Users, Eligibility and Classification
Availability of Facilities
Program Content
Available Facilities, Services and Equipment
Insurance
Personnel
Equipment and Supplies
Regulations
Conduct and Compliance
Fees
Food Services
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Statement of Purpose
As part of community functioning, the college will make available for occasional use its facilities to off-campus organizations and agencies for educational, cultural, social, civic and recreational purposes. Restrictions to that use will limit the number of participants to 500 due to college limitations such as, personnel, safety, and the College Calendar.
1.1 The College reserves the right to accept or reject any request for use of facilities and to impose additional requirements other than those named below after reviewing the request of the organization.
1.2 In the event of a dispute or controversy arises regarding the meaning, intent or interpretation of anything herein contained, the judgment of the college concerning such disputes shall be final.
Users, Eligibility and Classification
2.1 MCC and affiliated groups are those divisions, departments, offices and agencies of the college, as well as organizations and groups that are funded by the college and/or listed in the college catalog (i.e. student clubs, athletic teams, etc.) and MCC collective bargaining units. An MCC activity is any event, meeting, conference or activity which is conducted under the auspice of MCC or an MCC affiliate group in which a substantial portion of the cost or in kind services of the event is borne by the college or an MCC affiliated group.
2.2 Non-affiliated groups are all other organizations that wish to use MCC facilities for any event, meeting, conference, activity, show, fair or festival not considered an MCC activity as defined above. Non-affiliated group activities include, but are not limited to, those events, meetings, conference or activities which college faculty, staff and students may be hosting or attending, but for which the college or an MCC affiliated group is not underwriting a substantial portion of the cost. Having an individual membership in an organization, even if such membership is purchased by the college, does not alter the non-affiliated status of the group.
Availability of Facilities
3.1 All non-academic spaces are scheduled by the Office of Student Activities/College Center. A request for use of college facilities must be made in writing. VERBAL REQUESTS WILL NOT BE CONSIDERED. Written requests must be made at least ten (10) working days prior to event date and if a deposit is required, it must be made at the time of the reservation. For those facilities which are proprietary to a particular college department, the College Center Office must seek approval by the appropriate department Chair or Dean prior to any scheduling taking place.
3.2 Permission to use MCC facilities is subject to cancellation by the college at anytime for its anticipated operational or physical needs. In such cases, the college will make every effort to offer an alternate date or location on the college campus. If other facilities or dates are not acceptable, the college will not be held responsible for any cost incurred by the user.
3.3 Permission to u se college facilities when granted is provisional in nature, contingent upon receipt by the Office of Student Activities/College Center of all requested forms and documentation. In the event that the non-affiliated group does not furnish the college the necessary insurance certificate, releases or other requested material by the specified time (which is ten working days before the event unless otherwise noted), the college reserves the right to withdraw the provisional permission to use the facilities. The non-affiliated group will hold the college harmless from any action arising out of such cancellation by the college.
3.4 Final permission to use college facilities is always given in writing. No applicant should make any commitments, release any advertising or take any action committing use of college property until such official written permission is received.
3.5 Only those facilities for which permission has been granted are to be used. Permission to use college facilities includes the right to use the approved rooms, restrooms and specified entrances and exits. All other areas are excluded.
3.6 (A) The New Jersey Uniform Fire Code, which covers activities as they relate to places of assembly, requires permits from local fire authorities for certain activities. Applications for permits must be made directly to the Edison Township Bureau of Fire Prevention.
(B) The sponsoring organization shall abide by the terms of the license issued under the terms of the New Jersey Fire Code and act in accordance with all state, county and Edison Township laws and ordinances.
(C) The required license must be presented to the Office of Student Activities/College Center or the Office of the Director of Athletics at least five (5) working days prior to the event.
Program Content
4.1 The content of the program to be presented must be described in detail on the facilities reservation form. The program presented must then be as stated. Deviation from the description as shown on the facilities reservation form is not permitted and may be cause for cancellation.
Available Facilities, Services and Equipment
5.1 Various services are available through the college, including custodial, police, maintenance, audio-visual, and food service at appropriate costs.
5.2 The charges for most personnel are according to union contract.
5.3 The following are the direct rental cost for college facilities used for educational non-profit functions:
| Facilities |
Full-Day |
Half-Day |
Capacity |
| |
| College Center |
| |
| Bunker Lounge |
$270.00 |
$145.00 |
100 |
| Cafeteria A |
$270.00 |
$145.00 |
100 |
| Cafeteria B |
$270.00 |
$145.00 |
100 |
| Cafeteria C |
$270.00 |
$145.00 |
100 |
| Combined Cafeterias |
$810.00 |
$420.00 |
300 |
| A, B & C |
| * Gallery |
$95.00 |
$50.00 |
40 |
| Room 310 |
$50.00 |
$35.00 |
15 |
| Room 312 |
$50.00 |
$35.00 |
20 |
| Room 313 |
$55.00 |
$45.00 |
10 |
| Room 314 |
$50.00 |
$35.00 |
14 |
| Room 319 |
$35.00 |
$30.00 |
15 |
| Room 320 |
$50.00 |
$35.00 |
10 |
| Room 321 |
$65.00 |
$45.00 |
10 |
| Combined Rooms 319, 320 & 321 |
$110.00 |
$60.00 |
40 |
| Corral Restaurant |
$265.00 |
$145.00 |
100 |
| Performing Arts Center (Theater) |
$795.00 |
$420.00 |
438 |
| Room 100 |
$50.00 |
$35.00 |
30 |
| Room 101 |
$50.00 |
$35.00 |
30 |
| Room 102 |
$50.00 |
$35.00 |
30 |
| Combined Rooms |
$150.00 |
$105.00 |
90 |
| 100, 101 & 102 |
| Room 103 |
$50.00 |
$35.00 |
30 |
| Room 104 |
$50.00 |
$35.00 |
30 |
| Combined Rooms |
$100.00 |
$70.00 |
60 |
| 103 & 104 |
| 6 Foot Table |
$10.00 |
$10.00 |
|
| Technical Services Center |
| Room 100 Ampitheater |
$480.00 |
$250.00 |
130 |
| L’Hommedieu Hall |
| Room 205 |
$400.00 |
$225.00 |
229 |
| Ampitheater |
| ** Parking Lot |
$500.00 |
$500.00 |
|
| * Gallery = With Permission ONLY |
|
| ** Parking Lot = Need Police Service |
|
Other Facilities are available for specific fees. Please call the College Center Office at 732-906-2569.
