Facility Usage

General Policy

 

Clovis Community College, in keeping with its mission to serve Curry County as a comprehensive

community college, provides the use of its facilities when the request does not conflict with the

educational programs and purposes of the institution.

 

College facilities are not open public forums. When made available to non-college individuals or

groups, facilities are provided as limited public forums for specific, time-bound uses under a

written facility use agreement and subject to neutral, objective criteria. Individuals and groups

using Clovis Community College facilities must abide by all College rules, as well as local, state and

federal laws and regulations.

 

Facilities will not be available for organizations sponsoring courses or educational programs that

conflict with existing or planned programs offered by the College. Clovis Community College

reserves the right to deny or revoke facility use requests based on neutral and objective criteria,

including but not limited to space availability, safety and security considerations, interference

with College operations, noncompliance with College policies, or failure to meet facility use

requirements. If an event is public in nature, college facilities may be used only for activities that

support or are reasonably related to the College’s educational mission, instructional programs,

institutional operations, or community service activities that involve the direct delivery of health,

safety, educational access, or essential support services to individuals. Activities whose primary

purpose is expressive, ideological, advocacy-based, or promotional in nature are not permitted.

CCC facilities cannot be used as a means to conduct business, solicitation, or business

recruitment.

 

The College has no desire to compete with private enterprise in the rental of either its facilities or

services. The Help Desk Specialist II coordinates College facilities for non-instructional usage.

 

1. Applicable Definitions

• Student Organization: A currently registered student club or organization recognized by the CCC Campus Life Office that follows the criteria as outlined in the student organization policy.
• Outside Community Member: Any individual or group that is not a current student, faculty member, staff member, or recognized college-affiliated organization.
• Tabling: Setting up a table, booth, display, or distribution point for outreach, recruitment, education, or promotional activities.

 

2. Activity Categories Eligible for Facility Use

Clovis Community College facilities may be approved for use only for activities that fall within one

or more of the following categories. Approval is subject to compliance with all College policies,

operational requirements, and availability of space.

• Educational Programs: Educational programs are activities designed to inform, instruct, or enhance understanding through structured, academic, or instructional formats. These may include lectures, panel discussions, workshops, symposia, trainings, or presentations on historical, cultural, scientific, or social topics.
  • To qualify as an educational program, the activity must be informational in nature, guided by learning objectives, and conducted in a manner that promotes inquiry and understanding rather than advocacy or persuasion. Educational programs may address controversial or sensitive subjects, provided the primary purpose is educational and not the promotion of a particular political, ideological, or policy position.
• Mission-Aligned Community Service Activities: Mission-aligned community service activities are non-commercial, non-expressive activities that provide direct health, safety, educational access, or essential support services to individuals or the community. These activities must involve the delivery of a tangible service.
• Institutional Operations: Institutional operations include activities conducted by or on behalf of Clovis Community College in support of its administrative, operational, workforce, testing, accreditation, compliance, or official business functions.
• College-Sponsored Events: College-sponsored events are activities organized, hosted, or formally sponsored by a College department, program, or recognized College organization, with the College retaining oversight of the event’s purpose, content, format, and execution.
• General Limitation: Activities that do not clearly fall within one or more of the above categories, or that are primarily expressive, ideological, advocacy-based, commercial, or promotional in nature, are not eligible for facility use.

4. Facility Usage Guidelines

 

• 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). Extended or recurring use by community groups does not create a right of continued access and may be modified or discontinued at the College’s discretion based on operational needs or policy compliance.

 

5. 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). The

group or organization must provide the non-profit ID number (EIN) issued to the group

by the IRS with their letter of determination. The letter of determination will be kept

on file for future bookings.

• 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).

Commercial entities may use facilities only for the activities specified in the approved

facility use agreement and may not engage in solicitation or promotional activity

beyond the scope of the approved use

• Outdoor Areas and Walking Track Use
  • Use of outdoor College property, including parking lots, grounds, and the CCC walking track, is subject to the same approval process and restrictions as indoor facilities and requires a written facility use agreement.
  • The walking track is primarily intended for College use and general individual community use during posted open hours. Reservation of the walking track or any outdoor area for organized, non-College-sponsored events requires prior written approval and may be denied based on operational, safety, or missionalignment considerations.
  • Non-College-sponsored events approved for use of the CCC walking track or other outdoor areas that involve organized participation, increased attendance, or extended duration are responsible for providing and paying for all required portable restroom services.
• Norman and Vi Petty Performing Arts Center (Mesa Theater)
  • The Norman and Vi Petty Performing Arts Center (Mesa Theater) is a downtown facility operated by Clovis Community College and subject to all College facility use policies.
  • Use of the Mesa Theater is limited to activities that meet College eligibility criteria, including educational programs, mission-aligned community service activities, institutional operations, or College-sponsored events.
  • Due to the specialized nature of the venue:
    • A College-approved Media Technician is required for use of lighting, sound, or projection systems.
    • Advance coordination is required for scheduling, technical needs, and event logistics.
    • Additional staffing or security may be required at the user’s expense.
    • Users are responsible for parking and compliance with applicable local regulations.
    • All use must comply with College policies and applicable laws. Failure to do so may result in cancellation or denial of future use.

