Number

2.1 

Policy Name

Rental and Public Use of College Facilities

Sponsor

Victoria Deaton

Custodian

Campus Operations

Effective Date

June 2012; October 31, 2022 (Revision); June 2025 (Revision)

Last Reviewed

2027-2028

Location

durhamtech.edu/policies-and-procedures/college-facilities

Citation




3.28 College-Sponsored Events
2.4 Signs, Fliers, and Bulletin Boards


Policy Statement

97ɫnical Community College’s Board of Trustees grants the President authority to permit external use of College facilities for certain community, cultural, economic development, or educational purposes. External organizations may not use College facilities for commercial gain, or partisan political activity. On at least an annual basis, the President shall report on the external use of College facilities to the Board of Trustees.

Procedure

1.  Purpose

North Carolina General Statutes (specifically GS 66-58) prohibit state agencies (including community colleges) from competing with private citizens or organizations in the delivery of goods or services. However, GS 66-58(c)(3a) and GS 66-58(c)(3d) provide exceptions to this general prohibition and enable community college boards of trustees to establish policies that permit and clarify the use of College facilities by external organizations for certain economic development purposes. 

The College encourages and supports open, vigorous, and civil debate across the full spectrum of society’s issues as they present themselves to this community.  At the same time, limitations on activities on the College’s property are necessary so that the College may fulfill its primary missions of teaching. The use of a location or designated space on campus does not represent an endorsement or support by the College of the content or viewpoints expressed by the individual or group. 

This procedure ensures the College is in compliance with appropriate North Carolina General Statutes and the North Carolina Administrative Procedure Act by delineating the situations under which an external organization can use College facilities. This procedure also applies to College Organizations and College-Sponsored Organizations. 

This procedure applies to the short-term use of all space owned, leased, operated, or controlled by 97ɫ. Free speech is central to 97ɫ’s academic mission.   

This procedure does not control long-term uses of College space, in which the user has continuous, exclusive use. Any such proposed use that lasts longer than one (1) week or should be referred to the Vice President, Chief Campus Operations Officer. 
This procedure also does not apply to scheduling of “general use academic space” (primarily classrooms and lecture halls) for 97ɫ academic purposes.  That function is handled by the Coordinator, Scheduling and Compliance, and has priority over all other uses. 

Subject to restrictions on the use of Facilities prescribed elsewhere in this procedure, the College permits assemblies and gatherings of College-sponsored, College-affiliated and non-affiliated groups.

2.  Procedure

a)  Requests

Organizations must request the use of College facilities in writing to Campus Operations. The request must include the following information: 

  1. Name of the organization requesting use; 
     
  2. Name and contact information of the individual responsible for coordinating use; 
     
  3. Date(s) of use; 
     
  4. Number of attendees;  
     
  5. Intended purposes; and 
     
  6. Additional information as requested.  
     
b)  Categorization, deadlines, forms, and routing 
  1. College and Employee Groups/Organization requests can be made using Astra, the College’s .  Additional information on procedures for these events can be found in Policy 3.28 College Sponsored Events. Requests must be made 7 business days in advance. The Vice President, Chief Campus Operations Officer or their designee will render a decision within 3 business days after it receives a request.
     

  2. College-Sponsored External Organization requests are routed to Campus Operations.  Additional information on procedures for these events can be found in Policy 3.28 College Sponsored Events. Requests must be made 7 business days in advance. The Vice President, Chief Campus Operations Officer or their designee will render a decision within 3 business days after it receives a request.
     

  3. External Groups are routed to Campus Operations and may require Vice President, Chief Campus Operations Officer approval. Requests must be made 30 business days in advance. The Vice President, Chief Operations Officer or their designee will render a decision within 10 business days after it receives a request.
     

  4. If a request is received less than 10 business days in advance of the time for which the Facility is requested the request may be honored at the discretion of the Vice President, Chief Operations Officer. 
     

