Facility Usage Guidelines
 

For more information or requests contact
Beverly Aragon
President's Office
Room 133
beverly.aragon@clovis.edu
575.769.4001

College-Sponsored Groups
College-sponsored groups may reserve facilities up to six months and no less than seven working days in advance of the event. Those groups not scheduling in a timely manner risk the unavailability of rooms or the inability of maintenance to provide room setups. Scheduling is done on a first-come, first-served basis.

Community Groups
Community groups may reserve facilities up to three months in advance of the event and no less than seven working days prior to their event. Clovis Community College cannot accommodate community groups for more than five consecutive working days for any one activity.

Extended scheduling (regular or intermittent scheduling for more than a one-month period) for community groups is sometimes possible by special arrangement. This extended scheduling may be permitted for special training sessions (as long as these sessions are not in conflict with existing or planned programs offered by the College).

Group Identification and Definitions
Non-Profit Organizations
Any group or organization that holds non-profit status as defined by the Internal Revenue Service (e.g., Boy Scouts, American Red Cross, 4-H Clubs of America).

Commercial, For-Profit Entities
Any group, organization, or individual receiving compensation for products, services, or promotions (e.g., sales promotions, talent shows, recitals, plays, and instruction).

Facility Request Process
  • Contact the Auxiliary Services Office or call 575.769.4002, to schedule facilities and to complete the Facilities Use Request form.
  • If appropriate space is available, the Auxiliary Services representative will enter the event into the campus calendar.
  • Sign the Facility Use Confirmation and return to the Auxiliary Services Office.
  • The Business Office will bill the requesting organization for the agreed charge during the week following the event.
Facility Rules
  • An organizational sponsor or representative must be on the premises at all times during the scheduled event.
  • Facility users may not provide or serve food in CCC buildings without written consent. Catering is available through the Snack Bar with a one-week advance request.
  • Food is allowed in designated classrooms and conference rooms only. Beverages are allowed in sealed cups only.
  • No alcoholic beverages may be sold, supplied, or consumed on the College grounds.
  • Any equipment needs, set-up assistance, or other support must be requested at the time of scheduling.
  • Sponsor assumes full responsibility for the facilities and/or damaged equipment and agrees to pay immediate restitution for damages.
  • Those using the facility are responsible for crowd control, discipline, admission, arrangement, ushering and care of the property.
  • Any furniture or equipment moved for an event must be returned to its original position before the sponsoring organization leaves the Campus. A $50 fee will be charged,in addition to the room charge, if the room is not left as it was found. This applies to full-day usage only.
  • No materials or decorations may be attached to the walls or floors by tape, tacks, or any other means unless a written plan is approved as a part of this request.
  • Smoking is prohibited in all College buildings.
  • Minors are not allowed to use facilities without adult supervision from the sponsoring organization.
  • Use will not be granted for games or for entertainment that includes animals.
  • Failure to abide by these guidelines may result in refusal of future facility reservation requests.
The College will be responsible for payment of its employees for services involving the use of facilities. Tipping and/or other gratuities are neither expected nor permitted.

Calculation Formula for Daily Use
Half Day — 4 hours or less
Full Day — 4.5-8 hours
Full Day Plus — over 8 hours

Facility Use Fees for Non-Profit Groups
  • During business hours:
    Monday-Friday 8 a.m. to 9 p.m.
    Saturday 8 a.m. to 5 p.m.

    No facility fees are charged to non-profit groups using the facilities during business hours.


  • After CCC business hours:
    Half Day
    $50 - Classrooms and Conference Rooms
    $150 - Town Hall

    Full Day
    $100 - Classrooms and Conference Rooms
    $200 - Town Hall

    Full Day Plus
    $125 - Classrooms and Conference Rooms
    $250 - Town Hall
  • Media Technician Fees* (after business hours only)
    $25 — Half Day
    $50 — Full Day
    $75 — Full Day Plus
Facility Use Fees for Commercial Groups
  • Weekday and weekend (during and after business hours)
    Half Day
    $50 — Classrooms and Conference Rooms
    $200 — Town Hall

    Full Day
    $100 — Classrooms and Conference Rooms
    $300 — Town Hall

    Full Day Plus
    $125 — Classrooms and Conference Rooms
    $350 — Town Hall
  • Media Technician Fees* (after business hours only)
    $50 — Half Day
    $100 — Full Day
    $150 — Full Day Plus
*A Media Technician must be present to operate lighting, projection equipment, and sound equipment requiring microphones or other special sound system needs. Arrangement must be made at least one week in advance through the Auxiliary Services Department.

Catering Service Fee (limited to catering by Snack Bar only) — $20 minimum
This fee is applicable for College Snack Bar catering. Catering arrangements must be made at least one week in advance with the Snack Bar manager. A menu and prices are available upon request. No food or drinks may be brought on campus without written consent.

Piano Tuning
The pianos on campus are tuned twice a year, according to a set schedule. Tuning requested by community organizations outside of this schedule will be billed to the requesting organization. (Approximately $60 per tuning)

Cancellations
There will be no charge for activities canceled 48 hours prior to the event if the College has not performed any services. Snack Bar catering canceled before food has been ordered will not be charged. Canceled events will be subject to charges for special food costs incurred.