8-4: Conference Services, Facilities Rental, and Public Expression

Policy Overview

This policy provides an overview of Santa Fe Community College’s (SFCC or College) Conference Services and Special Events Office; the process for renting College facilities at owned or leased properties and the Santa Fe Higher Education Center (SFHEC); and outlines the procedures for use of College facilities for public expression.

Scope and Applicability

This policy outlines the process for External Groups to rent College facilities, provides guidelines on how to reserve and apply for Collaborative Use of SFCC facilities, and lists SFCC’s priorities for Collaborative Use requests. This policy covers all property owned or leased by the College including the SFHEC. This policy applies to individuals and groups seeking to use SFCC facilities, including nonprofit organizations, businesses, government entities, and community members. The following are exempt from this policy: Registered Student Organizations, SFCC Foundation, College leasing partners.

Policy Statement

The purpose of SFCC’s facilities is to support the educational mission of the College. SFCC and the SFHEC strive to serve as recognized and valued community resources, with open campuses that welcome visitors and their requests to utilize space and to explore programs and facilities.

Definitions

1. Collaborative Use for the purpose of this policy, is when SFCC provides College-owned or -leased property free or at a discounted rate to an individual, neighborhood association, organization or entity that helps support the College’s mission and public service priorities.
2. College Facilities/Property/Space are interior or exterior space, grounds, or property that are leased or owned by SFCC including buildings, classrooms, laboratories, conference rooms, hallways, meeting rooms, parking lots, outdoor areas, tennis courts, ropes course, etc.
3. Community Partners are organizations that provide services that build support for the community through collaborative work.
4. External Groups are: a.) Nonprofit organizations that don’t operate for a profit and are considered tax exempt based on a 501(c)3 status; b.) Corporate or business organizations that primarily exist to make a profit by buying and selling goods and services; c.) Government: an administrative unit of any local, state or national government agency; d.) Community Partners: an organization that provides services that build support for the community through collaborative work; or e.) Political activity or organizations that seek involvement in governmental or public affairs.
5. Political Activities include, but are not limited to voting, seeking signatures on petitions or union cards, or campaigning for candidates.
6. Registered Student Club or Organization is a College-sponsored group that provides students the opportunity to share interests in academic or extracurricular activities. Involvement in clubs and organizations supports student retention and encourages engagement on and off campus. Students interact with peers and campus community members to pursue these interests and develop lifelong skills. Requirements for becoming a Registered Club or Organization: 1. Must be comprised of seven or more students who are registered in at least one credit hour (audit or credit), 2. Must have a sponsor who is a part- or full-time SFCC faculty or staff member. 3. Officers and advisers must attend orientation, and 4. Must comply with SFCC policies and procedures. In addition, a Registered Club: 1. Must submit an application with the Office of Student Development, and 2. Is eligible for funding from the Student Government Association. A Registered Student Organization is not eligible for funding through the Student Government Association unless they choose to become a Registered Student Club.

