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.