Use of Facilities Procedure

Last Revision Date: 6/18/2026

Related Policy: Use of Facilities Policy

Responsible Official: CFO and Vice President for Administration

 

Procedure

  1. Overview

    The procedures outlined below are designed to ensure proper scheduling of credit and continuing education course offerings and to reduce conflicts with scheduling of internal College events and community group events. The use of College facilities will be prioritized in the following manner.

    1. Use for Credit and Continuing Education Course Offerings

      In each academic term, credit and continuing education courses will be given first priority in scheduling. Room assignments will be made based on available room features, course requirements, and room capacity, and additional pre-assignments will be considered to accommodate the needs of specific instructors or courses.

      The Teaching, Learning and Student Success (TLSS) team will submit their course schedules to the Space Scheduling Analyst according to a published schedule each semester. Room assignments for courses will be determined by the 25Live optimizer software.

      The Provost and Vice President (VP) for Teaching, Learning and Student Success (TLSS) or their designee(s) will have the opportunity to submit requests for consideration of relocation of room assignments in the draft schedule to the Space Scheduling Analyst. If possible, these requests will be accommodated.

      The Space Scheduling Analyst will submit a final credit and continuing education schedule of room assignments to the Provost and VP for TLSS or their designee(s).

      For courses added outside of the published schedule for a typical semester, the TLSS team will submit their schedules to the Space Scheduling Analyst for room assignments as classes are added. Timelines for these additions will be established on an individual basis. The Space Scheduling Analyst will submit the final room assignments to the TLSS team.

    2. Use for Internal College Meetings and Events

      All internal College meetings and events must have a space reserved in 25Live. College faculty and staff must make a request for all spaces in 25Live. For best consideration, the request must be made well in advance of the meeting or event (optimally at least 10 days) to ensure that a space is approved and reserved in 25Live. Student groups wishing to request space must make their requests through the Office of Student Engagement and Wellness.

    3. Use for College Co-Sponsored Events

      An employee of the College must submit a request for approval of co-sponsorship of an event using the Co-Sponsored Event Request Form. This form will require the requester to address the criteria outlined in the definition of the Co-Sponsorship, as referenced in the Use of Facilities Policy. An approved request to co-sponsor an event applies only to the date and time of the event and not to pre-planning sessions.

      Regular instructional or programmatic delivery involving outside groups would not require a Co-sponsorship form to be submitted.

      When required, the co-sponsorship form will route to the requester's Vice President or equivalent for approval and then route to the Space Scheduling Analyst for evaluation. Here, associated costs for the facilities and technical support are generated for review, and potential risks evaluated. If there are no concerns, the Space Scheduling Analyst will forward the request for final approval to the CFO and Vice President for Administration or their designee.

      The requestor will be responsible for adhering to all conditions set forth on the Co-Sponsored Event Request Form and requesting the use of facilities in 25Live. The request will remain tentative until the event's approval, when the Space Scheduling Analyst will confirm the event and notify the requester of the approval status.

      Co-sponsored events may be scheduled up to twelve months in advance if the event takes place in non-instructional space and approved by the requesting department's Senior Leader. The College reserves the right to modify the request by offering an alternative space by giving adequate notice to the requester well before the scheduled event.

      1. Terms and Conditions

        In addition to Sections II. and III. of these procedures, the following apply:

        1. FCC Dining Services has the first right of refusal of food services provided, otherwise, food services may only be provided by licensed commercial caterers. The FCC co-sponsor is responsible for coordinating all activities before, during, and after the event and must be physically present for the entire event.
      2. Fees

        For Co-Sponsored events, facilities rental fees may be discounted or waived, and technical support fees may be waived based on schedule and/or availability of technician. If the technical support fee cannot be waived, the fee will be assessed at the current fee schedule rate. FCC co-sponsors and the partnering organizations are responsible for all other costs, including food service, and a Certificate of Liability Insurance from the partnering organization is required.

    4. Use by the Public/Community

      The Capital Planning and Project Management Office is responsible for processing all public and community use facility requests. A request must be submitted using the Use of Facilities Request Form available on the College website at least four weeks in advance for best consideration.

      The Arts Center Director is responsible for scheduling all events in the JBK Theater, Studio Theater, and the Visual and Performing Arts Center lobby in cooperation and collaboration with the Capital Planning and Project Management Office.  A request must be submitted using the Use of Facilities Request Form available on the College website at least four weeks in advance for best consideration.

