Operationing Guidelines

1. The Conference Center cannot be utilized for partisan political activity, political or interest group fund raisers, or any event resulting in corporate or personal financial gain.
2. Attendance at any event held in the Conference Center must be by written invitation only. Events open to the public or by general announcement are strictly prohibited, unless specifically approved by the Coordinator, Conference Center & Community Engagement.
3. Any Client reserving the center must be the same Client that will utilize the facility for the originally stated purpose.
4. One responsible person from the sponsoring organization must be present at the event from thirty (30) minutes prior, until the event is completed.
5. The Client is responsible for any and all damages to the building and its furnishings.
6. Events will be scheduled for no longer than two (2) days in length. Exceptions to this rule must be approved by the Coordinator, Conference Center & Community Engagement.
7. Shoes and shirts are required at all events.
8. No posters, charts, signs, decorations or other items are allowed to be attached to walls, doors, pillars, stairways or hung from the ceiling or light fixtures inside or upon the exterior of the Conference Center.
9. The throwing of rice, soap bubbles, silly string or confetti is not permitted inside the Center. The throwing of bird seed is only permitted outside of the Conference Center.
10. No animals are allowed inside or on the Center grounds, except those used by persons with disabilities, in accordance with College policy.
11. Davidson County Community College is not responsible for damages or injury to persons caused by a Client’s arrangement with florists, bands or musicians, rental agencies or other outside contractors.
12. Davidson County Community College is not responsible for lost or stolen items.
13. No smoking is permitted inside the Center or on college grounds.
14. The Conference Center shall operate in compliance with the Americans with Disabilities Act.
15. Davidson County Community College is not responsible for disturbances during the event from outside noise.
16. No open flames (including candles) are allowed inside or outside the DCCC Conference Center in compliance with state fire regulations.
17. In the event of severe weather, the Conference Center will make every attempt to remain open. If you intend to cancel or postpone your event due to weather conditions, please call by 7:30 a.m. on the day of your event and discuss your plans with the Coordinator, Conference Center & Community Engagement. The Conference Center will close when the College closes.
18. Parking conditions adequate to accommodate all event attendees are not guaranteed.
19. Davidson County Community College reserves the right to decline service to any organization whose purpose in utilizing the Conference Center is incompatible with the educational mission of the College.
20. Davidson County Community College has first priority to the Conference Center facilities for college purposes.

Building Rental and Fees
All events at the Conference Center must be booked through the Coordinator, Conference Center & Community Engagement by completing and submitting an Event Request Form. Event requests should be submitted at least three (3) weeks prior to the date requested. You will be notified of availability via e-mail within three business days.

A non-refundable deposit in the amount equal to 50% of the total estimated rental charges, a $200 refundable security deposit, and a signed contract are required within one (1) week of written confirmation from the Coordinator, Conference Center & Community Engagement. A confirmed reservation will automatically drop should the deposit and contract not be received within one (1) week. The balance of the total rental charges is required to be paid at least one (1) week prior to the scheduled event. We accept MasterCard, Visa, Discover, Check, or Money Order.

Room assignments are made according to the estimated number of guests. If there are changes in the number of expected guests, the Conference Center reserves the right to reassign the event to a different room, which is suitable for the number of guaranteed guests.

Base Rental Fees:

Indemnity; Insurance; Investigation of Claim:
Client shall indemnify, hold harmless and defend The College, The North Carolina Community College System, and the State of North Carolina, and all their officers, employees, and agents, from any and all claims, demands, suits, causes of action, or judgments, and including attorneys’ fees and costs caused by such actions that any person had, now has, or may have in the future against those entities or individuals arising out of or in any way connected with Client’s event that is the subject of this Agreement. This Section shall survive termination, expiration or cancellation of this Agreement.

Security
For any event held after normal business hours or extending past normal business hours, the Client is responsible for contracting security from a college approved organization (Davidson County Sheriff’s Office or DCCC Campus Security). The Client must provide the name of the officer and the contracting organization, including a copy of the written contract evidencing the engagement of such required security services, to the Coordinator, Conference Center & Community Engagement at least 1 business day prior to the scheduled event. The College approved security organizations include:

• Davidson County Sheriff’s Office – Phone 336.242.2100
• DCCC Campus Security – Phone 336.249.8186, ext. 6274

Alcohol Service Policies
The serving of alcohol on the Conference Center premises must comply with the campus policies, and all city, county and state laws governing alcoholic beverages. All alcohol must be purchased by the client. An alcohol permit must be secured and submitted 5 business days prior to the event to the Coordinator, Conference Center & Community Engagement. Alcoholic beverages can only be served for no more than 2 hours. When serving alcohol, food items must be served proportionate to attendance.

The Conference Center staff and/or catering staff reserve the right to curtail alcohol service to anyone. All guests are required to have a valid I.D. at events where alcohol is served. Unused supplies of alcohol must be removed from the Conference Center immediately after the event.

No kegs are allowed in the Conference Center; only bottles and cans are permitted. All bar and alcohol service must be discontinued 30 minutes prior to the scheduled end of all events.

Music
The Client may hire its own DJ or music group for events held outside of normal college business hours. All music must end by 11:30 p.m. DJ’s and music groups are responsible for all set-up and takedown of their equipment. All equipment must be removed from the building within 10 minutes of the scheduled end time. All music groups and DJ’s must be approved by the Coordinator, Conference Center & Community Engagement. All amplified sound must meet any applicable Davidson County noise ordinance. All music should be respectful of a college atmosphere and should be in keeping with the College’s educational mission. The college reserves the right to refuse to allow music that is vulgar, lewd or obscene.