V909.01 Short-Term Facilities Rental
1. Policy Statement
- Valley City State University (VCSU) allows for use of campus buildings for the purposes of events outside of normal classroom and office use. Guidelines have been established to protect VCSU assets.
2. Purpose and Scope
- This policy governs the short-term lease or rental of institutional facilities for tournaments, contests, meetings, performances, and other short-term events.
- This policy applies to all University-controlled building and grounds, whether categorized as state or auxiliary facilities.
3. Definitions
Documentation of Liability Insurance
Certificate of Insurance, Certificate of Financial Liability or other document of financial insurance.
Event
An activity or occurrence that requires, or has the potential to require, campus resources and/or planning. This includes but is not limited to, large events, multiple day events, symposiums, workshops, trainings, conferences, concerts, orientations, internships/co-ops, and events that have any known or past problems, or potential risks (e.g., security needs, health and safety issues, parking requirements, etc.). Events are approved through the submission of an event approval request form.
Event Request Form
The form completed for each requested event. Completed forms are submitted to the Event Services Office for processing and approval. The decision to have a responsible party to complete a facility use agreement rests with the event coordinator.
Event Coordinator
VCSU employee(s) assigned the ongoing task of reviewing and approving/denying event request forms. Event coordinator also organizes requested campus resources.
Event Services
The office responsible for receiving, approving, and scheduling requested events. Ensures all insurance/waiver/facilities use agreement requirements are completed prior to the event. Coordinate setup requests.
Facility Use Agreement
Agreement signed by an individual or group acknowledging the use of VCSU buildings/property under described terms and conditions.
Fixed Exhibit
Posters, ribbons, banners, flags, displays, religious symbols, or signs physically placed on or within campus-owned, leased, or controlled property.
Host Facility
The location where the event is held.
Nonprofit Organization
Entity organized to achieve a purpose other than generating profit and uses its funds to achieve goals. Proof of nonprofit status may be required with reservation.
Non-Public Areas
Buildings and property of the institution that are used for the academic and operational mission of the institution or are designated as high hazard or restricted based on type of research/activity.
Non-University Group
Third party entities with no relation to the institution and no institutional financial support. Entities other than University groups and related parties.
North Dakota Century Code (NDCC)
The codification of all general and permanent law enacted since statehood.
NDUS
North Dakota University System
VCSU Safety Office
VCSU department responsible for services related to safety, risk management, and insurance.
Related Parties
VCSU-related foundations, recognized student organizations, governing councils, Student Government, Residence Life, Greek organizations, NDUS and other NDUS institutions.
Responsible Party or Event Sponsor
Sponsor, coordinator, or entity responsible for event.
SBHE
State Board of Higher Education
Short-Term Rental
A rental that is in effect for less than one year.
Small Event
An event of less than 20 people, occurring in one location and not spanning a time frame of more than one week.
University Events
Events which further the mission of the University, provide opportunities for social growth and cultural understanding, serve the recreational needs of the campus community, and are sponsored/supported by a University group.
University Property
Any University building or property owned, leased, or controlled by the institution (e.g. classroom, auditorium, residence hall, other building, outdoor area). For information related to what constitutes University property, contact the Facilities Services Office.
VCPD
Valley City Police Department
Waiver
Agreement signed by an individual or group releasing Valley City State University and the State of North Dakota from liability.
4. Policy
a. Overview
- VCSU permits the approved use of University buildings and/or property by the University community, related parties, and other individuals or groups in events that further the mission of the University, provide opportunities for social growth and cultural understanding, and serve the recreational needs of the campus community in compliance with this policy. As such, VCSU welcomes tournaments, meetings, and other events to its campus held by University, related parties, and non-University groups. University events are given precedence over the use of buildings/property by non-University or outside groups.
- Valley City State University encourages the free exchange of ideas. Individuals and entities granted use of the University property do not necessarily express the views or opinions of the University.
- To avoid conflicts in the use of space and disruption of the orderly operation of campus, and to ensure the health and safety of the campus community, VCSU does not allow setting up of any fixed structures, including but not limited to, tables, booths, or displays, or use of University property without the prior, express, written permission of the Event Services Office. Requests for approval must be submitted using the Event Approval Procedure (under Procedures) and should be made at least 14 days in advance of the event. Space is granted on a first-come, first-served basis by the appropriate facility.