      1. Terms and Conditions

        In addition to Sections II and III of these procedures, the following apply:

        1. Approval of submitted applications to use College facilities does not constitute College endorsement of views expressed or held by the using groups or individuals, and no advertisement shall indicate College support of the scheduled function. FCC reserves the right to require a disclaimer be placed on all advertisements related to the use of the facility. The disclaimer shall read: "Frederick Community College is not affiliated with and does not necessarily endorse the opinions, beliefs, statements, writing, and/or philosophies expressed by this activity or its participants."
        2. If the College or the applicant cancels a reservation for the use of College facilities with at least three (3) workdays' advance notice, a full refund will be provided to the applicant. If the applicant cancels a reservation for the use of College facilities with less than three (3) workdays' notice, a 50% refund will be provided to the applicant. If the College cancels a reservation with less than three (3) workdays' notice, a full refund will be provided to the applicant. The College is not responsible for any additional losses, expenses, or damages the applicant may sustain as a result of the cancellation.
        3. Organizations must provide, at their cost, adequate supervision of activities to ensure that good order is maintained. Frederick County fire and safety regulations shall be strictly observed during all events on campus, including the NFPA 101 Life Safety requirement for Crowd Managers.
        4. Requesting organizations assume all fiscal responsibility for damages caused to individuals and to College property during their use. Prior to final application approval, all external groups and individuals using the College facilities must present to the College a Certificate of Liability Insurance naming Frederick Community College as an additional insured in an amount deemed appropriate in the sole discretion of FCC. Governmental institutions that are self-insured may submit a letter to this effect in lieu of a Certificate of Liability Insurance.
        5. The College assumes no liability for injuries or losses, which result from the actions of such groups or individuals.
        6. The College reserves the right to revoke an applicant's application to use its facilities if the College determines that any information contained in the application is false, misleading, or a misrepresentation of the sponsor or intended activity.
        7. The use of College facilities will be automatically cancelled when the College must close due to inclement weather or other emergency conditions and the applicant will be provided a full refund.
        8. The Capital Planning and Project Management Office reserves the right to reschedule, relocate, or cancel the reservation of a public or community group due to extraordinary circumstances. Affected groups will be notified in advance when possible, in order for alternative arrangements to be made.
        9. Public/community groups shall release the College from any and all expense that may be incurred from necessary rescheduling, relocation, or cancellation of approved events.
        10. Public/community groups may not use the College facilities for events that are primarily personal, social, or celebratory in nature and that do not serve an institutional, educational, cultural, or broadly accessible public purpose. Such prohibited uses include, but are not limited to, private parties, receptions, individual milestone celebrations, invitation-only social gatherings, or events principally organized for the benefit of a single individual, family, or private group.
        11. Public/community groups may not publicize the event for which College facilities are being requested prior to receiving approval from the Capital Planning and Project Management Office.
        12. All food services are to be provided by FCC Dining Services, or licensed commercial caterers if the service cannot be provided by FCC Dining Services.
      2. Fees
        1. A fee schedule for public/community use of College facilities is established by the College's CFO and Vice President for Administration and approved by the College President.
        2. Fee schedules are available upon request from the Capital Planning and Project Management Office and are also available online.
        3. Fees will be assessed for use of College facilities for actual costs, which may include custodial, security, scheduling technician, information technology, audio/visual, and maintenance.
        4. Fees are due at least two weeks before the start of the event unless other arrangements have been made with the Capital Planning and Project Management Office.
        5. Public/community groups with past due accounts for previous events will not be approved for future events until the balance has been paid.
        6. Groups not adhering to this policy may not be approved for future events.
        7. Past due amounts may be subject to a finance charge.

    5. Other Use of Facilities Agreements

      For use of College space/facilities on an annual basis, contact the Space Scheduling Analyst at [email protected]. All agreements must be reviewed by the AVP of Operations and approved by the CFO and VP for Administration or their designee. An annual rate schedule is established by AVP of Operations in consultation with the CFO and VP for Administration.

  2. Responsibilities of Users
    1. Users of all College facilities are responsible for:
      1. Using the area designated as reserved and no other area of the College facility, except public areas (e.g., restrooms, vending areas).
      2. Using the facilities requested "as is." Users may not temporarily or permanently alter any element of any facility on campus.
      3. Notifying the Capital Planning and Project Management Office of the intent to cancel the reservation of facilities at least three (3) workdays in advance of the scheduled event.
      4. Restoring the facility used to its pre-use condition, including placing trash in the bins provided, unless other arrangements are made with the Capital Planning and Project Management Office.
      5. Adhering to all College policies and procedures, including campus parking regulations, the Weapons Policy, and the Alcohol, Tobacco, Opioid, and Other Drug Use and Awareness Policy Familiarizing themselves with the FCC emergency preparedness plans, including watching the College Emergency Preparedness Video and reading the Emergency Response Guide.
      6. Alcoholic beverages may not be served on College premises without the written approval of the President and securing the proper licensing, permitting, insurance, and meeting all local and state requirements related to usage control.
    2. The College reserves the right to display art exhibits by faculty, staff, and students as well as outside exhibitors. Art and exhibits may not be altered, covered, or removed.
    3. Users may be required to make financial restitution for any damage incurred during the event for which College facilities were reserved or for excessive trash that has been left behind and may not be permitted to book future events.

