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Category: Facilities, Transportation, & the Environment
Title: Facility Use and Reservation Policy
Approved by: President’s Executive Cabinet
Date Approved: August 22, 2018
History: Effective Date: August 22, 2018; Amended: March 2, 2026
Related: Minors on Campus ; High-risk Alcohol and Drug Use Prevention Program Guide
Responsible Official: Executive Vice President and Chief Operating Officer
Policy Statement
As an educational institution, Claremont McKenna College’s campus, including its buildings, grounds, and digital platforms are used to support the College’s educational mission. The College seeks to support as many events as can reasonably be balanced against the College calendar, the well-being of the campus community, space availability, and the resources and security measures necessary to support events.
This Policy aims to: 1) facilitate the effective and responsible use and enjoyment of the College’s campus while supporting the well-being of the campus community and remaining consistent with the College’s mission, operations, and applicable security procedures; and 2) identify the responsibilities which attach to such use.
The College has designated specific indoor and outdoor locations that can generally be reserved by the following people/groups for the following purposes:
- By CMC faculty and staff for College purposes
- By faculty and staff of other institutions within The Claremont Colleges for institutional or consortium-related purposes
- By recognized CMC student organizations for activities associated with such organizations
- By recognized 7C student organizations for activities associated with such organizations
- By third parties, upon approval by the Office of Events.
This policy does not cover the use of the following facilities:
- Classrooms and other academic spaces used for instructional purposes, the use of which is managed through the Office of the Registrar; or
- The Marian Miner Cook Athenaeum for its regular speaker series, the use of which is managed through the Athenaeum Director. Use of the Athenaeum outside of the speaker series is subject to this Policy, and additional rules and procedures governing the use of the Athenaeum as well as the form to request a reservation can be found on the Athenaeum’s website.
Entities Covered
All units of the College as well as third parties or members of The Claremont Colleges who wish to reserve space at the College.
Contacts
Questions about this Policy may be addressed to:
Policy Interpretation - Executive Vice President and Chief Operating Officer - (909) 621-8586
Reservation Requests (internal and TCC members) - Facilities and Campus Services - (909) 607-8842
Reservation Requests (third parties) - Director of Events - (909) 607-4492
Definitions
College Facilities includes all land, buildings, facilities, grounds, or structures owned or leased by Claremont McKenna College at its main campus located in Claremont, California.
Third Party/Parties are people or organizations with no direct affiliation to any of The Claremont Colleges, people with affiliation to The Claremont Colleges but whose proposed use of College Facilities is not for an official College purpose, or CMC community members who use College Facilities for events in which the event proceeds are not deposited into and remain in a College account.
Requests to Reserving College Facilities
While requests to reserve space are initiated in the manner described below, confirmation of the reservation will occur after the office responsible for coordinating the reservation reviews it consistent with this Policy’s parameters.
Faculty and Staff Reservations
Staff and faculty, including those from other Claremont College campuses, seeking to reserve College Facilities must do so through completing the Department of Facilities and Campus Services’ Event Registration and Space Request form. Facilities and Campus Services will confirm a space reservation after receiving the form and whatever additional information may be required. Reservations for spaces in Research Institutes and Centers must be made directly to the Director and staff of the Institute/Center.
Student Organizations and Clubs Reservations
Officers or other authorized representatives of student organizations and clubs, including those from other Claremont College campuses, seeking to reserve College Facilities must do so by completing the Student Engagement Office’s Event Registration and Space Request form. The Student Engagement Office reviews, evaluates and approves these requests.
Student Organization Events with Alcohol: This Policy is intended to supplement and complement the High-risk Alcohol and Drug Use Prevention Program Guide, which specifies the rules associated with student events involving alcohol. In the event of any conflicts between this Policy and that document (or any other College Policy), the Student Engagement Office will clarify, in writing, which policy applies. Nothing in this Policy affects the ability of individual students to reserve residential spaces consistent with the High-risk Alcohol and Drug Prevention Program Guide.
Third Party Reservations
Reservations must be booked and approved through the Office of Events. This includes summer conference groups. A request to reserve the College Facilities is not complete until a contract is executed with appropriate proof of insurance provided to the College. Contracts specify all fees associated with the reservation.
A request by a CMC community member or member of The Claremont Colleges to reserve a College Facility for personal use will be processed as a Third Party request, and the Office of Events will determine if a contract or insurance is required depending on the nature of the request. A reservation request will be deemed for “personal use” if any revenues will not be deposited into a College account.
The College reserves the right to refuse to rent College Facilities to a Third Party.
Although the College does not anticipate any abuse of this Policy, the College reserves the right to reject reservation requests for those who significantly or repeatedly violate College policies surrounding events or who have failed to pay fees assessed for prior events.