3.  Consideration for use of space

Consideration for approving the use of the space will include whether the requested space is suitable for the use, and any health and safety concerns that require special precautions or arrangements.  Several factors will be considered for the proposed use including, but not limited to:

  • the purpose of the space; 
     
  • the anticipated size, including the number of attendees; 
     
  • noise likely to be generated; 
     
  • the impact on College educational activities or other essential College processes; 
     
  • the impact on vehicular and pedestrian traffic; 
     
  • adequacy and suitability of accommodations provided in the requested location; 
     
  • compliance with applicable laws and College policies and procedures; 
     
  • potential risk to the health or safety of participants, observers, or others; and 
     
  • any other factors identified in Section 2.
     

At the discretion of the Office of the Vice President, Chief Operations Officer, external groups and individuals may be required to provide evidence of financial responsibility and insurance where functions appear to carry some risk of damage to property, injury to persons, substantial costs, or constitute a Major Event. The Vice President, Chief Operations Officer and Chief of Campus Police should be consulted to assist in this assessment. 
 

A Major Event is defined as an event where:
  • Over 75 people are anticipated to attend;
     
  • The Vice President, Campus Operations Officer determines that the complexity of the event requires the involvement of more than one College administrative unit;
     
  • The Vice President, Campus Operations Officer determines that the event is likely to significantly affect campus safety and security (based on assessment from Campus Police) or significantly affects campus services;
     
  • The Vice President, Campus Operations Officer determines that the event has a substantial likelihood of interfering with other College-sponsored events, activities, or essential College processes;
     
  • The event features an elected official or candidate at the federal, state, or local government level;
     
  • The event is a dance, prom, or concert, regardless of how many attendees;
     
  • The event extends the normal operating hours for the space; or
     
  • Outdoor amplified sound is requested. 
     
Priority for use of space is as follows: 
  • General use academic space (primarily classrooms, labs, and lecture halls) for 97ɫ academic purposes. 
     
  • College Groups and Organizations (both student and employee). For example: 
     
  • Student clubs  
     
  • Employee organizations (Staff Association, Faculty Association, etc.) 
     
  • College-sponsored Groups and Organizations 
     
  • External Groups and Organizations 
     
Conduct for Use of Space 

All uses of space must be conducted under the following conditions: 

  • All activities are conducted so that campus pedestrian, bicycle, and automobile traffic are unimpeded and members of the College community not participating in the event may proceed with their normal activities. 
     
  • The activity does not block or otherwise interfere with ingress and egress into, within, and out of College buildings. 
     
  • The activity does not obstruct, disrupt, interrupt, or attempt to force the cancellation of any College-sponsored event or activity, or by users authorized to use College space. 
     
  • The activity is conducted in an orderly and peaceful manner, and groups and individuals participating in the activity shall not engage in harassing, physically abusive, threatening or intimidating conduct toward any person. 
     
  • The activity does not disrupt or interfere with classes, meetings, ceremonies, scheduled activities, educational activities, and other essential College processes. 
     
  • The activity does not interfere with or preclude a scheduled speaker from being heard. 
     
  • All activities must be conducted without sound amplification equipment unless permission for amplification is obtained from the Vice President, Chief Operations Officer or their designee. 
     
  • Banners, signs, or other materials may only be posted in designated areas. See Policy 2.4: Signs, Fliers, and Bulletin Boards.
     
  • The use of sticks, poles, or other items that could be used as weapons are prohibited. 
     
  • Groups must not leave materials unattended on a surface or vehicle to be picked up, as that is considered littering. 
     
  • The safety of members of the campus community, collectively and individually, must be protected at all times. 
     
  • The activity shall not damage College property or its grounds, including building interior and exteriors, lawns, shrubs, or trees. 
     
  • Groups and individuals participating in the activity must comply with all applicable College policies and procedures, and with applicable laws. 
     
  • Groups and individuals participating in the activity must comply with the directions of College officials when enforcing these provisions. 
     
  • Groups and individuals, including sponsoring organizations, are responsible and accountable for the cleanliness and order of all spaces following their use, including the proper disposal of trash and recycling and the arrangement of additional services as needed. Groups and individuals are expected to refrain from littering.   
     
  • The groups and/or individuals will be billed for cleanup that they do not adequately complete themselves, including cleanup of littered materials. 
     
