MCCCD Administrative Regulation: 1.5 Use of College Facilities
1.5.2 Scope of Coverage of this Regulation
1.5.3 General Standards
1.5.4 Written Agreements Required
1.5.5 Insurance Requirements
1.5.6 Rent Required and Exceptions
MCCCD Vision, Mission, Values Statement
Certificate of Insurance: A Certificate of Insurance in the amount of $1,000,000.00 listing Maricopa Community College District at 2411 W. 14th St., Tempe, AZ 85282, as the additional insured is required from all outside agencies/groups holding or participating in an event at PC. The Certificate of Insurance must be received by the Phoenix College Event Services Office no later than 10 working days prior to the event.
Co-sponsored Events: All co-sponsored events must be approved at the Vice President level or higher and require the attendance and coordination of a board approved faculty or staff member for the entire time the facilities are in use. College Safety cannot unlock facilities for students. If you are a PC/MCCD employee and your department or group is co-sponsoring this event, fill out the Co-sponsored Event Approval and Facility Rental Fee Reduction/Waiver Form if you would like this event to be considered for reduced or waived facility use fees. The fee waiver request form must be turned in to the Event Services Office for processing. The group co-sponsoring the event must complete Facility Request Form and return it to the Events Services Office no later than 60 days prior to the event. Facilities and services cannot be guaranteed if this form is not completely filled out and turned in on time.
Emergencies: If the Events Coordinator is not available, please contact College Safety at ext. 57254 in the event of an emergency. They will contact the appropriate department for you.
Event Day: Arrive early and check in with College Safety and the Event Coordinator. Make sure the facilities have been prepared per your request.
Facility Walk Thru: Immediately following your event, complete a facility walk thru with the Event Coordinator. If the event coordinator is not available, make sure everything from your event has been removed and notify Campus Safety that everyone has left the campus. They will secure the facility.
Fees: A non-refundable deposit of 50% of the total facility use fee is required to secure your reservation. The remaining balance must be paid 5 working days prior to the event. Internal or co-sponsored events must provide the Event Services Office with a budget code to be charged. External agencies/organizations must pay all fees with certified funds.
Food Service: If this event requires catering service contact the PC Culinary Café at 602.285.7901 or Chartwells at 602.285.7669. If food or refreshments will be sold/served, please provide the Event Services Office with the name of the group providing food service.
Media Requests: Mike Poplin with PC Information Technology at 602.285-7441 will contact you for information regarding the equipment and/or support you will need for your event. It is imperative that PC Information Technology is notified at least one month prior to your event to ensure the availability of equipment and personnel. PC Information Technology will provide an invoice of charges assessed for equipment and personnel from their area.
PC Logos & Public Relations: To receive assistance in publicizing this event, notify Michelle Klinger at 602.285.7842. If this event is political in nature, i.e. a public official is participating or attending, it is mandatory that you contact the Marketing and Public Relations Office. To obtain a PC logo for your publications visit Marketing/PR/Design
Role of the PC Events Coordinator: The Event Coordinator is an employee of Phoenix College. The role of this position is to make sure all items requested for the event are in place, make sure the facilities are ready, make sure indicated needs are met and ensure that PC policies & procedures are followed by both parties. This person does not set up food, does not assist with decorating, and does not assume the role of co-sponsor or event planner.