EVENT SERVICES PROCEDURES MANUAL

Mission

The primary mission of the Sheridan College Event Services is to provide guests with a professional, comfortable, pleasant and efficient meeting experience. We host a variety of events and activities to suit a diverse clientele. From summer camps to private business conferences, Sheridan College is an excellent venue to host an event. Our conference staff will work diligently to provide an exceptional experience. Our office embodies the principles of integrity and diversity in an ethical and professional business environment.

FACILITIES

Sheridan College offers a variety of quality facilities in a number of different locations suitable for meetings, conferences, receptions and other events.

GENERAL GUIDELINES FOR FACILITIES

As a public institution of higher education, Northern Wyoming Community College District (NWCCD) seeks to enhance its mission of creating student success and making a difference in our community by providing comprehensive multifunctional facilities.  The facilities of NWCCD exist for use by our students, faculty, staff, and affiliated constituencies for the primary purpose of education. When space and resources allow, we are committed to making our facilities available to groups and organizations outside NWCCD.

Priority for the use of a specific facility within the context of the purpose for which that facility was designed (i.e. gym, classroom etc.), is given first as follows:

1. District academic activities.
2. District sponsored events including athletic events and student events
3. District related and co-sponsored activities.
4. External constituents.

Once student and academic requests have been scheduled, the scheduling requests will be on a first-come, first- served basis. The President may supersede scheduling priorities and maintains the right to decide which activities are appropriate to be held on NWCCD campuses.

Event Services is responsible for coordinating the use of all college facilities. All requests for the use of college facilities must be submitted to Event Services, except department requests for academic classrooms. Event services will review applications for facility usage, and within the context of the College’s mission, policies and procedures, reserves the right to grant or deny requests.

All events are subject to the following:

  • State and federal laws
  • Northern Wyoming Community College District’s rules, regulations, and policies, and
  • Guidelines of the Event Services Office

The person requesting the facilities and services must ensure that the event and patrons are in compliance with all applicable requirements. Event Services maintains the right to cancel any event not in compliance with these regulations. Further, Sheridan College reserves the right to revoke the event already in progress if there is a material omission.

Alcohol

The consumption and/or possession of alcoholic beverages on college premises in conjunction with events organized through the Event Services Office is allowed only with prior knowledge and approval of the Director of Event Services. Alcohol may only be served through arrangement with Sodexo Campus Services. No outside alcoholic beverages are allowed to be brought into any event at Sheridan College. Sheridan College requires security be present at any event serving alcohol. A minimum of one security officer per 100 guests is required. The Director of Security will determine the exact number of officers required. Security will be arranged at the time of the reservation request. Additional licenses and fees may be required.

Animals

Animals, other than those trained to assist with the disabled, are not permitted in college facilities.

Catering/Food Service

Only Sodexo Campus Services may provide food and drinks (including alcohol) for events held on the Sheridan College Campus. All space must be reserved through the Event Services office prior to booking foodservice. Sodexo Campus Services may be reached at (307)674-6446 x4105.

Cleaning Responsibilities

All organizations are required to return the reserved space to its original condition before departing. All decorative materials should be removed.

Damage and Loss

All individuals using college facilities are expected to take reasonable steps to ensure proper care of the buildings and equipment. Accidental damage, repair, and replacement costs are the responsibility of the sponsoring organization. Intentional misuse, vandalism, defacing and/or destruction of college facilities, and/or equipment will result in proper legal action that may include replacement costs.

Property of Sheridan College (i.e. furniture, paintings, displays, flags, etc.) may not be moved or removed from the facility without approval.

Decorations

Confer with the Event Services staff regarding decorations best suited for use within the facility, such as tape, staples, tacks, nails, pins, or hooks.

  • Users may not use glitter, confetti or water filled items without prior approval of the Event Services Office.
  • Decorations that might pose a fire hazard (including candles) will not be used.
  • Extension cords will not be used to provide power unless approved by the college.
  • All decorations and materials must be removed by the sponsoring organization immediately following the event.  Failure to do so will result in the items being discarded.

