Title: #VII-11C. Use and Rental of Institutional Facilities

Date: June 19, 2006 (Replaces version dated June 1, 2004)

Procedures outlined below are provided in accordance with WVU Board of Governors Policy #16.

Use of Institutional Facilities. The facilities of West Virginia University at Parkersburg are intended for use in the conduct of its educational programs. As such, the first priority for the use of such facilities will be to support the academic, administrative and student functions of the college.

In its aspect of service to the public and to the community, WVU at Parkersburg will also permit the use of its facilities by outside organizations as space is available and according to the regulations listed below and in Policy #16.

Requests for use of Parkersburg campus facilities by outside agencies and organizations are directed to the Dean of Corporate and Community Education. Requests for use of Jackson County Center facilities by outside agencies and organizations are directed initially to the Director of the Jackson County Center. The Dean or Director will certify that the requested activity is in keeping with policy and that appropriate space is available. The Dean of Corporate and Community Education will generate contractual agreements to reflect the projected use of facilities at either campus. Space rental is not confirmed until the contractual obligations are met.

Rental of Facilities to Outside Agencies and Organizations. In accordance with the policies of the West Virginia University Board of Governors, West Virginia University at Parkersburg may make its facilities available to the benefit of the community for any educational, training, cultural or civic purpose which does not conflict with the ongoing programs of the college. Rental of college facilities is governed by the laws of the State of West Virginia, policies of the WVU Board of Governors, and guidelines established by WVU at Parkersburg. The use of facilities under these policies is not precluded on the basis of the sponsor’s political philosophy, race, religion or creed, as long as the activities to be conducted are legal.

Priorities for the use of college facilities are listed below:

1. WVU at Parkersburg classes

2. Programs offered by WVU at Parkersburg Corporate and Community Education

3. Other WVU at Parkersburg institutional, administrative, or student activities

4. Classes offered at WVU Parkersburg by cooperating State institutions

5. Institutional or administrative activities of these cooperating institutions

6. *Non-instructional/non-administrative functions involving WVU Parkersburg personnel and associated agencies (approved by the President) (Fee may be waived.)

7. *Rentals of community service (fee may be waived)

8. *Other rentals

*Defined as outside agencies or organizations

Typically most facilities are unavailable for rental use on weekdays during the college's regular academic semesters. Long-term or repetitive rentals during this time are very unlikely.

Regulations:

1. Requests for facilities by outside agencies or organizations are initiated by completing the Facilities Utilization form, Insurance Affidavit, and Rental Contract. These forms are available upon request. These contracts must be prepared by the responsible fiscal officer of the organization making the request.

2. All rentals require that college supervisory personnel be present throughout the rental period. The cost of this supervision is in addition to the basic rental fees.

3. All rental fees are to be paid in advance or supported by the organization's purchase order to be billed within 30 days.

4. Rental contracts bind renter to legal responsibility for damages. Under no circumstances will a rental be permitted which might be expected to cause damage to any portion of the facility. Potentially damaging activities may require the issuance of a security bond.

5. Renter must provide a certificate of insurance demonstrating coverage for liability and property damage in accordance with Policy #16.

6. The concurrent sale of merchandise during the renter's use is subject to prior approval and may require provision of commission payments to the college.

7. Rental contracts bind renter to accept responsibility for adherence to applicable state legal and fire codes as well as regulations imposed by the college. Specific attention must be placed on NFPA Section 101, Chapters 9 and 31, regarding flammable decoration and scenery. No pyrotechnic devices are permitted. All temporary electrical installations must be according to applicable codes.

8. Under no circumstances is the rated seating capacity of any facility to be exceeded.

9. Renter is expected to adhere to college parking regulations.

10. The rental agreement may not be subordinated to a third party.

11. The basic rental fee does not include costs for special set-ups, staging, lighting, seating, audio/visual equipment, athletic equipment, automatic timing devices. These requests are added separately, in advance, to the rental contract.

12. College personnel assigned for supervisory purposes are not to function in any support role to the rental activity.

13. Alcoholic beverages are not permitted on college property, except as approved by WVUP administration.

14. Renter is expected to remove all decoration or other materials from college facilities by the end of the rental period.

