Event and Conference Center

• Priority for the use of HCC facilities will be given to activities that advance the mission and purpose of the College to the greatest degree. To the extent that resources are available, the College also serves the larger community by permitting External Groups to utilize its facilities for purposes compatible with the College’s mission. These requests will not be given priority over college operations, classes, activities, programs, or meetings.
• College premises cannot be used for events that are essentially private in nature such as parties, celebrations, recitals, birthdays, weddings, anniversaries, memorial services, and other similar social gatherings, unless otherwise authorized by the president of the college.
• Any group, organization, person, or program, regardless of affiliation with the College or officially recognized by the College, requesting facilities use for an event that is not an "HCC institutional function" is considered External Facilities Use.

External User will assume all financial responsibility for all costs (rental fees and service fees) directly associated with event.

• Signed Application for Facility Use / Contract for Facility Use once Approved
• A certificate of insurance is required for all External Facilities Use: *** All athletic events must provide coverage at Level III.

* Level I $500,000 per occurrence / $1,000,000 aggregate

• Number of people expected: fewer than 100
• Facilities: 1 - 3 classrooms and/or lounges
• Requires that both Howard Community College and Howard County, Maryland be listed as Additional Insureds and Certificate Holders on the Acord or Proof of Insurance certificate

* Level II $1,000,000 per occurrence / $2,000,000 aggregate

• Number of people expected: between 100 and 800
• Facilities: theaters, Galleria, more than three classrooms
• Requires that both Howard Community College and Howard County, Maryland be listed as Additional Insureds and Certificate Holders on the Acord or Proof of Insurance certificate

* Level III $2,000,000 per occurrence / $2,000,000 aggregate

• Number of people expected: over 800
• Facilities: outdoor and lawn areas and/or multiple rooms
• Requires that both Howard Community College and Howard County, Maryland be listed as Additional Insureds and Certificate Holders on the Acord or Proof of Insurance certificate

The above classifications should be considered guidelines, not rigid categories. After determining the number of people expected to attend and the type of facility use requested, take into consideration the type of event before deciding upon the level of insurance needed. For instance, an outdoor event expecting to attract 500 people would need Level III coverage; an indoor event expecting to attract 200 people might also need Level III coverage depending upon the types of activities planned. However, due to the possible liability, some usage requests cannot be approved (e.g., an outdoor carnival with rides, circus events, etc.). Contact Event & Conference Services  if you have questions about what coverage is required.

• Use of College Facilities by All Groups and Individuals Procedure - 70.01.01
• Alcohol on Campus and Liquor Licenses Procedure - 70.01.02
• Solicitations, Sales, Signs, and Literature Distribution Procedure - 63.10.07
• Non-Students on Campus Policy - 61.14
• Fundraising Procedure - 61.05.07
• Free Speech and Peaceful Assembly Policy – 61.08

• Facility usage may be approved for external groups if the proposed activity does not impose undue costs or burdens on the College. External events should be revenue neutral or generate net positive revenue for the College. The College should not be expected to provide a subsidy while hosting an external Group.
• Waiver requests for fees associated with rental usage only. Service Fees  for any labor hours (event setup, EVS, AV), maintenance of equipment, and specialty supplies (linens)  associated with the rental space cannot be waived.

• The College or another User or other organization has already reserved the College Facilities.
• The Event is not related to the intended use of the College Facilities requested or mission of the College.
• The User has previously misused any College Facilities or has failed to comply with policies and procedures related to use of any College Facilities or has failed to pay charges accrued from a previous event.
• The User has failed to comply with the application requirements in a timely manner.
• The Event, in the sole discretion of the College, is likely to disrupt the operation of the College or the surrounding communities, provoke a breach of the peace, or endanger members of the College and/or the surrounding communities.
• The User is a profit-making enterprise that holds events, in-house training programs, meetings, or informational seminars that conflict with or may overlap with college-credited or non-credited courses or programs.