The client will be billed for any damage to surfaces and/or any excessive cleaning requirements (See Special Service Fees).

Donations/Collections

Only registered student organizations may request permission to set up donation sites for items such as money, canned goods, clothes, etc. in the college facilities.

Drugs

The use or possession of any illegal drug is strictly prohibited.

Equipment Usage

Equipment (audio-visual, tables, chairs, easels, etc.) will be placed in reserved spaces at the request of the individual or group reserving the space. Equipment will remain in the reserved space for the duration of the event and shall not be removed or transported from college property.

Evacuation Procedures

In the case of an evacuation, individuals are to comply with the building and/or security staff at all times. Facility users will be notified of an emergency or threat to safety by an alarm, the building staff or NWCCD Police. If necessary, the facility will be evacuated in a calm and orderly fashion. In case of evacuation, all persons are to remain outside the building until they are instructed to return by the building staff or security. Use the stairs, not the elevators, in evacuation situations.

Event Security

The college requires security for events where alcohol is present, and/or events posing a security concern, including events which are attended primarily by minors. A minimum of one Police Officer per one hundred guests is required, unless otherwise waived by the NWCCD Police Chief.  The Sheridan College Police will determine the number of officers as well as which officers are needed to adequately monitor the event. A fee of $25 per hour per officer will be charged to the client, which will be arranged through the Event Services Office.

Event Storage

Sheridan College does not offer storage facilities for equipment or decorations.

Users who need to have materials and equipment (including cakes, DJ’s etc.) delivered prior to an event must check with the Event Services staff to ensure their reserved space will be available at the time of the materials’ arrival.  The NWCCD assumes no responsibility for damage to or loss of equipment or materials left in the building or on display.

Fire Alarms/Drills

Fire alarms and all other emergency related equipment are provided for the protection of the public and users of college facilities.

Gambling

Gambling, in any form, is not permitted in college facilities.

Hallways and Stairwells

In compliance with fire and safety codes, hallways and stairwells must be free and clear of unauthorized items. An unauthorized item is defined as anything that is not a permanent fixture such as a trash receptacle. Easels, display boards, or other items are not to be stored in hallways and stairwells.

Safety/Security

For safety, security and convenience, NWCCD Police conduct periodic rounds throughout the facilities. They must be able to enter all spaces at any time. Therefore, doors to an event space must remain unlocked and free of obstruction while the event is in progress.

NWCCD Police should be notified in the event of an emergency and/or made aware of emergency situations that arise.

All persons using Sheridan College facilities are to act responsibly. Individuals who display disruptive, dangerous, or inappropriate behavior will be asked to leave.

All groups should become familiar with emergency exits and safety policies when planning an event.

Smoking

The use of all tobacco products is prohibited in and on college facilities, including all offices, leased spaces, doorways, meeting rooms, restrooms, and dining areas.  Smoking is only allowed in personal vehicles.

SCHEDULING PROCEDURES

Requests for use of District facilities and properties are considered in the following priority. Scheduling conflicts will be resolved by the appropriate Vice President of the campus the event will be held or his/her designee. Priorities may change and site specific restrictions may apply for certain facilities constructed for non-academic purposes.

Priority 1: District academic activities

Regularly scheduled credit, non-credit classes, and District-wide instructional activities, e.g., faculty meetings and District workshops. These activities require the approval of the designated division Deans and the Vice President of Academic Affairs.

Priority 2:  District sponsored events including student events and athletic events

Student programs and co-curricular activities sponsored by recognized student groups require approval from the Dean of Students, and/or Vice President.

Priority 3: District related and co-sponsored activities

Institutional events are events sponsored by the President and/or administrative departments. An events scheduler is available for consultation when necessary. The responsibility of coordinating such activities will be handled by the events scheduler.

