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College Space Use Policy

Guidelines for the Allocation and Use of Space for Public Events at Bronx Community College of The City University of New York

These guidelines are published to assist members of the College community and the public at large to plan and hold public events on College property in a safe and financially responsible manner. These guidelines are subject to change, without notice, by the Board of Trustees of The City University of New York or the President of the College.

Bronx Community College offers short term space rentals to organization and groups. All inquiries and requests, including those from the Bronx Community College community, must be submitted at least seven (7) days in advance via the online form through the...

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The College Space Coordinators can provide further information and assist event sponsors with the interpretation of these guidelines. All inquiries and requests for assistance may be made by contacting a member of the Events Management Team.

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Statutory Compliance

All public events on College premises must not contradict the mission of the College and must be in compliance with City University policies and regulations and federal, state and municipal laws and ordinances.

Insurance Requirements

All external users of College facilities are required to purchase liability insurance.

  • A copy of the organization's certificate of incorporation.
  • A certificate of insurance for $1 million indemnifying Bronx Community College, the City University, their officers and the Board of Trustees, the Dormitory Authority of New York.
  • The College reserves the right to increase the insurance coverage requirement.

Cancellation Policy

Bronx Community College and/or The City University of New York reserve the right to cancel an event before or during that event if these guidelines are not followed or if College and/or University authorities deem the event to threaten the safety of attendees or College property.

Maximum Occupancy Limits

All places of public assembly on the BCC campus have been assigned occupancy limits by the New York City Fire Department. These limits have the force of law and cannot be negotiated. Under no circumstances will these limits be exceeded. (In the GML Rotunda, and the College auditoriums and theaters, these limits prohibit standing-room audiences.) The limits for all places of public assembly are indicated on the space request forms.

Building Hours

During the fall and spring semesters, College facilities are open as follows:

  • Monday - Friday
    7:00 a.m. - 10:00 p.m.
  • Saturday
    8:00 a.m. - 6:00 p.m.
  • Sunday
    Closed

Any events taking place during off-hours must be approved by the Division VP and the Office of Campus Safety. Such events will incur additional costs, e.g., for janitorial, audio-visual, engineering and security services.

Assignable Costs

There are different kinds of costs which may be incurred when producing an event. The four principal factors determining these costs are: (1) the space requested (2) the nature of the event (3) the technical complexity of the event and (4) the time of the event. Events requiring extensive technical support and additional security in the larger spaces and during off-hours are inherently expensive; modest events held during regular business hours are less costly. The following is a partial list of types of costs incurred by users:

Cost item Internal User External User
Rental fee None As per fee schedule
Insurance None $1 million liability (minimum)
Stagehands As per production As per production
Ushers As per venue As per venue
Sound systems As per production As per production
Special equipment As per production As per production
Janitorial, engineering Depending on time Depending on time
Security Depending on time and
nature of event
Depending on time and
nature of event

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Alcoholic Beverages

Alcoholic beverages are prohibited on campus, unless approved in writing by the College President or designee. See the Alcohol Authorization Form. If alcoholic beverages are sold, the seller must possess a valid New York State liquor license, a copy of which must accompany the space request form. The serving of alcoholic beverages can be terminated at any time at the discretion of the College Administration or the Office of Campus Safety.

Food Services

All food and beverages served at public events in the College cafeteria must be provided exclusively by the food services concession. Public events outside the cafeteria may be catered by external caterers. However, for purposes of convenience and quality assurance, the cafeteria concession is recommended for all events. External caterers must be licensed by the New York City Health Department. Event sponsors using external caterers must furnish a copy of the license with the space request.

Public Safety and Security

All security functions on the BCC campus are performed exclusively by City University public safety personnel. No private security personnel, such as bodyguards or escorts acting in a security capacity, shall perform any security functions on College property. This policy does not apply to sworn law-enforcement officers representing the federal, state or municipal governments, nor does it apply to a limited number of security personnel accompanying representatives of foreign states. These law-enforcement officers should coordinate their efforts with Campus Safety.

Advertising and Publicity

Internal advertising of student-sponsored events must be approved by the Student Activities Office. External advertising by all users by direct mail or through publicity outlets must be approved by the Office of Public Relations. The latter includes, but is not limited to, press releases, television and radio advertisements, newspaper and other print advertisements, posters, flyers and handbills.

The posting of publicity materials by all users on College premises is strictly limited to bulletin boards. Detailed guidelines for the posting of publicity materials are on file in the Student Activities Office.

Timeliness of Request

Space requests are honored on a first-come, first-served basis. All requests, however, must be submitted at least one week for a request to be processed.

Note: These limits are based on normal use of these facilities. Unusual productions involving special arrangements and set-ups may require more time. The limits are subject to change at any time by the College Space Coordinator.
 

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