All of the above fees are subject to change, at the discretion of the college and upon the approval of the college’s Board of Trustees.
5.4 The charges for most personnel are established by the applicable collective bargaining agreement in force at the time of the activity. To minimize personnel costs, non-affiliated groups are urged to consider carefully their needs, and especially the time and day of the activity. The college, however, reserves the right to make any and all personnel assignments it deems necessary.
Insurance
6.1 The non-affiliated group shall indemnify and save harmless the college, its officers, employees and agents from any loss, damage, liability, costs and/or expenses that may arise during or be caused in any way by use of college facilities by non-affiliated groups. Organizations must agree to indemnify and hold harmless the college against all liability and contractual claims, losses or expenses arising from scheduling or use of facility. An unaltered certificate of insurance is required with Middlesex County College named as additional insured in the Description of Operations area. This certificate MUST be submitted for approval ten working days prior to event. The college reserves the right to consider unusual requests individually and to establish insurance requirements, which it feels, is appropriate and necessary.
Personnel
7.1 Application to use facilities automatically presumes a request by the applicant for assignment of appropriate MCC personnel including security and custodial personnel. The college shall determine the number and category of MCC personnel to be assigned to a function. The sponsoring organization may not designate individuals to operate college equipment or facilities where the college determines that a level of skill is needed to perform a specific function. The written permission to use college facilities will set forth the categories of college personnel to be assigned to the function and charged to the organization using the facility.
7.2 Custodial services include opening and closing the facilities and normal clean-up. Custodians will not be required to help load or unload non-college equipment. Organizations are responsible for all overtime charges incurred during their use of college facilities. This may include, but is not limited to, wage adjustment, custodial, maintenance and security services. A deposit for services will be required at the time the reservation is made (minimum ten days prior to event).
7.3 Depending upon the nature of the event, other college personnel may be necessary. It is the responsibility of the requestor to identify needs that may require such additional personnel (i.e., audiovisual technicians to operate sound equipment or projectors, electricians to make special power hook-ups, theater technicians for theatrical lighting etc.). Such additional personnel will be provided by the college and charged to the non-affiliated group. Should the Agency request personnel not readily available through the college, it shall be the responsibility of the agency to contact and pay for these individuals. The College will make every attempt to respond to such requests in a timely manner to allow the agency as much time as possible to make their contacts.
Equipment and Supplies
8.1 Use of decorations, scenery, exhibits, banners and/or posters, bleachers, platforms and any other equipment must receive prior approval from the Office of Student Activities/College Center. No scenery, decorations, combustible materials, animals and/or materials of an unusual nature may be brought into a college building or onto the college groups without approvals. As with the personnel requests (see above), equipment provided by the college must be items readily available. Other requested items not so available are the responsibility of the agency.
Regulations
9.1 Smoking is prohibited in all campus buildings. Smoking is permitted only outside all buildings where receptacles are provided.
9.2 Eating and drinking in classrooms, lecture halls, theater or gymnasium is prohibited.
9.3 Organizations are responsible for full compliance with applicable federal, state and local statutes (i.e. ordinances concerning taxes, games of chance, firearms, etc).
9.4 All organizations will abide by all local, state and college fire and safety regulations. Emergency exits may not be blocked at any time for any reason.
9.5 Except with special permission, animals are not permitted on college property. Except for Seeing Eye dogs, animals are never permitted in college buildings without specific approval.
9.6 It is expected that the non-affiliated group representative who signed the facility reservation form will be in attendance. If for some reason this person is not in attendance, the non-affiliated group will have a designated representative “in charge” at the activity at all times. That person will be identified to the college’s representative and or the campus Police assigned to the event.
Conduct and Compliance
10.1 All non-affiliated groups must have a responsible adult representative present at all times. That person will serve as the contact person between the organization and the college, and must have authority to make decisions for and act on behalf of the non-affiliated group. To avoid confusion, the non-affiliated groups must identify to the college in writing the name, address and telephone number of the person or persons who will be “in charge,” and who will be present throughout the planning, the time of the event itself, as well as during the set-up and clean-up. At no time, under any circumstances, may an activity begin or continue without this designated person being present. Should the designated representative leave the site for any reason, the college’s representative is authorized to secure the college facility and suspend or terminate the activity as appropriate.
10.2 Non-affiliated groups sponsoring events at the college shall not in any way indicate or imply in any verbal or written statement, endorsement or sponsorship by the college of the activity. The name of the college may not be used in any way other than to indicate the location of the event. Any organization may request co-sponsorship of an event by the college.
10.3 Soliciting and selling on the college campus are prohibited unless prior arrangements have been made through the Office of Student Activities/College Center.
