Facility Rental External Request

1. Fill out the online request form.
2. The Director of Event Services will notify you if the facility is available or not. If available, the Director will send you:
   • Confirmation
   • Facilities Use Agreement
   • Quote for facility rental, including any incidental fees for technology, maintenance, police, etc.
3. Payment
   • The Director will provide you the location to make payment.
   • Return the signed Facilities Use Agreement.

   • A non‐refundable deposit will be required at the time the Agreement is signed in the amount of twenty‐five percent (25%) of the Total Usage Fee up to the maximum of five‐hundred dollars ($500.00), whichever is the lesser.  The remaining balance must be received no later than fourteen (14) calendar days prior to the Event or the reservation will be cancelled and the entire deposit will be forfeited. Payments for recurring events shall be paid in full prior to the commencement of the first event.  Additional fees may be assessed post event for cleaning and/or repair.

      All payments shall be delivered to the LC Bursar’s Office, Lerma Peña Building Room 101, West End Washington Street, Laredo, Texas 78040. Payments must reflect the User name, the Confirmation Number, name of facility to be used and the rental date(s) to ensure accurate application of funds.

4. Send in all requested documents (insurance, safety plan, etc.) seven (7) days prior to the event.
5. The Director of Event Service will organize additional services (custodial services, police, IT, campus carry signage, alcohol approval, etc.) as noted in the Facilities Use Agreement.
6. The Director of Event Service will greet you on campus prior to set-up / event and will remain on campus for the duration of the event.

Please note: All requests from political entities will be referred to the Associate Vice President for Student Life & Engagement for approval before rental is scheduled.

When a scheduled meeting or event is cancelled, please contact the Office of Event Services at eventservice@laredo.edu.  Written notice of cancellation must be provided to the office of Event Service at least five (5) business days prior to a scheduled event.  If written notice is not timely given, the organization and or the sponsoring department will be responsible for any fees as stated in the Facilities Use Agreement and any exhibits attached thereto. Upon receipt of timely written notice of cancellation, the College shall refund any fees paid, but the User shall forfeit the deposit.

The College shall reserve the right to cancel at its sole discretion via Facilities Use Agreement if the space is required for College purposes with written notice to the User at least fourteen (14) calendar days prior to the Event Date. In the event of cancellation, without cause, the College shall refund the User’s deposit and any undisputed amount previously paid by the User related to the facility rental.

Neither party is responsible or liable under this agreement for any delay, failure to perform, damages, losses or destruction, or malfunction, or any other consequence thereof, caused or occasioned by causes beyond its reasonable control including, but not limited to, natural disasters, governmental actions, utility curtailments, power failures, acts of God, riots, acts of war or epidemics.

In such event, the obligation for performance or duty shall be suspended until such disability to perform is removed. Determination of Force Majeure shall rest solely with the College.  In the event of a cancellation caused by Force Majeure, the User shall have the opportunity to reschedule the Event for a future date or receive a refund of the deposit and any undisputed amount previously paid by the User.

Non-college organizations must provide the number of participants expected to attend. Unless College-sponsored, users may be required to submit a current Certificate of Insurance naming LC as an additional insured in the types and amounts, as determined by Laredo College Risk Management.  User agrees to provide any and all relevant documentation if any changes or renewals of insurance occur, and User will ensure that current proof of insurance is submitted to LC, at time of event confirmation, throughout the term of the use.

It is expected that proper care will be taken of the College facilities.  All Users agree to abide by the terms and conditions set out in these Guidelines, in addition to all Laredo College rules and regulations, policies, guidelines, and all local, state and federal laws. 

In general, the following policies and procedures apply to all College grounds and facilities use:

• Smoking, vaping and e-cigarette use is prohibited on all College grounds and/or facilities;
• Candles are not permitted;
• Thumb tacks, painters’ tape, fun tack or staples are not allowed on the walls;
• No sitting on tables or counters;
• Use of chalk is not allowed to be placed on the sidewalks;
• It is the responsibility of the group using space inside the facility to place all trash in the conveniently located receptacles and leave the room in good condition

Any group or individual causing damage to the facility shall be held financially responsible for the extent of the damage.  The sponsoring organization will be held accountable for damages.

Meeting rooms must remain in the condition they are received.  College furniture, apparatus, and/or equipment shall not be moved, removed, altered, or defaced.

Catering

Arrangements regarding catering must be made in coordination with the department(s) assigned responsibility for facilities and must adhere to all safety regulations as per Laredo College Risk Management. Additional fees may apply.

Alcohol

Alcohol may only be served at special events held in designated College facilities.  Alcoholic beverages may be served at College District functions at the specific discretion of the College President with prior notification of the information concerning the function to the Laredo College Board of Trustees (“Board”). Alcoholic beverages shall be served in compliance with state and federal laws governing sale, service, and consumption of alcohol.

(https://pol.tasb.org/PolicyOnline/PolicyDetails?key=1207&code=GDA#localTabContent)

Security

To ensure the safety of all event participants, the College reserves the right to require the presence of the College’s Police Officers at any event at the User’s expense, including those events which are likely to attract large crowds near to, or in excess of, the established room or space capacities.

Additionally, the following events shall require a College Police Officer to be present:

• Events at which an attendance of two-hundred (200) or more is expected.
• Events that charge an admittance fee and involve cash sales.
• Event that plan to serve alcoholic beverages.

Post Rental Surveys
Feedback is important for the continued improvement of the College’s rental operations; therefore, after the completion of an event, the Campus Services department will email an Event Evaluation Form to the user.

Exceptions
Any exceptions to these procedures must be approved in writing by the college president.