Facilities Usage Request - External

The following terms and conditions have been agreed upon by the external organization that has been approved to use the College facility.

  • A certificate of insurance MUST be on file with the College prior to scheduled event.  If the certificate of insurance is not received at the time of the event, the event will be canceled by the College.
  • College facilities shall not be used by private citizens or organizations for political purposes.
  • If Ivy Tech is an event co-sponsor it must approve all advertising through its Regional Relations office. The use of the Ivy Tech logo is not permitted without consent and the College name should only be used to indicate location.
  • Use of facilities shall not impede nor interfere with College operations.
  • Applicants shall be responsible for the activities and attendees of the event.
  • Damage to property, theft or loss of equipment and supplies arising from the occupancy of any portion of the facility shall be charged to the applicant/organization. All equipment used shall be returned to its original state.
  • Use of alcohol and other intoxicants is prohibited.
  • Smoking within any College building is prohibited. Smoking shall be permitted in personal vehicles only.  It is the responsibility of the external agency organization to communicate this requirement to the attendees of event.
  • Compliance for food and beverage locations must be adhered to.
  • Unsupervised children are not permitted on College grounds.
  • The activities of the organization shall be restricted to the areas indicated on the request.
  • Parking and traffic policies of the College must be followed.  Guests of the College are subject to a traffic fine in the event of a violation.
  • If the College is closed for any emergency, all scheduled use of campus facilities shall be automatically canceled. College closings are broadcast through the local media.
  • Facilities are not available for activities that compete with College sponsored programs.
  • Ivy Tech will not provide food service or catering for this event.  If Renter intends to provide its own food for the event or contract with a third party for this purpose, Ivy Tech must consent in writing to the arrangement prior to the event.  All caterers must be pre-approved by Ivy Tech management and possess valid license for food service.  Any caterer must carry liability insurance, including products, of $3,000,000.  No alcohol may be served.
  • The Renter confirms that it does not and will not discriminate and/or segregate patrons because of race, religion, color, sex, age, national origin, handicap, marital status or sexual orientation.
  • Effective January 1, 2010, external organizations are subject to the fee schedule for facility usage. Renter agrees to pay all expenses incurred in connection with the facility rental including, but not limited to, room rental fees, equipment rental fees, and damages.  Payment must be remitted to Ivy Tech within sixty (60) days of receipt of the invoice.
  • Interest at the rate of 1.5% per month (18% APR) will be charged on the unpaid balance after the 60 day grace period.  Disputed charges must be appealed to Ivy Tech in writing before the end of the 60 day grace period.  These disputed charges will not be subject to the Renter’s interest charge until resolved.  The remaining balance is still due before the end of the grace period.  In the event that the account must be referred for collection, Renter agrees to pay all legal and collection fees incurred by Ivy Tech.
  • Fee Information:
    Not-for-Profit – Normal Hours of Operation - No technology or other special accommodations:
    General Classroom/Grounds/Public Areas – No Charge
    Auditorium – No Charge
    Computer/Science/Heavy Labs – Use of computer labs, science labs or heavy labs is prohibited by third parties.  Requests for these labs will be referred to the Workforce Economic Development division to explore collaborative opportunities.

    Not-for-Profit – After Normal Hours of Operation:
    General Classroom/Grounds/Public Areas - $50 per hour; per room
    Auditorium - $100 per hour; per room
    Computer/Science/Heavy Labs – Use of computer labs, science labs or heavy labs is prohibited by third parties.  Requests for these labs will be referred to the Workforce Economic Development division to explore collaborative opportunities.

    For-Profit – Normal Hours of Operation:
    General Classrooms/Grounds/Public Areas - $25 per hour; per room
    Auditorium - $50 per hour; per room
    Computer/Science/Heavy Labs – Use of computer labs, science labs or heavy labs is prohibited by third parties.  Requests for these labs will be referred to the Workforce Economic Development division to explore collaborative opportunities.

    For-Profit – After Normal Hours of Operation:
    General Classrooms/Grounds/Public Areas - $50 per hour; per room
    Auditorium - $100 per hour; per room
    Computer/Science/Heavy Labs – Use of computer labs, science labs or heavy labs is prohibited by third parties.  Requests for these labs will be referred to the Workforce Economic Development division to explore collaborative opportunities.
  • The Richmond campus is not structured for special accommodations for external events that are non-College sponsored.  Accommodations at the time of event for additional space and/or different space that were not requested prior to the event may not be available or can be accommodated.  Set-up, technology support, facilities requirements and other event requirements for special events for external organizations are outside the normal business of the College and may not be accommodated. Limited accommodations are subject to facility usage charges.
  • Except as otherwise provided in other sections of these terms and conditions, neither Ivy Tech nor the Renter will be held liable for failure to perform, present, or appear if such failure is caused by or due to serious illness, accident, riot, strike, acts of God, or any other legitimate conditions beyond their control.
  • Renter agrees to indemnify, defend and hold harmless the College and its directors, officers, employees, agents or representatives from any and all claims for damages or injuries to persons or property arising from, or related to the organization's use of the facilities/grounds.  Renter agrees to comply with all applicable Indiana workers compensation laws and hold Ivy Tech harmless from any damages arising from injury to any working injured in relation to this event. 
  • Individual applicants or organizations must submit their request for facility use no later than 14 days prior to the scheduled date of the event.   Please note that the Ivy Tech facilities are not secured for this event until you receive a written confirmation  from the College.


   Contact Information: 
Organization/Group Name  
Specify if organization has not-for-profit or for-profit tax status.   Not-for-Profit
For-Profit
Business Address  
Contact Name   (e.g. John Doe)
Telephone/Ext   (e.g. (765) 966-2656)
Fax #   (e.g. (765) 966-2657)
E-mail Address   (e.g. bjones@company.com)

   Reservation Information: 

Normal hours of operation for Richmond facilities: Monday – Thursday, 6:30a-11p.
Friday, 6:30a-11p if evening classes are in session.
6:30a-5p if no evening classes are in session. Saturday, 7a-4pm.
Normal hours of operation for Connersville facility:
Monday – Thursday, 6:30a-11p. Friday, 6:30a-5p.

Date(s) Requested   (e.g. 01/01/2006, 01/02/2006)
Time(s) Requested  
Site  
Room Preference   (optional)
Program Description
Estimated Attendance  

Room/Equipment Needs

Choosing “Agree” indicates acceptance and compliance of the Facilities Usage – Terms and Conditions.
Agree
Do not agree


For more information, contact Sharon Brothers at 1-800-659-4562 x 1203 or 765-966-2656 x 1203 (if outside of Indiana).