: Cancellations and No Shows

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1. Cancellation of a facility use contract should be made as far in advance as possible to allow other groups the opportunity to use WNC facilities.
2. Reservations canceled with less than 48 hours' notice prior to an event/meeting , or prior to any WNC activities to prepare for the event/meeting, may result in the assessment of charges to the sponsoring group.
3. A reservation that has not been canceled prior to the event will be considered a no show and the group may incur charges.

Section 12: Exceptions

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1. Any exceptions to this policy require the written approval of the college president or his/her designee(s).

Section 13: Files/Forms

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1. Facility Use Agreement Form
2. Facility Use Rates

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