  3. Restrictions on College Facility Use
    1. For-profit groups using College facilities may not charge an admission fee for entry or charge for registration or participation.
    2. Non-profit organizations may charge a general admission fee for approved activities. Notice of intent to charge fees must appear on the Use of Facilities Request Form. The price of admission or any other form of donation or contribution must be clearly stated on all advertisements.
    3. Advance approval by the Chief of Staff and CFO and Vice President for Administration is required for the use of College facilities for fundraising for individuals or groups other than FCC students, who should refer to the Solicitation Policy. All fundraising requests must adhere to the Solicitation Policy.
    4. College facilities may not be used for activities that replicate, compete with, substitute for, or are substantially similar to any course, instructional offering, training, certification program, workshop, performance, service, or organized activity offered by the College—whether credit or non-credit, academic, workforce development, continuing education, lifelong learning, student life, athletics, or any other College unit—are prohibited unless expressly authorized in writing by the appropriate College authority. This prohibition applies regardless of whether the College offering is currently scheduled, periodically offered, or reasonably within the scope of existing or planned College programs, and includes but is not limited to instructional classes, fitness or workout sessions, rehearsals, camps, clinics, or structured training programs.
    5. All advertisements for any use of College facilities must be submitted to the Space Scheduling Analyst at [email protected] for approval prior to the use of the advertisement. The College reserves the right to revoke the applicant's approval to use its facilities if the College, in its sole discretion, disapproves of any advertisement or discovers that any non-approved advertisement has occurred.
    6. College personnel may not be refused entry to College facilities for operational oversight during scheduled events.
    7. Users of College facilities may not limit, restrict, disrupt or in any way inhibit the normal instructional programs of the College or other College activities.
    8. Users of College facilities may not tape or in any way post signage to walls, doors, or other painted surfaces. Permission must be granted by the Capital Planning and Project Management Office prior to hanging of any signage. Once permission is granted, signage must be hung as directed and removed by the user at the conclusion of the event.
    9. The College reserves the right to approve or refuse a request for the use of or access to facilities that may or may not be directly addressed in this Policy and Procedures.
    10. Sex Offender Registrants seeking to attend any College function/event or to enter any College facility are required to obtain College approval from the Chief of Campus Police and Public Safety or their designee. Sex offender registrants who are the parent or legal guardian of a student who will be participating in an event, such as commencement, program completion, sporting event, or performance, must jointly with the student seek approval from the Chief of Campus Police and Public Safety or their designee in advance prior to attending any College function/event or entering any College facilities.

    11. Use of JBK Theater, Studio (Black Box) Theater, and Visual and Performing Arts Lobby
      1. All Space requests for JBK Theater, the Studio (Black Box) Theater, and the Visual and Performing Arts Lobby are processed by the Arts Center Director in collaboration with the Capital Planning and Project Management Office.
      2. No glass, candles, confetti, sparklers, free glitter, or other unsafe or messy materials are allowed in the Theater. No real or prop weapons are allowed, and no pyrotechnics or atmospheric effects are allowed.

    12. Use of the Gymnasium
      1. Use of the gymnasium is limited to current FCC students, faculty and staff; other teams invited by Athletics and functions approved through the Use of Facilities process and College approved events.
      2. Food and beverages are prohibited in the gymnasium during athletic events, practices, open gym, and competitions or whenever the floor is not covered by protective matting. Exceptions for athletes or PE classes include clear beverages in sealed/closed plastic containers; or sports beverages already approved. Glass containers are always prohibited in the gymnasium.
      3. Non-marking athletic shoes are required by all users on the court floor. Cleats are not permitted in the gym at any time. High heels may not be worn on the court floor or adjacent team seating areas. Footwear restrictions, other than cleats, are waived if the gym floor is covered by protective matting.
      4. Hanging on the basketball rim is not permitted.
      5. Hitting, kicking, or bouncing of balls against the walls, divider curtain, or bleachers or using these surfaces as a practice surface is not permitted.
      6. The use of basketballs, volleyballs, indoor soccer balls, tennis balls and whiffle golf balls are permitted in the gymnasium.
      7. The use of tape or other adhesive materials that may come in direct contact with the finished floor surface is prohibited.
      8. The gymnasium is a shared use facility for the FCC community. All College policies and procedures apply to the intended use and care of the facility. Appropriate sanctions may apply to persons, teams or guests found to be in violation of College policies and procedures.

  4. Related Policies and Procedures