 

6. Facility Request Process

• Contact the Help Desk Specialist II at 575.769.4969 or by email at helpdesk@clovis.edu.
• If appropriate space is available, the Help Desk Specialist II will enter the event into the campus calendar and email you the confirmation.
• Sign the Facility Use Confirmation and return it to the Help Desk Specialist II on campus room 119 or email it to helpdesk@clovis.edu.
• The Business Office will bill the requesting organization for the agreed charge during the week following the event.

 

7. Facility Rules

• An organizational sponsor/representative must always be on the premises during the scheduled event.
• One organizational sponsor/representative must sign in at the CCC security desk to receive a visitor ID badge.
• Facility users may not provide or serve food in CCC buildings without written consent. Catering is available through the on-campus food service vendor, AJ's. AJ's has the first right of refusal for food services on campus. If AJ's chooses not to serve the event, then other food services can be sought. To make catering arrangements, please contact the vendor directly at 575.769.4159.
• Food is allowed in designated classrooms and conference rooms only. Beverages are allowed in sealed cups only. Food preparation is not allowed on campus and all food must be pre-cooked or individually wrapped before arrival at the facility.
• 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. Use of non-owned CCC computing equipment is prohibited. If a presentation will be given, you will need to bring it on a thumb drive.
• The use of external technical devices, equipment, or systems that require connection to the College’s network, infrastructure, or information systems is not permitted. Only College-owned or College-approved technology may be connected to CCC networks or used to support facility-based events.
• 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. All youth groups or events for individuals under the age of 18 must be approved before booking.
• Use will not be granted for games or for entertainment that includes animals.
• The placement of tents, trailers, vehicles, equipment, or temporary structures on College property is prohibited unless specifically authorized in the approved facility use agreement.
• Approval for facility use does not authorize tabling, literature distribution, solicitation, or expressive activity outside the reserved facility. All such activities are governed by the College’s Tabling and Distribution Policy.
• Failure to abide by these guidelines may result in refusal of future facility reservation requests.
• The College will be responsible for the payment of its employees for services involving the use of facilities. Tipping and/or other gratuities are neither expected nor permitted.

 

8. Facility Fees

• 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-Thursday 8 a.m. to 9 p.m.

Friday 8 a.m. to 4:30 p.m. or 8 a.m. to 12 p.m. during modified summer hours

• • No facility fees are charged to non-profit groups using the facilities during business hours. This provision does not apply to staffing or technical support costs, including Media Technician services, which may be charged when required to support an event or when such services require reassignment of College staff from instructional or operational duties.
  • After CCC business hours:

1. Half Day

$50 - Classrooms and Conference Rooms

$150 - Town Hall

$200 – Mesa Theater

2. Full Day

$100 - Classrooms and Conference Rooms

$200 - Town Hall

$250 – Mesa Theater

3. Full Day Plus

$125 - Classrooms and Conference Rooms

$250 - Town Hall

$300 – Mesa Theater

4. Media Technician Fees* (after business hours only)

$25 — Half Day

$50 — Full Day

$75 — Full Day Plus

Additional $50 for Mesa Theater

• • 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 Help Desk Specialist II, 575-769-4969.

 

• Facility Use Fees for Commercial Groups
  • Weekday and weekend (during and after business hours)

1. Half Day

$50 — Classrooms and Conference Rooms

$200 — Town Hall

$250 – Mesa Theater

2. Full Day

$100 — Classrooms and Conference Rooms

$300 — Town Hall

$350 – Mesa Theater

3. Full Day Plus

$125 — Classrooms and Conference Rooms

$350 — Town Hall

$400 – Mesa Theater

4. Media Technician Fees* (after business hours only)

$50 — Half Day

$100 — Full Day

$150 — Full Day Plus

Additional $50 for Mesa Theater

• • A mecia Technician must be present to operate lighting, projection equipment, and sound equipment requiring michrophones or other special sound system needs. Arrangement must be made at least one week in advance through the Help Desk Specialist II, 575-769-4969
  • Cancellations
  • There will be no charge for activities canceled 48 hours prior to the event if the College has not performed any services.