It is the practice of the Blue Ridge Community College to make its facilities available at a reasonable cost to state agencies, businesses, non-profit organizations in the college’s service region for meetings or other events on a space available basis.
Space is not available for private, for-profit business activities.
In general, requests for space are approved if the function planned:
- does not duplicate or conflict with the College programs or the College mission;
- does not interfere with normal college operations or with public access to college buildings;
- does not violate any laws, leases or other contracts;
- the activity is compatible with the safety and security of the College community,
- suitable space is available, and
- the College can accommodate the arrangements requested.
BRCC reserves the right to impose reasonable additional conditions on specific requests to assure compliance with Commonwealth, VCCS, or college policies and regulations, and to reject an application from an organization or group that has previously misused facilities or breached an agreement.
Authority: The Vice President of Finance and Administration has the authority to establish and administer the College’s Facility Use Policy and procedures.
Availability of Facilities
What Facilities Are Available
The following College facilities are available as space permits and subject to the other terms and conditions of this policy:
- Robert E. Plecker Workforce Center
- General purpose classrooms
- Conference rooms
Scheduling the Facilities
Facilities are available Monday through Friday, from 7 a.m. until 5 p.m. Requests outside these hours may be approved on a case by case basis dependent on available staffing and will require additional fees.
Facilities are not available on legal or college holidays. Events cannot interfere with the normal operation or educational programs of the college.
Cancellations
The use of college facilities will be automatically cancelled when the college is closed for any reason, including inclement weather. Closings will be posted to the college website (www.brcc.edu) or through a BRCC Alert.
The College reserves the right to cancel a scheduled facility reservation should activities of the college require use of the space.
Organizations seeking a guaranteed venue that cannot be cancelled should seek to reserve facilities elsewhere.
If it becomes necessary for BRCC to cancel a facility reservation, the college will attempt to relocate the event to another area or to reschedule within 30 days based on availability of facilities.
The college’s mission of serving our students is BRCC’s top priority and meeting the needs of our students comes first.
Reserving Facilities
The online facilities scheduling request form must be completed and submitted to request space at BRCC. Submission of the “Facilities Request Form” acknowledges that the person requesting the facility has read BRCC’s “Facility Usage Policy” and agrees to abide by this policy and the fee structure.
An email confirmation including the request details will be sent to the requesting agency. Individual BRCC faculty and staff members do not have the authority to grant facility usage requests. Verbal reservations are not binding. Reservations should be submitted at least 30 days prior to a desired event.
Additionally, please note that BRCC has a separate policy on Expressive Activity which provides guidelines for such activities in relation to use of college facilities and the process for submitting a facility request for Expressive Activity.
Facility Terms and Conditions
General
- The event sponsor must agree to indemnify and hold BRCC harmless from any loss, damage, liability expense, claim, or demand that may arise as a result of the sponsor utilizing college facilities (state agencies are exempt from this provision). The user accepts full responsibility for the conduct and activities of all persons associated with the event and for any damage done to the structure, surrounding grounds and facility.
- An inspection of the facility will be made by BRCC before and after the event. It is expected that property and facilities shall be returned in the same condition as found. User’s property and equipment must be removed from college facilities immediately following the event.
- Sponsoring colleges, community organizations, or outside groups using BRCC facilities may not use the Blue Ridge Community College name in association with the external program to state or imply BRCC sponsorship, cooperative programming, or endorsement.
- Food and refreshments may be served in certain facilities. The user group is responsible for providing food and refreshments, cleanup, placement of trash in containers, and for repair of any damaged or soiled furniture, floors, or walls. Alcoholic beverages are prohibited on the BRCC campus.
- Any proposed signage, must be approved in advance by the College. Signage (and location of signage) should be submitted for review at least 10 days prior to the event and must be removed promptly at the end of the event.
Safety and Security
- Event sponsor and all attendees/participants at scheduled events must adhere to all BRCC policies. These policies are published in the BRCC Catalog and Student Handbook.
- Appropriate supervision for events involving children must be provided. A designated event sponsor adult must remain at the event until all minor children have been picked up by parents or guardians.
- BRCC Public Safety and Campus Police is not responsible for event security. Availability of campus police personnel is limited. Security needs are the responsibility of the facility user.
- All BRCC buildings are smoke free including covered breezeways. Smoking is permitted outside at smoking receptacle areas located a minimum of 25’ from building entrances.
- Ample parking is available around the campus. Handicap spaces are clearly marked and should be utilized only by vehicles bearing official handicapped permit designation.
Encampments
- The construction or occupation of a Camping Tent is prohibited.
- Camping Tent” means any collapsible tent or structure, typically having as its basic components a flexible material supported by a framework, designed, intended, or used as temporary shelter while camping or on recreational outdoor outings. Camping Tents may include tents known as “pup tents,” “dome tents,” “cabin tents,” “hiker tents,” and “backpacking tents.”
- A “Camping Tent” does not include a tent with all sides entirely open and where there is an unobstructed view into such tent from the outside at all angles. All other conduct provisions apply to the use of open tents. No tents are permitted on College property.
- Camping is prohibited on property owned, leased, or operated by the College, Virginia Community College System, or their foundations.
- “Camping” means the act of using any part of the property or facilities for living accommodation purposes, such as establishment of temporary or permanent living quarters, sleeping outdoors overnight or making preparations for overnight sleeping (including the laying down of bedding), storing personal belongings, using any tent, shelter, or similar structure regardless of size for sleeping; sleeping in, on, or under parked vehicles, or setting up temporary or permanent sleeping areas outdoors or in structures not designated for human occupancy.
- “Camping” does not include the use of College, VCCS, or their foundations’ property that has been wholly or partially designated as sleeping or relaxation areas; a tailgating activity in conjunction with a College, VCCS, or foundation event; or the use of temporary hammocks or lounge furniture for recreation or studying activities outdoors on College, VCCS, or foundation owned property during the hours of 6:00am to 10:30pm. Individuals on campus outside of the designated hours can be arrested and prosecuted for trespassing.
- These prohibitions shall not apply to the College, the Virginia Community College System Office, or the College or System foundations or to Non-Camping Tents erected for their use.
- These prohibitions shall not apply to federal, state, or local governments or their agencies or to Non-Camping Tents erected for their use.
Fees
- No reservation shall be confirmed until payment of any outstanding prior debts to the College, including any/all previous use fees, have been made in full.
- Facilities fee does NOT include staff support, technical support services, catering, table linens, easel pads, etc.
- A fifty (50) percent cancellation fee is charged when the organization cancels the activity within six (6) or fewer calendar days of the scheduled event. Failure to pay the cancellation fee will result in loss of future rental privileges.
- The event sponsor will be financially responsible for any damage as a result of the sponsored event and will be charged for the cost of replacement for damaged or removed property.
- Installed audio-visual equipment is included in the contract price. However, if College staff members are needed to operate A/V equipment and/or set up additional equipment, a service charge may be applied.
Cancellations and Refund Policy
The full facility use fee is refundable for cancellations made at least seven (7) calendar days prior to the scheduled event.
In the case of inclement weather or other emergency closing, the College will make every effort to accommodate rescheduling of the event. If the event cannot be rescheduled in a timely manner due to a College conflict, the full facilities fee will be refunded.
No refund will be given if the College terminates the use of facilities due to misuse or policy violation.