Rental of College Facilities for Seminars, Meetings and Special Events

1. Policy

1. College rooms and facilities may be made available for use by community groups, industries, and organizations.
2. A rental fee plus any additional costs incurred by the College resulting from the use of the facility shall normally be charged. This rental fee may be waived or modified for special events for community volunteer/non-profit groups or special events organized by Loyalist College students; however other incremental costs to the College will be charged. Registered charities may apply for an exemption.
3. 3.1 Use of College rooms and facilities for special events shall not interfere nor compete with normal College activity.
   3.2 All activities must conform to all provincial and federal laws including the Charter of Rights and Freedoms.
   3.3 All College policies and regulations regarding smoking, fire, safety, security, and parking shall remain in force.

2. Procedure

Requests for room bookings shall be made directly to the Facilities Services Office, ext. 375.

Requests for use of College rooms or other facilities for special events shall be submitted to the Facilities Services Office through a completed Special Events Form (attached). This form must be signed by the person responsible for the event prior to occupying the room or facility and can be obtained from the Facilities Services Office by telephoning ext.375.

3. Charges

• 3.1 Charges for rental of rooms or facilities shall be in two parts.
  • 3.1.1 Basic Rental Fee – a list of basic rental fees is attached. These charges will be reviewed on an annual basis for implementation March 31st of each year and shall include a 10% administrative fee.
  • 3.1.2 Service Charge – for security, caretaking, room set-up, air conditioning, or other costs in excess or normal college operating costs.

4. Waiving of Charges

The Basic Rental Fee may be waived or modified by the Director, Facilities Services for routine rentals to community volunteer/non-profit groups who have a registered charity number. Registered charities may apply for an exemption. Waiving of the basic rental fee shall be referred to MPGX (Management Planning Group Executive ) Committee for major special events.

Facility Rental Rates

Where additional services are required over those normally scheduled, the following rates will apply:

A deposit may be required with the confirmation. Cancellations received in writing or by Fax up to 7 days prior to event date are subject to an administration charge of 10% of rental rate (max. $100). Cancellations less than 7 days prior to the event and ‘no shows’ will be billed at 50% of rental and additional service fees.