Staff Policy D-505.03
Institutional Effectiveness Criterion: Operations
Hagerty Center Facility Use
Northwestern Michigan College's property, buildings, parking lots and grounds are designed and reserved for supporting the purposes of the institution. Consistent with Board of Trustees policy, Northwestern Michigan College (NMC) also makes its physical facilities available to responsible groups and organizations on a rental basis, after meeting College needs.
- Scheduling Responsibility
All NMC property, buildings, parking lots and grounds belong to the College. All space usage for any reason must be scheduled through the Central Scheduling system to ensure equitable and appropriate application of the scheduling policy and procedures and to minimize conflicts in bookings.
- Scheduling Order
Hagerty Center scheduling will be built in the following order:
- Non-NMC Professional Development Activities
- Recurring Customers
- Other Non-NMC Events
- NMC Events and Meetings
All use of space has a cost. Fees for space use are based on these characteristics:
- The amount of rooms or space required for an event and the length of time needed
- The relationship of the event to the College's mission and purposes
- The organization's for profit, non-profit, or NMC internal status.
Fees are subject to change without notice.
- Facility Use Guidelines
- Scheduling and Cancellation
- All events at the Hagerty Center must be staffed by Hagerty Center personnel.
- Specific rooms are booked for events based on availability, preference and the anticipated number of guests. If there are fluctuations in confirmed attendance, the Hagerty Center reserves the right to reassign rooms accordingly.
- The Hagerty Center is located on the Great Lakes Campus of Northwestern Michigan College. There is ample parking available for all but the largest events. Accordingly, pursuant to Traverse City ordinance, the Traverse City Senior Center parking area is for Senior Center and/or beach and park usage only and attendees of Hagerty Center events must refrain from using that area.
- College facilities and grounds may not be used for overnight camping. Overnight parking related to Hagerty Center events may be permitted in certain instances. A waiver must be filed by the Hagerty Center Director.
- Event cancellation fee schedules are available from the Hagerty Center. Fees are subject to change without notice.
- The Hagerty Center / NMC shall not be liable for failure to provide facilities or services under this contract in the event such failure is a result of Acts of God, inclement weather, riots, strikes, labor difficulties, epidemics, any act or order of any public authority, or any other cause beyond the College's control.
- When the College closes due to inclement weather, events scheduled at the Hagerty Center may be cancelled. If a renting organization wishes to hold its event even though the College is closed, a mutual decision must be made by contacting the Hagerty Center Director. See NMC Policy D-506.03.
- The College reserves the right to require a Certificate of Liability from the renting organization.
- College facilities may not be used by an individual, group or organization that advocates or subscribes to any theory or doctrine subversive to the Constitution or laws of the United States or the State of Michigan. This restriction does not prohibit the discussion of controversial subjects in a public forum.
- Inaccurate or untruthful statements made in applications, or violations of the College's policies and procedures, including non-payment, may place the responsible persons or organizations on an ineligible list for future use of facilities.
- Responsibilities of the user
- All users of College facilities are subject to the policies and procedures of the College. In addition, all federal, state, county, and local municipality laws and ordinances are applicable to the College and the user, including Fire Codes and room capacities.
- NMC properties are tobacco free. See Policy D-505.06.
- Alcohol possession or use at the Hagerty Center is governed by NMC Policy D-505.08, Alcohol and Illicit Drugs. Pursuant to the NMC Policy D-505.08, section 2, item B special one day licenses will not be issued for Great Lakes Campus lawn areas. Possession and/or use of illicit drugs is prohibited on NMC property.
- All food and beverage items must be provided by the Hagerty Center and must be consumed on Hagerty Center premises, unless approved by the Hagerty Center Director. An exception may be made for specialty cakes and desserts, which may be brought in if prepared in a commercial kitchen and approved by the Hagerty Center Director.
- Organizations/individuals using the Hagerty Center are responsible for any and all damage to the building or its contents due to such use other than reasonable wear and tear. Hagerty Center must review all directional signage, decorations, posters, and flyers before they are posted or distributed. Any activities or decorations involving open flames are prohibited, as is the use of any confetti, glitter or similar material as table decoration. The use of nails, pins, tacks, staples, glue or tape on walls, floors, doors, windows or ceiling is prohibited. All equipment, signage and/or decorations brought in by the user must be removed within one hour of the event's conclusion, unless specified in writing by the Hagerty Center Director. The Hagerty Center assumes no liability for such equipment. Note: Additional fees may be incurred if signage and decorations are not removed.
- All events requiring display spaces, booths or other additional set-up must adhere to all local, state and federal fire and building codes. Doors, hallways, staircases, elevators, fire exits or emergency equipment must not be blocked or interfered with. Fire doors must not be propped open at any time.
- Scheduling and Cancellation
When in the best interest of Northwestern Michigan College, the President or his/her designee may approve exceptions to procedures, fees, or requests for waivers, on a non-precedent-setting basis. The College reserves the right to cancel any event for circumstances beyond its control and/or reasonable cause, or deny and make additional restrictions when in the best interest of the College.
The Vice President of Finance and Administration, in conjunction with the appropriate faculty and staff, is responsible for the development and publication of any procedures or guidelines that may be necessary to administer this policy effectively.
If any provisions(s) of this policy or set of bylaws conflicts with laws applicable to Northwestern Michigan College, including the Community College Act of 1966, the Freedom of Information Act, or the Open Meetings Act, as each may be amended from time to time, such laws shall control and supersede such provisions(s).