USC Lancaster
Facilities Rental Policies and Procedures
(Revised July 15, 2010)

The following are the policies and procedures for facility rental at the University of South Carolina Lancaster.  These topics will address many of the questions that are frequently asked by occupants.  With additional questions, contact:

Business Office
USC Lancaster
P O Box 889
Lancaster, SC 29721
803-313-7115 | Fax: 803-313-7032
doveta@mailbox.sc.edu

Eligibility
The University of South Carolina Lancaster facilities are generally available to University affiliated organizations, business, civic, and community organizations and, individuals.  USCL reserves the right to disallow any function which it deems unsuitable for the facility or incompatible with the university’s mission.

Requirements
The lease agreement must be signed and ½ the base rental fee paid at the time the facility is reserved.  A copy of the Permit to Occupy from the Lancaster City Fire Department must be supplied to guarantee the facility.

Reservations
A booking fee equal to ½ of the base rental fee, plus $100.00 security deposit is required to reserve a facility.  A signed lease agreement must be on file with the USCL Business Office before an event can be booked.  The balance of the rental fee must be paid in full at least ten (10) days prior to the event.  The security deposit will be refunded 30 days after the event provided excess cleanup is not required and there is no damage to the premises.   The estimated payment for additional services if any, is due on the last business day before the event.

Rental Period
All facilities are rented up to 8 hours per day.  All events must conclude and the facility vacated no later than 11:30 p.m.  An additional fee of $50.00 per half hour or fraction thereof will be added and lessee agrees to forfeiture of the Security Deposit if the premises are not vacated by 11:30 p.m.  

The 8-hour period includes load-in and load-out of materials.  Additional charges may apply if the event exceeds the 8-hour period.  The rental period is determined by the amount of time the facility is rented, not by the amount of time the facility is occupied.

Campus Security
Campus Security will be made aware of all approved facility occupancies.  The security desk is located at the front of Hubbard Hall lobby.  Security personnel will not automatically unlock and/or lock a facility without specific request to do so by the occupant.  This service is especially important after office hours and on weekends when facilities are normally locked due to classes not being held.

Billing/Damages
The estimated payment for additional services is due on the last business day before the event.  Additional, unforeseen charges will be billed following the event.  Charges will be billed to the event coordinator for any damages to the facility, equipment and/or furnishings which occur during use.  This includes tape of doors, walls and/or floors.  Additional charges will apply when excess cleanup is required- $75.00 minimum.

Cancellation/Refunds
Notification of cancellation must be made in writing thirty (30) days prior to the event.  Booking fees will be refunded if cancellation is made more than thirty (30) days prior to the event.  However, if cancellation is made within thirty (30) days or less of the event, the booking fee is non-refundable.

Liability
USCL reserves the right to inspect and control all events being held on campus.  USCL assumes no responsibility for personal property and equipment brought onto the premises or for damage or loss of any articles or merchandise left on campus prior to or following an event.  USCL is not liable for any bodily injury due to negligence of any guests during use of the facility or from failure of guests to comply with these guidelines.

Occupancy Guidelines/Fire Hazards
All occupancy and fire codes must be followed at all times.  This information can be found on the Permit to Occupy.  A  dance floor, etc., alters the occupancy capacity and may further limit the number of persons who may attend an event.  At any point in time Lancaster City Police and/or Fire Department can observe an event taking place on campus and take any action(s) necessary for the safety and well-being of persons on campus.  Please contact USC Lancaster should you have any questions regarding occupancy or fire hazards.

Cooking/Open Flames
Cooking, open flames, and candles are not permitted in any USC Lancaster facility.  This includes sternos for reheating food purposes.

Lighting
Lighting is not permitted on real or artificial trees, plants, etc.  This includes Christmas tree lights, lighted decorations, indirect spot lights, and/or any other lighting apparatus not approved by USC Lancaster.

Decorations
Decorations are permitted so long as they comply with University Guidelines as well as State Guidelines.  Decorations are only permitted within the facilities designated on the contract.  NO decorations may be pinned, taped to the fixtures or walls.  Decorations in the hallway, atrium, and at any entrance/exit are prohibited.  Those who do not comply will be asked to remove decorations and/or asked to leave the facility.  No refund of the rental fee and other charges will be issued.

Posters/Signs/Decorations
No signs, posters may be pinned or taped to fixtures, doors or walls in any of our rooms on campus.   

Alcoholic Beverages
Alcoholic beverages are only allowed to be served or consumed in the Banquet Hall in Bradley Building.    (RED WINE IS NOT ALLOWED IN THE BANQUET HALL IN BRADLEY BUILDING).  The event coordinator must show proof of licensed caterer and ABC Licensing.

Food and Beverages
Food and beverages are only allowed to be served or consumed in the Banquet Hall in Bradley Building, and Carole Ray Dowling Conference center.  Food and beverages are not permitted in lobby areas, atrium, or hallways.

Atrium/Lobby/Hallways (Bradley Building)
The use of the atrium, lobby area and hallways is prohibited, except to gain access to meeting facilities.  Rental only includes use of facilities designated on the contract.  A gift table and registration table may be permitted outside of the banquet hall.

Set Up/Change of Set-up
Set-up for an event must be in writing ten days before the event.  Additional charges may apply if set-up is not received at least ten days before the event.  Additional charges may also apply for change of agreed upon set-up within ten day of the scheduled event.

Items left from an event (rented tables, etc.) should be picked up within 48 hours.

Tobacco Use
The use of tobacco is prohibited in all USCL facilities.