A.   GENERAL GUIDELINES

 

1.   Emmanuel College is pleased to offer the use of the John W. Swails Center Auditorium for  

      Community events.  Request for the use of the John W. Swails Center Auditorium will be   

      considered using the following: 

        a.     All college activities and functions related to the operation and promotion of the college take first priority.

b.       Community events will not be hosted if in the judgment of Emmanuel College, the event is not in harmony with the mission of Emmanuel College.  Smoking, alcoholic beverages, some types of dancing and secular music are not allowed.

c.        Booking of community events typically will not be made more than three (3) months in   advance.

d.       Emmanuel College reserves the right to cancel any booked community event within thirty (30) days of the event.

 

                2.   EC reserves the right to have a promotional booth during any hosted event.

3.   Profit organizations or individuals will not be allowed to use the auditorium for profit or    

                     business endeavors resulting in financial gain (example: photographers for sittings,  

                     cellular phones, etc.)

 

4.        Civic / church related groups and charity functions may use the facility for fundraisers for non- profit.

 

                5.    EC is not responsible for injuries to individuals or damages to or loss of personal property.

 

6.        Misplaced / Stolen Property – any property of Emmanuel College that is not in place after an  

event will be considered misplaced.  The responsible person will be contacted and given 24 hours to replace the item(s).  After such time, the property will be considered stolen and appropriate course of action will be pursed to recover the full price of the item(s) from the responsible person(s).

 

7.        All trash, containers, papers, etc. should be picked up and placed in proper receptacles

(dumpster located at loading dock at rear of auditorium) or removed from the premises (this includes auditorium, stage area, parking lots and grounds).

 

8.        After an event the responsible individual will make sure that all lights (ex. Night-lights) are 

        turned off and all doors are shut completely.

 

9.        Event participants or guests of the event are not allowed on the mezzanine level at the rear of 

       the auditorium for any reason.  This area is restricted to authorized personnel only.

 

10.     Failing to comply with these guidelines can result in additional charges and will result in

        denial for future auditorium usage.

 

 

B.   EVENT INSURANCE REQUIREMENTS

 

1.     Liability Insurance coverage is required for all events.

2.     Emmanuel College can provide coverage for $100 per event date.  This fee will be waived if the event sponsor can provide a current Certificate of Liability Insurance.

 

C.   EVENT FEE SCHEDULE / PLANNING

 

1.        The fees for use of the auditorium are determined on type of event, length of event, number of 

       attendees expected for the event.  A deposit may be required.  Deposits will be non-refundable    

       unless the college cancels the event.

 

2.        A single contract must be received for any booking to be considered confirmed.  The individual who signs the contract becomes the only point of contact for Emmanuel College for the planning, correspondence, problem resolution for the event and is held responsible for the auditorium and its contents.

 

3.        There will be an additional fee, if rehearsal is required prior to the actual event.  The hourly rate for use of auditorium will be $35.00 hour.  This rate does not include staffing fees.

 

4.        Fees are subject to be increased if requests by the event’s responsible representative change the original basis for the event fee.

 

   

D.   MUSICAL INSTRUMENTS

 

1.                    Steinway Grand Piano

a.        Only designated college personnel (student / staff) may move the piano from its box immediately prior to its use (rehearsals, performances, events) and return it to its box at the conclusion of the event.

b.       Under no circumstances may the piano be moved from the stage area.

c.        All internal and external groups or organizations will be responsible for any damages.

d.       Groups who prefer not to use the Steinway may use the Swails Center rehearsal piano or may bring their own piano, either electronic or acoustical.

e.        A rental fee of $150 is required for the use of the Steinway Grand Piano.  No fee waiver is allowed.

 

E.   PARKING

1.             Handicap parking ONLY in front of Swails Center.  Public parking is located on both east and west sides of Swails Center.

2.             Access to the public parking lots is from Westclox Circle behind the facility.  THESE LOTS CANNOT BE ACCESSED FROM THE HANDICAP PARKING LOT IN FRONT OF SWAILS.

 

F.        DAMAGE TO FACILITY

1.             At the sole discretion of Emmanuel College, damage that is found immediately after an event

that is deemed greater than normal usage will be repaired at the rate of $75.00/hr plus the cost of materials.

 

a.        Absolutely no use of duct tape on walls, doors, windows, etc.

b.       Furnishings are not to be used during an event (example: artificial greenery, benches, etc.).

 

Effective Date:  February 2000                                                                        Reviewed/Revised: November 2004