USC Lancaster
Facilities Rental Policies and Procedures
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
contact the Business Office at 803-313-7115.
Eligibility
Space on campus is
primarily designed and used for the instruction
of USCL students and university affiliated organizations.
However, these facilities are generally available
to external organizations, businesses, civic,
and community organizations; and individuals.
USC reserves the right to disallow any function
which does not meet standards established concerning
the use of the facility.
Requirements
The lease agreement must be signed and the basic
rental price paid at the time the facility
is reserved. A copy of the Permit To Occupy
from the Lancaster City Fire Department must
also be supplied to guarantee the facility.
Reservations
To verify whether
space is available, check the online
calendar. Once it is determined
to be open, contact the Business Office at 803-313-7115.
A booking fee equal to half the base rental fee, plus $75.00
security deposit, is required to reserve a facility. A written
contract will be drawn to outline all details
and additional charges associated with the rental
of the facility. A signed contract must be on
file before an event can be booked. Provided
the contractual agreement is completely met,
the booking fee will be applied toward the total
charges of the event.
Rental Period
All facilities
are rented up to 8 hours per day. All events
must conclude by 12:00 midnight. The 8-hour
period includes all load-in and load-out of
materials. Rental is determined by the amount
of time the facility is used, 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
on doors, walls and/or floors. Additional
charges will apply when excess cleanup is required.
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 in 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. Liability
for damage to the premises will be charged back
to the booking person/organization accordingly.
USCL cannot assume 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 Occupancy. Please make
a note that using additional props such as
a stage, dance floor, etc. alters the occupancy
amounts and may eliminate those persons who
are attending the event. At any point in time
Lancaster City Police and/or Fire Department
can observe any event taking place on campus
and take any action(s) necessary to implement
the safety and well-being for all persons on
campus. Please contact the facilities coordinator
should you have any questions regarding occupancy
or fire hazards that you are unclear about.
Cooking/Open
Flames
Cooking, open flames, and candles are
not permitted in any USC Lancaster facility.
Lighting
Lighting is not permitted on real
or artificial trees, plants, etc. This includes
all 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. Decorations in the hallway,
atrium, and at any entrance/exit is prohibited.
Those who do not comply will be asked to remove
decorations and/or asked to evacuate facility
and will not be eligible for a refund of any
type.
Posters/Signs/Decorations
No
signs, decorations, or posters are allowed
to be pinned or taped to the fixtures,
doors, or walls.
Alcoholic Beverages
Alcoholic
beverages are only allowed to be served or
consumed in the Multipurpose Room and Hubbard
Gallery. The event coordinator must provide proof
of licensed caterer and ABC Licensing to the
Business Office.
Food and Beverages
Food and beverages are only allowed to be served
or consumed in the Multipurpose Room and Carole
Ray Dowling Center. Food and beverages are
not permitted in lobby areas, atrium, or hallways.
All caterers must be approved prior to the
event by the facilities coordinator. Food and
other perishables are not to be left overnight
or throughout weekends in facilities, and should
be taken to the dumpster located outside each
rental space.
Atrium/Lobby/Hallways ( Bradley
Building)
The use of the atrium, lobby
area and hallways is prohibited, except to gain
access to/from meeting facilities. Rental only
includes use of facilities designated on the
contract. A gift table or registration table
may be permitted outside the multipurpose room.
Chairs, tables, artificial trees, and staging
must not be moved from Bradley Multipurpose
Room.
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 days of the scheduled
event. Routine maintenance
repair work, time for set-up
and cleaning must be considered
when planning to use space.
Notice: During
heavy set-up periods, desired
room layouts not received ten
days prior to the event cannot
be guaranteed. Requests will
be honored according to the
date and the order set-up requests
are received.
Tobacco Use
The
use of tobacco is prohibited
in, and within 25 feet of,
all USCL facilities.
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