Facilities Use Reservations - Policies and Procedures

Purpose:

To ensure a smooth, safe, and efficient process for booking our college facilities for internal, co-sponsored, and external events on campus. Our Facility use is primarily for the benefit of our students and our community.

Reservation Priorities Hierarchy:

College instruction and operations

Internal events by departments and student organizations

Co-sponsored and external events

Process at a Glance:

Submit Request: Complete your request through 25Live or through our online application. This will place a temporary hold for your reserved date.

Complete Documentation: Please sign and submit the Facilities Contract Agreement along with your insurance and other required forms, per our requirements.

Approvals: Once all documentation is received, all documents are verified and approved by the delegated Administrators including the President's Cabinet Approval.

Confirmation: The Administration will review your submission and work with accounting to process your payment. Your event is now confirmed.

Key Requirements:

Notice: Submit requests at least 30 days in advance.

Contracts: All co-sponsored/external events require a signed Facilities Contract Agreement and Parking Permit Agreement.
GCCCD Facilities Use Agreement
GCCCD Parking Services Agreement
Civic Center Theatre Use Agreement (if applicable)

Insurance: All event organizers involving outside organizations must provide a Certificate of Insurance. This includes internal organizers who are inviting outside organizations, instructors, or independent contractors on-site. Requirements are evaluated on a case-by-case basis and are up to the discretion of GCCCD’s Risk Management Department. For additional inquiries, please contact our Health and Safety Specialist: Francys Ropohl, francys.ropohl@gcccd.edu

Approvals: All requests are subject to the proper approvals, including Cabinet approval. Events during campus closures, Sundays, and Holidays will require the Chancellor's Approval. Please refer to our Academic Calendar for an overview.

Any of the following characteristics must be disclosed in your application:

Charging admission
Handling funds
Bringing vendors on-site
Having paid volunteers
Bringing Minors on-site
Existing partnerships
Catering services
Alcohol services

Additional requirements may apply as determined by the district.

Need More Info?
For detailed policies, fees, cancellation procedures, and safety protocols, please refer to the full handbook. [Link to Full Handbook Coming soon!]

Contact Us:

Salma Apple, Administrative Assistant III

Facilities, Maintenance, and Operations