  • Camping is not permitted on campus property.   
     
  • In order to provide a safe and secure environment for the campus community and visitors, additional security will be provided for Major Events as necessary based on a security assessment by Campus Police. The security assessment will consider objective criteria including:   
    • the number of anticipated attendees and audience
       
    • whether the proposed event involves an activity or structure that poses a risk of personal injury or damage to College property;  
       
    • the location where the event is to be held,  
       
    • time of day when the event will be held,  
       
    • number of entry and exit points,  
       
    • traffic control and parking considerations,
       
    • whether the group intends to charge admission to the event,  
       
    • any prior incidents of injury or property damage during similar events at the College or other institutions, and  
       
    • the type of event. 
       
  • If Campus Police determines that additional security is required for the Major Event the group or individual shall be responsible for paying all costs for the additional security personnel and for other security measures related to the Major Event.  Additional security for the Major Event could include extra law enforcement personnel, barricades, parking control, and other measures as specified by Campus Police based on the security assessment. 
     
  • Groups sponsoring a Major Event must adhere to any requirements established as a result of the Major Event Assessment to minimize risks to health and safety, protect free expression rights, and to lessen the impact to College operations.  These requirements will be created without regard to the content or viewpoint anticipated to be expressed at the event. 
     
  • Parking and Room Access. Event attendees who are not current students or employees must obtain a temporary visitors’ permit from the Campus Police and Public Safety office, (Building 8, Main Campus). Visitor permits must be clearly displayed inside the left front windshield of vehicles. Employees coordinating events that require parking for fifty (50) or more attendees and/or who need rooms unlocked for an event should contact the Director/Chief, Campus Police and Public Safety.
     
  • Distribution of Non-Commercial Written Information 
     

Student Organizations, Student Groups, Students, and non-College groups and individuals may distribute non-commercial written information without reserving space in any outdoor area of campus.

All groups or individuals using tables, carts, booths, or similar structures in association with the distribution of non-commercial written information will be required to reserve space under the provisions of Section 2A. 

4.  Unscheduled Outdoor Uses

Occasionally, events occur which may result in immediate and spontaneous speech or gatherings (“unscheduled use”). It is not the intent of the College to limit students’ and College employees’ right to assemble or protest when such events occur.  Unscheduled uses may occur by Student Organizations, Student Groups, Students, and College employees provided that the activity does not interfere with College activities as described in this procedure or any events or functions for which the occupied space has been reserved in advance. 

Although not required, to further the effectiveness of the unscheduled use, student organizations, student groups, students, and College employees are encouraged to contact Campus Operations and provide advance notice about the activity.  Advance notification enables the College to help ensure that the activity does not conflict with a reserved or scheduled use, to safeguard the participants’ safety, and to assist organizers in seeing that the activity does not disrupt the College’s educational activities and essential processes. 

Gatherings involving twenty-five (25) or fewer Students and/or College employees may occur at any outdoor College space without reserving space, provided that the space is not already reserved or scheduled.  However, such gatherings are still subject to all applicable College policies and procedures, including the conditions of section 2C above.  Accordingly, the College encourages all groups or individuals planning an activity involving the use of outdoor space to contact Campus Operations for the space to discuss how these provisions might apply to the activity.

In situations where a small group grows in number or is expected to grow beyond the anticipated twenty-five (25) participants, the college will assess whether additional security and safety measures are needed (See Conduct for Use of Space, section r.)
 

5.  Commercial solicitation or fundraising

Except for College-approved vendors, groups may not conduct commercial solicitation or fundraising. 

6.  Dates Not Available for Use 

Groups and individuals are not allowed to reserve or use outdoor College Space for activities on dates of College holidays, or when the College is operating under inclement weather or emergency and adverse conditions. Only College Units can reserve and use outdoor College Space for activities during reading days, or spring and fall semester final examinations. 

7.  Agreements

The College will prepare a written agreement with the organization describing the permissible uses of the facilities and the costs involved, including but not limited to utilities, Campus Police and Public Safety, Facility Services, housekeeping, IT, audio/visual support, and media services expenses. The President has the authority to waive some or all of the costs involved and has final authority to approve the request. The President can delegate this authority to appropriate administrative officers. 