Prioritizing Use of College Facilities
Normally, use of College Facilities is determined on a first come, first serve basis. However, there may be circumstances in which there is a need to re-locate or re-schedule a previously-reserved activity. In such circumstances, the priority for use will be considered in the following order:
- Academic/curricular activities
- Administrative activities
- Social activities
- Third Party activities
The Executive Vice President/Chief Operating Officer, after consulting with the appropriate office(s), resolves any conflicts related to administrative, social, or Third Party events. This decision is final and not subject to appeal. The Vice President for Academic Affairs, after consulting the appropriate office(s), resolves any conflicts related to academic/curricular activities. This decision is final and not subject to appeal.
Facilities Subject to Rental
Not every College building, facility or open space is subject to reservation. Additionally, certain buildings or grounds may have specialized functions (e.g., the CMS athletic facilities, fields, and classrooms). Activities consistent with these specialized functions will normally be given priority, and activities inconsistent with these functions may be prohibited.
The online registration systems identified above detail which indoor and outdoor spaces can be requested to reserve. Areas not listed may only be reserved with permission, which is at the College’s discretion (for example, summer conferences may request to reserve rooms in residence halls which would otherwise not be permitted during the academic year).
College-Provided Support for Reservations
The College provides a baseline level of services for approved reservations in which services were timely requested. Services which exceed the baseline level or are requested with less than five business days’ notice will incur costs. Any costs for services not requested timely or that exceed what the College normally provides will be explained in advance to the person requesting the reservation.
The Office of Events can provide a list of approved vendors in the event that the College cannot provide a requested service. The Office of Events must approve new vendors.
For reservations in which more than minor adjustments will be made to the room/space configuration or in which items will be brought to campus in support of the reservation, such set up/take down services must be arranged in advance through Facilities and Campus Services. Any questions about engaging with Facilities and Campus Services (e.g., for assistance with set up/take down) should be addressed to Facilities and Campus Services. Examples of minor adjustments to a room/space include the moving of chairs and tables.
Exceptions
- The following large-scale, official College events are not subject to the analysis of a baseline level of services: Orientation, Convocation, Alumni Weekend, Family Weekend, Impact Weekend, Preview Days, and Commencement/Commencement-related events. Additionally, all available College resources support the above-referenced events. While reservations for small meetings or gatherings which occur during the same time as these events may be approved, support services as described in this section will not be available (including support services from the Events Office for the week leading up to Commencement).
Security Considerations for Events
It is the College’s responsibility to ensure that activities are staffed and managed appropriately to ensure the safety and security of the participants as well as College Facilities. Responsible planning requires sufficient lead time for the College to assess the feasibility of the request, as well as to discuss any necessary adjustments to the event and billing for any College-provided services above the baseline level of services. In order to move forward with events, event organizers must cover all costs for College-provided services. If such costs are problematic, the College can help the event organizer brainstorm possible co-sponsors for the event or other alterations to the event that eliminate financial barriers to hosting the event.
CMC community members wishing to plan events are encouraged to reach out to their College representative at their earliest opportunity (for students, the Student Engagement team; for faculty, the Vice President for Academic Affairs/Dean of the Faculty; for staff, Human Resources). No contracts should be sign nor advertisements of the proposed event until it is formally approved.
Approval Process
Before finalizing the reservation, The Executive Vice President/Chief Operating Officer, in consultation with the relevant Vice President and offices, will consider the following factors:
- Appropriateness of venue for the activity;
- Appropriateness of the date/time for the activity given any academic or administrative events scheduled at the same time;
- Whether food or alcohol will be served;
- Whether the activity implicates any municipal, county or state Codes/regulations (i.e. Fire Code, Health Code);
- The number of expected attendees;
- Whether minors will be in attendance;
- Whether the event is open to the 7C community, the public, and whether it will be advertised;
- Whether any external speaker/performer is coming (and whether they bring personal security details to the activity);
- The use of amplified sound or bringing of specialized equipment to campus;
- Whether the activity requests permission to live stream, broadcast, or otherwise involve the media; and
- Overall safety and security needs.
The Executive Director of Public Safety and Emergency Management is responsible for determining a proposed event’s safety and security needs.
If the event requestor does not agree to required alterations for safety or does not attend meetings requested by the College to discuss the same, the reservation will not be approved.
In assessing the necessary safety features, the Executive Director of Public Safety and Emergency Management can consider the following objective factors:
- The expected number of attendees;
- The proposed location and duration of the event;
- Event advertising practices (no/limited advertising, campus-only advertising, off-campus advertising), as that may help estimate attendance;
- Any known history associated with the event or similar events at CMC or other locations (e.g., threats of violence or actual violence); and
- Whether alcohol is provided at the event.