Policy Process

1. Conference Services.
   1. Because unregulated use of facilities has the potential to disrupt the College’s learning environment, all requests for use of SFCC facilities must be submitted to the Conference Services Office in the Marketing and Public Relations Department.
   2. Facilities Rental
      1. SFCC academics and student activities receive top priority in use of College property.
      2. The College will prioritize approval of requests for activities and events that are consistent with SFCC’s Mission, Vision and Goals.
      3. Alcohol is not allowed on campus unless expressly approved by the President (SFCC Policy 4-17 Drug-Free Workplace and Campus).
      4. All External Groups that use College property must assume their own liability and must maintain liability insurance throughout the period of use in an amount of at least one million dollars ($1,000,000) for bodily injury liability arising out of each occurrence and in an amount of at least one million dollars ($1,000,000) for property damage liability arising out of each occurrence.
         1. The College its officers, employees, and agents shall be listed as insured under the policy.
         2. At least 48 hours prior to the date of use, the user shall provide to the College a certificate of insurance verifying the existence of the necessary liability coverage.
      5. The Conference Services Office will communicate approval or rejection of the request to the applicant.
      6. All approved entities must designate one person who is responsible for ensuring that College policies are followed and who will be present for the duration of the event.
      7. The College may charge a fee to cover costs (custodial, labor, security, after-hours events, information technology equipment, media services, etc.).
      8. Facilities rental rate schedules and fees are maintained by the Conference Services Office and posted on the Conference Services web page.
      9. Arrangements for payment of fees must be made at least 48 hours prior to the date of use.
      10. In certain circumstances the College may require a deposit.
      11. The College may seek compensatory reimbursement where appropriate (e.g., in the case of damages or unanticipated expenses).
      12. All users must be in compliance with College policies as well as local, state, and federal laws and regulations.
      13. The President shall review requests as needed and has final authority on approval.
      14. SFCC reserves the right to move or reschedule approved events to meet College needs and will notify the applicant in a timely manner.
      15. Any entity with a delinquent debt to the College is not eligible to rent facilities.
      16. All users who include catering in their rental on Main Campus should first contact SFCC’s Food Services Office or the Culinary Arts Program; exceptions must be approved by the Vice President of Finance/Chief Financial Officer or designee (SFCC Policy 6-14 Catering on Campus).
   3. Nothing in this policy will preclude the College from entering into Joint Powers Agreements or other similar reciprocal arrangements with External Groups that allow such External Groups defined use of College facilities in exchange for in-kind donations or services.
   4. Filming on College Property.
      1. External Groups who wish to film on College property must submit a request to Conference Services and sign a Location Agreement.
      2. Anyone who comes to film on College property must have a current Certificate of Liability Insurance that names SFCC as a beneficiary.
   5. Collaborative Use of College Facilities.
      1. SFCC will at times provide partners and External Groups complimentary or discounted rates for the use of College facilities and grounds to host meetings, activities, and special events.
      2. The College receives a high number of requests for free or discounted rates and must weigh these requests against its educational and public service mission.
      3. The College welcomes Collaborative Use requests based on these priorities:
         1. Educational Merit
         2. Community Service
         3. Social Responsibility
         4. Sustainability
         5. Health and Safety
         6. Diversity
      4. The College will accommodate Collaborative Use requests when:
         1. The College is open.
         2. Space is available.
         3. The event does not negatively impact the delivery of educational services or offer courses or programs that compete with the College’s.
         4. The event does not present any risk that could negatively impact students, employees, finances, equipment, grounds, or operations.
         5. SFCC’s support of the event is consistent with New Mexico anti-donation laws.
         6. The organization is one of SFCC’s partners or one that supports College programs or services.
      5. All persons requesting Collaborative Use of College property must submit a Collaborative Use of College Property Application Form to the Conference Services Office.
      6. Scheduling of Collaborative Use requests will take place after academic, continuing education, and contract training classes and activities have been scheduled.
      7. Requests are processed on a first-come, first-served basis.
      8. When there are multiple requests for the same facility at the same time, these priorities will guide the decision on which request is approved:
         1. Academics and Student Activities
         2. Student Services
         3. Institutional Support Services
         4. SFCC Library
         5. SFCC Foundation
      9. Upon receipt of the request form, the Conference Services Office will contact the appropriate departments, offices, and programs for approval to avoid interrupting instruction and scheduling conflicts and to ensure that there are sufficient resources to accommodate the request (budget, operations, custodial, security, technical, audio visual, employees, etc.).
      10. The Conference Services Office may refer approval to the Executive Team when appropriate (e.g., when the event/activity has campus-wide implications).
      11. Executive Team members shall share approved Collaborative Use requests from their departments, programs, and offices at their regular meetings.
2. Public Expression on College Property.
   1. As a publicly funded institution, SFCC complies with state law, specifically New Mexico State Statute 30-20-13(D): “No person shall willfully interfere with the educational process of any public or private school by committing, threatening to commit, or inciting others to commit any act which would disrupt, impair, interfere with, or obstruct the lawful mission, processes, procedures, or functions of a public or private school.”
   2. External Groups who wish to engage in political activities or public expression on campus must:
      1. Submit a request to the Executive Director of Marketing and Public Relations,
      2. Conduct their activity in the location designated by the Executive Director of Marketing and Public Relations, and
      3. Be in compliance with College policies as well as local, state, and federal laws and regulations.
   3. The College may limit an entity’s request for public expression to once per semester.
3. Consequences of Non-compliance.
   1. Any entity that does not comply with this policy may be refused future opportunities to use College facilities.

Statement of Accountability and Responsibility

The President, through the Executive Director of Marketing and Public Relations and the Marketing and Public Relations Department, shall be responsible for enforcing policies and procedures related to conference services, facilities rental, and public expression. The Marketing and Public Relations Department shall work with the different departments and offices to comply with this policy and to develop procedures that will enforce this policy regarding awareness, prevention, and remediation.

Authority

NMSA (Unannotated) > CHAPTER 30 Criminal Offenses >ARTICLE 20 Crimes Against Public Peace > 30-20-13. Interference with members of staff, public officials or the general public; trespass; damage to property; misdemeanors; penalties. (1981)
SFCC Policy 4-17 Drug-Free Workplace and Campus
SFCC Policy 6-14 Catering on Campus
SFCC Conference Services Lease Agreement or Contract

APPROVAL

Governing Board approved: 2/28/2024