Staff wishing to schedule any special events involving non-district participants, or use of District facilities when they are normally not open are expected to follow the same procedures as outside organizations.

Priority 4:  External constituents

Listed below are the types of Special events and activities that require the approval by the Vice President of the campus in which the event is being held or their designee. The responsibility of coordinating these activities will be handled by the events scheduler in accordance with the policy.

  1. All meetings and conferences hosted by outside organizations that have an affiliation with Northern Wyoming Community College via staff participation or membership.
  2. Meetings and conferences hosted by outside organizations not affiliated with Northern Wyoming Community College, e.g., lectures for public service information, developmental training sessions, and satellite broadcast meetings.
  3. Meetings and conferences hosted by city or state agencies, e.g., Job Fairs, Town Meetings, and youth summit activities.
  4. Activities hosted by special interest organizations.

Confirmed facility users will receive a complete meeting-planning package which will include:

  • A letter of Confirmation.
  • A General Hold Harmless Agreement.
  • The District’s Mission Statement.
  • A list of policies and regulations for facility usage.
  • A Facilities and Rates schedule.
  • Audio-Visual Services and Equipment Rate Schedule
  • Information for catering services.

EXPENSE RECOVERY COST

Uses of the facilities for special events require an expense recovery cost payment. These costs encompass fees for the following: electricity, housekeeping, and minimal security expenses. Audio-visual equipment, setup, and catering needs are additional.

A distinction is identified on the Facilities and Rate Schedule between regular business hours and weekend hours. Expense recovery cost shall be applied to all requests. Exceptions require the approval through the fee waiver form by the Vice President of the campus of the event or their designee.  A Facilities and Rate Schedule may be obtained from the events scheduler.

Special Events will not be scheduled on the following days:

  • Sundays
  • Before 7:00 a.m. or after 11:00 p.m., Monday through Friday
  • Friday through Sunday during the summer schedule.
  • When the District is officially closed.
  • All exceptions require the approval of the Vice President Administration or the President.

ELIGIBILITY FOR FACILITY USE
The following describes the criteria that are set for individuals and/or organizations to use the District Facilities:

  • Under limited circumstances, District facilities may be used by groups from outside of the NWCCD community provided that such use does not interfere with the normal activities of the institution and is in accord with District policies.
  • Those activities within the broad definitions of education, research, and public service, which the District initiates, have priority over all other uses of the institution’s physical facilities.
  • When space is available, an off-campus group may be granted the use of District facilities provided that the group agrees to observe the policies and procedures governing the use of the facilities. These policies include but are not limited to: (1) the prohibition against the serving or consumption of alcoholic beverages without advance written approval from the President; and (2) the observance of all laws prohibiting discrimination on the basis of race, color, religion, creed, ancestry, age, sexual orientation, national origin or disability.
  • The use of District facilities by off-campus groups shall not interfere with or prevent the use of the facilities for the regular instructional program or for other scheduled activities.
  • Off-campus groups using District facilities must compensate the District for the use of space, where applicable, and for all expenses resulting from the activities including support services, labor, security, conference arrangements or other related costs. At least ten days prior to the event, off-campus groups must provide proof of liability insurance coverage in a form satisfactory to the District and sign a facilities usage contract (which shall include a provision holding the District harmless from liability).
  • The events scheduler ordinarily will serve as the liaison between the District and an off-campus group. All outside groups using District facilities must designate a contact person in writing who must be on-site during the event.
  • The District may refuse the use of its facilities to off-campus groups that otherwise would be eligible, where the proposed activity would require an unreasonable amount of District supervision or service, or where there is a question concerning the safety of the participants or of District property, or where the event conflicts with the District’s mission.

