Facilities Use Rental Process
Event Coordinator receives request for an event:
Time(s) – Start time and end time, determine how much time is needed for pre-event set up and post-event takedown, as well as any necessary facilities set up time
Number of expected participants
Room requirements – layout needed, audio/visual needs, etc.
Event Coordinator identifies and discusses space requirements:
Discuss space requirements/limitations/ availability as well as the college’s expectations (found in the Facility Use Agreement which can be obtained from CGCC Resource Management firstname.lastname@example.org
), and ask for the Certificate of Insurance
With a verbal “ok”, tentatively book the identified space in the 25Live system
Email copy of “Certificate of Insurance Requirements” to the renter
Send email confirmation:
An email is sent to the prospective renter including:
Ensure the Certificate of Insurance (COI) is received:
All COI’s are received & reviewed by Business Services/Resource Management for completeness before it is forwarded to risk management at District.
Complete the Facility Use Agreement (FUA):
Event Coordinator completes the FUA (contact CGCC Resource Management for the form and assistance email@example.com
Logs the rental information in the CGCC Facilities Rental Log
The rental log identifies renter name, dates on campus, spaces used, total cost, type of waiver* (see note below), date to invoice, invoice number, date invoice paid.
Email a completed Facility Use Agreement to the renter for review and signature
Obtain V.P. of Administrative Services signature
Email additional event details to the renter, including:
Public Safety for locking/unlocking the space, if necessary – 480.732.7280 (the public safety office received a rental log showing dates/times/location/renter)
Login/password information for those using the instructor station or computers in the room. Rentals have been assigned a generic log in and password that is given to each renter.
Parking details – no parking in handicapped/faculty/staff designated parking – tickets will be issued
Current process: Invoice is sent the Monday after the use agreement dates are completed or quarterly for extended rentals.