The College retains the right to cancel approval of any request if College personnel discover the request was not made in good faith or if the facilities requested are needed for College functions. The College also retains the right to deny a request which could, in the view of the President, negatively impact the College or its reputation. 

College premises will be used only for the purpose stated in the application and confirmed in the written contract. Any illegal use of facilities, including, but not limited to, gambling, possession of alcohol, illegal drugs, weapons, firearms, or disorderly conduct is not permitted. In the event of such illegal activity, the College reserves the right to pursue legal action. Employees, students, visitors, and contractors are prohibited from using tobacco products at any time on college property as well as on any spaces where college-sponsored or college-related activities are held, including during non-instructional and non-service hours (Tobacco Free Campus Policy 4.4.3)  

8.  Guidelines for College-sponsored events

An activity designed and intended for students, employees, or the community is considered a College-sponsored event when it is promoted, staffed, and/or funded by a College department, office, or officially recognized student club or organization. As such, the supervisor of the sponsoring department/office or the leadership of the sponsoring student organization must be aware of and approve the activity or event. Each event must have at least one (1) individual identified as its coordinator or point of contact. The College will cooperate with 97ɫ-affiliated students, faculty, staff, and educational organizations by making its facilities available for use under the 3.28 College-Sponsored Events process. Departments or offices who wish to use on-campus space for a College-sponsored function should reserve the space using Astra, the College’s .  When completing a room request, event coordinators must allow for sufficient set up and breakdown time. A minimum of thirty (30) minutes should be added to the time requested both before and after the event’s actual start and end times. If the request includes room set-up changes that require assistance from Facility Services, an additional hour must be added before and after the actual event start and end times to allow for event furniture setup/breakdown, and event space cleaning.

Work Orders

If an event requires a room set-up change and/or additional furniture, the event coordinator should submit event details and a room diagram to the event location’s Building Coordinator via email at least seven (7) working days prior to the event. If the set-up of a room is changed, the event coordinator should ensure that the room is reset to its original arrangement (this should be indicated on the work order). Event coordinators should allow one (1) hour between scheduled events so there is sufficient time for resetting the room. Any leftover food/beverage items, supplies, and trash should be removed and disposed of appropriately by the person or group reserving the room. 

If media services or other technology support is needed, anshould be submitted as soon as the event is planned but no later than seven (7) working days prior to the event. Event coordinators should allow one (1) hour between scheduled events so there is sufficient time for resetting the room.

The Sponsor must contact Campus Police and Public safety to unlock doors prior to use and lock them after the event is over and the room is cleaned and reset.

Please refer to 3.28 College-Sponsored Events for more information. 

Helpful links to service requests for 97ɫ Groups or Individuals seeking to reserve space under this policy:

  • Event Space (including outdoor space): Schedule through the system.
     
  • Catering: Submit a to the 97ɫ Café.
     
  • Facilities Setup (incl. event setup and breakdown): Submit a work order to Facility Services at least one week in advance of the event. Contact your Building Coordinator for assistance.
     
  • Technology & Media: Submit a , at least one week in advance, for AV/Media support, guest wireless access, or additional tech needs.
     
  • Parking & Security: Contact Campus Police and Public Safety at least one week in advance for special parking, permits, or signage.
     
  • President’s Attendance: Direct requests to the Office of the President at president@durhamtech.edu.
     
Termination of Use

The College reserves the right to terminate any use of space that fails to comply with this procedure.  

If a decision is made to terminate the use of space, the group, or sponsoring organization or individual, utilizing the space is responsible for making sure that any amplification stops, an announcement is made asking the crowd to disperse, or other action is taken to end the event. 

8.  Accountability 

Groups and individuals participating in the activities, whether sponsored or not, are accountable for compliance with the provisions of this policy and procedure.  Violations may be grounds for disciplinary action.  Individuals or groups who invite non-College participants may be held accountable for such participant’s compliance with this procedure.  In addition, since non-College individuals or groups are not subject to the College’s disciplinary procedures, their failure to comply with these provisions may result in appropriate action under State or Federal law, included but not limited to trespassing an individual or group. 