RESERVATION PROCEDURES

The reservation staff will assign rooms according to the most appropriate use of the facility. The demands on the facility as well as the nature and size of the event will be considered in determining space assignments. The reservation staff will work diligently to meet each space request, however; submitting the request form does not guarantee a specified preference or even a reserved space. If only one specific space will accommodate the event, please identify that space on the reservation form. Different types of user should reserve Sheridan College facilities utilizing the reservation procedures outlined below:

Registered Student Organizations

1. Organizations should choose a time, date and location for the event/meeting prior to submitting the request to Event Services. Please have an alternate time, date and location if the first choice is not available.

2. For events outside of regular meetings, a Sheridan College Event Form for Student Organizations must be filled out and submitted to Student Activities. These forms are available from the Student Activities office.

3. An organization representative should come to the Event Services office or submit the request via email to reslife@sheridan.edu

College Departments & Organizations

1. A date, time and location should be chosen for the event/meeting prior to submitting the request to Event Services. Please have an alternate time, date and location if the first choice is not available.

2. The department or organization may email the event information to reslife@sheridan.edu or call Event Services. We encourage departments and organizations to make the reservation request via email; this ensures both parties have the request in writing.

Non-Affiliated Organizations

1. Applicants must call Event Services at (307) 674-6446 x2300 or visit the Event Services office in the Thorne Rider Commons Building.

2. For all conferences, camps, or large events, requests must be submitted at least ninety (90) days in advance.

3. Event Services will review the request for available space and conformity to college policy and will approve or deny the request.

4. Upon approval of the request, applicants must sign the appropriate contracts and return along with any required deposits.

5. Applicants wishing food or refreshments must use the official college food services as the caterer. Catering can be contacted at (307) 674-6446 x4105 or Dan Parsons (307) 672-5868.

6. Applicants must adhere to the cancellation policy within the contract.

7. The organization will be held financially responsible for any damages that occur during the event.

8. Failure to comply with Event Services and/or College policies may result in the cancellation of further reservations.

RESERVATION POLICIES

Confirmations

  • • Space assignments are confirmed on first come first served basis. The reservation staff attempts to honor customer preferences, but reserves the right to make judgments regarding the most appropriate space for an event.
  • • Event contracts are only sent to the identified contact person
  • • No event is considered definite until a signed contract and deposit is received by Event Services.
  • • No events should be announced until Event Services has provided an event contract.

Denials

The reservation staff reserves the right to deny space usage for a group or event if it is programmatically or operationally difficult to accommodate. Reservation requests may also be denied if the organization or event is in direct conflict with the college’s mission, policies or regulations (state or federal laws).

Transferring Reservations

Reservations are non-transferable. The Event Services staff will reassign any reservation space that is cancelled.

BILLING PROCESS

Customers are charged for use of facilities, equipment, and services according the fee schedules in the manual and will be handled as outlined below.

Deposit & Payments

A deposit equal to 50% of the anticipated fee is due with the signed contract for one time events. The balance is due 30 days prior to the event. For any charges incurred during the event, an invoice will be created after the event and payment is due within 30 days.

Payments may be made with check, money order or certain credit cards. Checks should be made payable to Sheridan College. Payments can be mailed or delivered to the following address:

Sheridan College

3059 Coffeen Ave.

Sheridan, WY 82801

All outstanding invoices after 90 days will result in reservation hold preventing your organization from making new reservations.

CANCELLATION POLICIES

Administrative Cancellations/Changes

In rare instances, confirmed reservations may be changed or cancelled if they are found to conflict with another function. These instances will be extremely infrequent, and the Event Services staff will work with the organization or department to provide alternative accommodations.

College Departments & Organizations Cancellations

Any group reserving meeting room space that fails to notify the Director of Event Services of a cancellation at least 24 hours in advance of the scheduled event will be charged the full amount for any expenses incurred by the Sheridan College staff to prepare for the scheduled reservation.

Non-Affiliated Organization Cancellations

Cancellations should be made in writing at least thirty (30) working days prior to event. Events cancelled less that 30 working days prior will be charged 50% of anticipated billing.