15. Confirmation of rented facility availability is by signed contract only. Prior acknowledgement that space is available does not commit space to renter without signed contract. In extenuating circumstances, the college reserves the right to 'bump' the renter to a different space with similar capabilities.

16. Charges for custodial services for cleanup are at the discretion of the college and will be applied in advance, if deemed necessary, or added following the rental as conditions dictate.

Space and Rental Information

Room	Seating Capacity		Width x Length	Square Feet	8 hour fee
Multipurpose Room	550 w/full stage 800 without stage		64 x 100	6400	$225.00
Auditorium (Little Theatre	153 fixed seating		40 x 48	1920	175.00
Meeting Rooms 2536-2538	56 Classroom 90 Just Chairs		31 x 48	2488	100.00
Computer Lab	24 stations		26 x 36	936	250.00 plus $15/hr for lab technician
Parking lot/Outdoor Assembly	Daily/per lot				100.00
Children’s Room			33 x 34	1123	75.00
Private Dining Room			23 x 24	560	50.00
Standard Classroom	30		25 x 25	625	50.00
Student Lounge			68 x 69	4716	175.00
The rental fee is the basic rate charged to cover the cost of utilities and wear and tear. Additional charges beyond the rental fee will be added for supervision, special services, custodial services and equipment rental. The basic rental fee reflects an 8-hour rental period. Utilization beyond the initial 8 hours will be prorated as a portion of the initial cost.
Other Charges:
Table					.50/table
Chair		$100 minimum charge for tables/chairs setup			.25/chair
Large Stage					100.00
Small Stage					50.00
Hang Stage Curtains					90.00
Hang Stage Lighting					150.00
Lighting Operator					$15/hour
Supervision		Per person charge depending on event and how many supervisors needed			$20/hour
Custodial Service					$15/hour
Security Fee					$15/hour
Police Officer					$30/hour
Auditorium		Could include tables, chairs and small podium			20.00
Large Screen TV w/VCR					50.00
19” TV w/VCR					25.00
Overhead Projector					25.00
LCD Projector					150.00
Flipchart w/ markers & easel					15.00
Laptop Computer					50.00
Copies					.10/copy
Outgoing Faxes					1.00/page
Incoming Faxes					1.00/page
Sound (Microphone)					75.00
CD Player					75.00
Satellite Teleconference					Priced upon request
Corporate & Community Education
Room 100A		25	30 x 25	750	50.00
Room 100B		40	30 x 23	1020	75.00
Room 100C Computer Lab		15 stations	23 x 23	529	250.00 plus $15/hour for lab technician
Room 105 Conference Room		7 chairs at table	18 x 13.5	243	25.00
Rooms A & B combined		75	30 x 54	1620	125.00

Caperton Center	For WVUP use only (Not for Rent)
C102 Auditorium	87 fixed seating – Can accommodate 125 with seats set up in back of room
C105 Meeting Room	25 – Tables set up in a rectangle
C101A Small Conference Room	6 chairs at table
C127 College Computer Lab	24 stations. Direct mount overhead
C201 Classroom	24 seats – 2/table
C203 College Classroom	Approx. 18. Set in rectangle. Direct projector mounted overhead.
C225 High School/ College Classroom	34 seats – 2/table Direct mount projector
C231 College Classroom	24 desks
Jackson County Center
Room 107	40	38 x 20	760	50.00
Room 109	29	26 x 18	468	50.00
Room 113	18	26 x 18	468	50.00
Room 115	40	38 x 20	760	50.00
Room 204	50	26 x 28	728	50.00
Room 206	60	40 x 26	1040	50.00
Room 207	40	38 x 20	760	50.00
Room 209	50	38 x 20	760	50.00
Room 301 Computer Lab	24 stations	26 x 24	624	250.00 plus $15/hour for lab technician
Room 303 Computer Lab	24 stations	26 x 24	624	250.00 plus $15/hour for lab technician
Lobby	125 Accommodates various seating arrangements		2618	175.00