*For events that will have more than 50 attendees, the event request form should be submitted no less than 60 days prior to the proposed event.
iv. VCSU reviews requests to assure they do not represent an unreasonable risk of harm, or interference to participants, other members of the campus community, or University property and operations. Event Services will work with organizations to ensure event request forms are completed and submitted appropriately and will subsequently ensure forms are reviewed for approval. Non-University groups may be required to furnish documentation of liability insurance naming the University and State as additional insured. VCSU may waive this liability insurance requirement for nonprofit groups and small events only.
v. Additionally, some campus buildings have supplemental facilities and event policies and guidelines that must be followed. When planning to lease or rent buildings/property, responsible parties should inquire if any additional policies or procedures apply.
vi. A request may be denied, and the University reserves the right to cancel or postpone any reservation or reserved use on one or more of the following grounds:
- Conflict with a pre-existing reservation or planned use of the location that would unreasonably interfere with either event; or
- Conflict with reasonable restriction on signage, display, erection of structures, sound amplification, or other aspects of the event that would unreasonably interfere with the health or safety of individuals. Protection or property, access, traffic, or the peaceful, orderly operations of the campus; or
- Inadequate notice for purposes of providing security, facilities support, or other preparations necessary for the protection of individuals, property; or
- Unforeseen circumstances that affect the public safety and/or health of the University community.
vii. VCSU collects lease or rental fees sufficient to cover expenses incurred during events and short-term rentals. With justifications, these fees may be waived by the president, a vice president, or their designee(s). Revenues from the events, and short-term rentals are to be deposited into University fund(s) that are utilized to support the facility.
b. Non-Public Areas
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Events and short-term rentals are prohibited in all non-public areas, as is any activity that interferes with academic or operational functions.
c. Building Occupancy/Hours
- For events requiring the use of space in a University building please review the procedures section of this policy for additional details. For an event, attention must be paid to the occupancy limits and general safety of the University community in the space used. Adherence to building hours is expected of people participating in events within a University building and University officials will require that event participants leave at the time of building closure.
- Additionally, some campus buildings have supplemental event policies and guidelines that must be followed.
d. Animals on Campus
- Please review VCSU policy V916.03 Animals on Campus for procedures on requesting animals for an event or approved classroom activity.
e. Guidelines for Expression and Assembly: Time, Place, and Manner
- Please reference SBHE Policy 503.1 Student Free Speech and Expression and VCSU Policy 503.01 Free Speech and Expression (see Related Information)
f. Food and Food Services
- The food and food services guidelines (see Related Information) addressed by Event Services, apply to all members of the VCSU community, related-parties, non-university groups, including visitors while on campus hosting an event.
g. Alcoholic Beverages
- According to SBHE Policy 918, alcoholic beverages are prohibited upon land or in buildings owned by Valley City State University. However, SBHE 918 gives the president (or designee) authority to approve exceptions to this policy. All exceptions are subject to applicable state and local laws and ordinances. To seek an exception, contact the President’s Office.
5. Procedures
- Event Approval
University groups, non-University groups, and related parties wanting to host an event in or on VCSU-owned property or virtual/remotely, must complete an event request form and facility use agreement, when appropriate. Academic courses, except those that require community notification, are not considered a campus event and do not need to have an event request form submitted. For VCSU-sponsored events held at off-campus locations may require proof of insurance for liability exposure related to the event and the Safety Office should be notified to obtain proper documentation. VCSU-sponsored events held at off-campus locations must be approved by the respective director or vice president and they must follow campus safety procedures. Exceptions to the published campus event guidelines may be considered through the event approval process or by the University President.
University groups, non-University groups, and related parties sponsoring an event will be responsible for the planning and execution of the event in a manner consistent with all applicable University policies and procedures. This is best accomplished by contacting Event Services in the early stages of planning for assistance in completing the event request form.
An event request form is completed by the event sponsor and submitted to Event Services for each proposed event, at least 14 days prior to the desired event date for processing and approval.
*For events that will have more than 50 attendees, the event request form should be submitted no less than 60 days prior to the proposed event.
Event Services will review the event request form and facilitate approval of all events. Event Services will provide responses and information regarding the proposed event. University events are given precedence over the use of buildings/property by non-University or outside groups.
b. Facility Use Agreements
The event request form does not replace a facility use agreement (see Related Information) between the University (one of its departments) and a responsible party sponsoring an event. The completion and submittal of the event request form does not mean that arrangements, services, or reservations will be automatically planned. Responsible parties need to make their own arrangements as they relate to reserving buildings/property, rooms, equipment, or the scheduling of services/security.
