Facility Rentals

Here are essential steps to securing your facility space:

1. Fill out the online request form.
2. The college coordinator will notify you if the facility is available or not. If available, the coordinator will send you:
   1. A confirmation number
   2. Facilities Use Agreement
   3. Quote for facility rental, including any incidental fees for technology, maintenance, police, etc.
3. Payment Process
   1. The coordinator will provide the link to our online payment system.
   2. You need to return the signed Facilities Use Agreement.
   3. The Facilities Use Agreement is not official until the deposit is received.
      
      1. When you sign the contract, a non-refundable deposit of 25% of the total usage fee (max $500) is required.
      2. If the remaining balance is not paid prior to seven calendar days before the day of the event, you lose the deposit and the reservation(s) is/are canceled.
      3. For recurring events, payments must be paid in full before the commencement of the first event date.
4. Send in all requested documents (insurance, safety plan, etc.) seven days before the event.
5. As noted in the Facilities Use Agreement, the coordinator will organize the additional services (custodial services, police, IT, campus carry signage, alcohol approval, etc.)
6. Before the event set-up, the coordinator will greet you and will remain on campus for the duration of the event.

Note: All requests from political entities will be referred to the Vice Chancellor, External Relations for approval before rental is scheduled.

We reserve the right to cancel any event scheduled by a community member or group if the scheduled facility is needed for a College program, bad weather, or an emergency or extenuating circumstance.

• If canceled by the College, the deposit and / or full payment will be returned.
• The College will provide the user 14 calendar days’ notice of cancellation unless the cancellation is due to unsafe weather or an unforeseen event beyond the College’s control.
• If canceled by the user within 30 calendar days of the event and the event was already paid in full, the payment will be refunded (less the deposit).
• If you cancel your event within seven calendar days of the scheduled date, all payments will be forfeited. However, the College will make every effort to reschedule the event if space is available. The rescheduled event must take place within six months of the original event date and at a mutually agreed-upon date and time.
• If a recurring event is canceled within the time frames noted above, a prorated refund will be issued.

Renters must provide the College with proof of appropriate liability insurance before their scheduled event, even if rental fees have been waived or the College is co-sponsoring the event. Proof of insurance must be submitted to the Campus Services department at the time of payment and no later than 30 days before the event. The insurance coverage period must include the entire rental period.

Note: Any event that utilizes an outside caterer must provide proof of commercial liability insurance for the caterer.

The Renter shall carry general public liability insurance for the duration of the rental term. All policies should be written as occurrence-based.

1. General Liability: $1,000,000. CSL
2. Automobile Liability: $500,000 each person
   1. Bodily Injury: $1,000,000. CSL
   2. Property Damage: $1,000,000. CSL
3. Workers’ Compensation: Required only if Renter is using employees (non third-party contractors) to work during the rental event.
   1. Part A: Statutory
   2. Part B:
      1. $500,000. In the aggregate
      2. $500,000. Each Person
      3. $500,000. Each person for occupational disease.
4. Endorsements

The following endorsements and other stated information is required on the original certificate of insurance:

• 30 days Notice of Cancellation
• San Jacinto College is named as an Additional Insured on all policies except Worker’s Compensation
• Waiver of Subrogation on all policies

All proof of insurance should be submitted on an ACORD Form issued by the Renter’s insurance provider / agent.

If there are any questions regarding event-related insurance requirements, please contact the San Jacinto College Director of Contracts and Purchasing Services at 281-998-6103.

It is the user’s responsibility to share with their guest and / or other parties involved the following restrictions:

• No tape, tacks, nails or screws will be used to affix items to any surface in the facilities.
• No rice, rice bags, confetti, flower petals or glitter can be utilized.
• There is no storage available before or after the event. Any items brought into the facilities must be removed at the close of the event.
• No open flames will be allowed (per the International Fire Code 308.3). No smoke / fog machines can be utilized.