Appeals of College disciplinary actions by students or employees must follow the Student Code of Conduct or Employee Handbook, whichever is applicable.

Definitions

Camping – is defined as any of the following:  

  1. The establishment of, or attempt to establish, temporary or permanent living quarters at any location on College property; 
     
  2. Sleeping outdoors on College property with or without bedding, tent, hammock, tarp, or similar device, protection, or equipment overnight (between sunset and sunrise);
     
  3. Sleeping in, on top of, or under any parked vehicle on College property; 
     
  4. Establishing or maintaining outdoors, or in or under any structure not designated for human occupancy, at any time during the day or night, a temporary or permanent place on College property for cooking, storing of personal belongings, or sleeping by setting up any bedding, sleeping bag, mattress, tent, hammock or other sleeping equipment, or by setting up any cooking equipment that has not been approved by the Vice President, Campus Operations Officer .
     

College Officials – A College employee who serves in one of the following roles: President, Chief of Staff, Vice President, or Chief of Police; for the purposes of this policy, “College Official” also refers to the roles of Executive Director or Dean. 

College Organizations – Groups such as student clubs and organizations, and employee groups such as the Staff and Faculty Associations. A student organization is one that has been chartered by the Student Government Association in accordance with the College’s Clubs, Organizations, and Activities procedure

College Sponsored – An event or activity is one that is promoted, staffed, and funded by a department, office, or officially recognized student club or organization and is designed and intended for students, employees, or the community. College-sponsored events do not include activities that are sponsored by an individual employee (e.g., a guest for a class lecture or personal employee events), nor do they include activities that are promoted, staffed, or funded by an external organization or entity.  
Harassment - Severe, pervasive, and offensive behavior that negatively affects another’s access to an educational opportunity or other College benefit. 

Long term use – proposed use that lasts longer than one (1) week of consecutive days, or one or more days for consecutive months.  

Major Event – an event where:   

  • Over 75 persons are anticipated to attend, and the attendees will include visitors and other non-college affiliated individuals;  
     
  • The Vice President, Campus Operations Officer determines that the complexity of the event requires the involvement of more than one College administrative unit; 
     
  • The Vice President, Campus Operations Officer determines that the event is likely to significantly affect campus safety and security (based on assessment from Campus Police) or significantly affects campus services; 
     
  • The Vice President, Campus Operations Officer determines that the event has a substantial likelihood of interfering with other College-sponsored events, activities, or essential college processes; 
     
  • The event features an elected official or candidate at the federal, state, or local government level; 
     
  • The event is a dance or concert; regardless of how many attendees; 
     
  • The event is anticipated to involve minors; 
     
  • The event extends the normal operating hours for the space; or
     
  • Outdoor amplified sound is requested. 
     

Officially recognized student club or organization – A student organization that has been chartered by the Student Government Association in accordance with the College’s Clubs, Organizations, and Activities procedure.

Short-term use – proposed use that lasts less than one (1) week.

Space – As it relates to public versus non-public areas: Public areas on campus include parking lots; outdoor spaces including sidewalks, pathways, and green spaces; main entrances, lobbies, and hallways in buildings to which access is not restricted by a key, key card, or College-issued ID card, or is not otherwise subject to College monitoring; lounges; and the main areas of the library (excluding rooms reserved for private use or otherwise restricted to the general public). Some areas that are normally public may sometimes temporarily be designated as non-public during certain functions and hours of operation.

All other areas of campus are generally non-public. Non-public areas on campus include areas where access is restricted by a key, key card, or College-issued ID card, or is otherwise subject to College monitoring. Non-public spaces also include areas that may be unlocked during normal operations but their use involves concerns for safety and privacy, such as classrooms, laboratories, and other areas used for research; administrative, faculty, and student offices; meeting rooms; gyms and exercise rooms; mechanical and service rooms; rooms containing specialized equipment (including the café kitchen, storage, and serving areas) or hazardous materials; and server rooms or other spaces housing hardware that supports the College’s network infrastructure and IT operations.