The space use/rentals governed by this policy are short-term (12 months or less). Prior to completing the facility use agreement (see Related Information), the responsible party using the building is required to submit an event request form to Event Services. Event Services will include any other facility use agreement required for the requested space. A written, signed facility use agreement must be completed for any non-University sponsored event. This agreement must be signed by all parties prior to the event.
The responsible party sponsoring an event will be responsible for all costs associated with any support (e.g., security, health & safety requirements) of the proposed event which may be necessary to enhance safety of the individuals and property throughout the campus, as required by the University.
The responsible party must comply with all guidelines established for an event by University administration and other applicable University policies and procedures. It is the responsible party’s duty to check with the host facility to determine if any additional policies or procedures apply. Failure to comply with all conditions set by policy and procedures may result in an immediate termination of the event.
To encourage consistency across campus, sample facility use agreement templates are attached to this policy (see Related Information).
c. Event/Rental Fees
- Rental fees will be sufficient to cover the institution's expenses associated with the event and will be deposited in the fund associated with the support of the leased facility.
- Non-University, nonprofit, or individuals using University facilities must compensate the University for the rental of space, where applicable, and for all expenses resulting from the activities. Total estimated charges will be determined and provided to the user prior to the date of the event(s). Actual charges will be made after the function, cleanup, and restoration of the area(s) to their original condition. Payment is due upon receipt of the invoice.
- A University representative may be required to be present at a scheduled event. For special functions, the cost for a University representative will be included in the rental charge.
- Any audio/visual equipment provided by the University will be arranged through the appropriate building manager unless already included in the room occupied. A fee may be charged for use of university audio/visual equipment.
- Space rental rates and conference fees shall be reviewed annually and are subject to change as needed.
d. Liability Insurance and Waivers
VCSU strives to mitigate potential risks and provide for well-planned, successful campus events. The Safety Office assesses the potential risk involved with, and under what conditions it is appropriate to hold events on campus. This includes reviewing events to ensure they do not represent an unreasonable risk to participants, other members of the campus community, or University property.
Non-University groups may be required to furnish documentation of liability insurance naming the University and State as additional insureds. The responsible party using the building/property must furnish documentation of liability insurance to the Safety Office/Event Services. Liability insurance covering the event is to name VCSU and the State as additional insureds with limit of liability no less than $500,000 per person and $2,000,000 per occurrence.
The Safety Office may waive the liability insurance requirement for nonprofit groups and small events only. If not a nonprofit or small event, the liability insurance may be replaced by a waiver signed by all participants, and a parent or guardian of a child participant, releasing VCSU and the State from liability. The decision to accept waivers in lieu of insurance is made by the Safety Office. It is Event Services’ responsibility to obtain and retain these documents. For additional information and/or clarification, the department should contact the Safety Office.
VCSU may require both liability insurance and waivers based on the result of a pre-event risk assessment (see Related Information). The decision to require both liability insurance and waivers is made by the Safety Office.
In consultation with the Safety Office, Event Services will provide the sponsor with the appropriate wavier form for the requested event.
e. Campus/Community Notification
Approved events may be posted to the VCSU Campus Calendar for review by interested employees and students. The responsible party must request publication on the VCSU Campus Calendar when they submit the event request form.
6. Responsibilities
Event Coordinator
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Review event request forms.
- Assist responsible party in completion of form, as needed.
- Review event information after receiving event request form.
- Gather necessary venue approvals.
- Notify applicant and appropriate campus department(s) of event approval.
- Assign appropriate fees. Deposit revenue into appropriate account.
- Create, send, and retain appropriate Facility Use Agreement(s), insurance, and/or waiver.
- Make necessary arrangements for building and building access.
Responsible Party/Event Sponsor
- Complete the event request form and submit it to the Event Services Office at least 2 weeks prior to the event.
- Provide documentation of liability insurance with event request form (if necessary) or as requested by the Event Coordinator.
- Sign Facility Use Agreement and return to Event Coordinator for review and approval.
- Sign liability waiver form and/or have participants sign waiver forms and submit them to Event Coordinator.
- Make all other necessary arrangements (parking, catering, guest internet, etc.).
- Submit events on event request form to be published on the VCSU Campus Calendar.
Safety Office
- Determine whether waivers will be accepted in lieu of insurance.
- Assess the potential risk involved and under what conditions it is appropriate to hold events on campus.
- Provide information regarding 3rd party insurance (TULIP) (when necessary).
7. Forms
8. Related Information
Sponsored by: Vice President for Business Affairs
Approved and Effective: February 2010
Revised December 2023