The determination of what safety features are required will be made solely on objective factors associated with proposed events and not on the content of the activity or viewpoints associated with it or its participants.
The goals of all safety features are to:
- Minimize risks to the health and safety of CMC community members and event participants;
- Minimize risks to College Facilities and the surrounding area/campuses;
- Support the event requestor in hosting a successful event; and
- Respect the exercise of free expression.
Safety features may include, but are not limited to, checkpoints; buffer zones; alternate ticketing or check-in methods; pre-registration of attendees; hiring additional security guards or law enforcement officers; and searches of attendees. Depending on the scope of the activity, the College may require appropriate insurance coverage and/or a contract.
Denials of reservations for use of a College Facility may be appealed to the Executive Vice President & Chief Operating Officer within five calendar days of the denial. The Executive Vice President & Chief Operating Officer will consult with the relevant Vice President, expeditiously review the appeal, and issue a written decision. The decision will be final and not appealable.
Normal Building Operating Hours
Academic and Administrative Buildings
Academic support and administrative support buildings are unlocked from 8:00am to 5:00pm Monday through Friday, excluding College holidays (exceptions noted in parenthesis below).
During summer hours, beginning mid-May and ending mid-August, academic and administrative support areas are unlocked 8am to 4:00pm, Monday through Thursday and 8:00am - 12:00pm on Fridays. In June and July, Story House is open 7:30am - 4:30pm on Mondays and 7:30am - 3:30pm Tuesday through Friday.
The above hours may be altered for approved, pre-scheduled activities.
The following are academic and administrative support areas:
- 400 Claremont Boulevard
- Athenaeum (during evening programs, remains unlocked until 7:30 pm)
- Adams Hall
- Bauer North
- Heggblade Center
- Center Court
- Kravis Center
- Human Resources (8:00am - 12:00pm, 1:00pm - 5:00pm)
- Robert’s North and South
- Robert Day Sciences Center (7:00am - 7:00pm, Monday through Friday; 9:00am - 6:00pm Saturday & Sunday)
- Seaman Hall
- Soll Center
- Story House (7:30am - 4:30pm, Monday through Friday)
Classrooms and Exterior Restrooms
Classroom spaces and exterior restrooms are unlocked from 7:30am until 10:00pm Monday through Friday, excluding College holidays. The above hours may be altered for approved, pre-scheduled activities.
During summer hours, beginning mid-May and ending mid-August, classrooms remain locked unless reserved for an approved, pre-scheduled activity. Exterior restrooms are unlocked from 6:00am until 10:00pm, Monday through Friday.
The following are designated classroom spaces:
- Davidson Lecture Hall in Adams Hall
- Bauer South Classrooms
- Kravis Center Classrooms
- Robert Day Sciences Center classrooms and labs
- Robert’s North and South Classrooms
- Biszantz Classroom
Student and Athletic Spaces
Student and Athletic Spaces are open as follows:
- Robert’s Pavilion: 6:00am - 11:00pm Monday - Friday; 10:00am - 8:00pm Saturday; 12:00pm - 11:00pm Sunday
- Hub Lounge: 8:00am - 10:00pm -Sunday-Thursday and 8:00am - 1:00am Friday and Saturday.
- CARE Center: 9:00am - 12:00am -Sunday-Thursday 9 9:00am - 10:00pm Fridays; 10:00am - 6:00pm Saturdays
- Residence Halls and these Academic spaces are available to students via CMC Student ID 24/7 unless otherwise noted:
- Adams Hall and Poppa Lab
- Bauer North and Crocker Reading room
- Bauer South 22, 23, 24 classrooms
- Kravis 2nd Floor
- The Massoud (8:00am to 12:00 am, Monday through Friday)
- Roberts North 102-105 classrooms
- Story House Mailroom
Miscellaneous Provisions
Parking
Parking requests can be made consistent with the College’s Faculty, Staff, Students, and Visitors Parking Policy .
Catering
Catering means the activity of providing food/beverages as part of a College-sponsored program by an outside licensed and insured catering business/restaurant. The College’s exclusive caterer for College-sponsored activities is Bon Appetit. If Bon Appetit declines to provide catering (or is not available due to holidays/normal closures), a licensed and insured catering vendor may be used. The Office of Events can provide a list of approved caterers and must approve caterers not already on its list.
Catering does not include the following:
- Meals and other food serviced in an off-campus restaurant/catering location for College-sponsored programs.
- Meals and other food serviced in The Claremont Colleges’ dining halls or the CMC Athenaeum.
- Pre-packaged or carry out food from a licensed food provider for small departmental or student gatherings. Small is generally defined as less than 50 members in attendance or less than $500 in value.
Events with Alcohol
Any event with alcohol that charges any type of fee for participants requires a liquor license. If Bon Appetit is providing or serving the alcohol, four months’ notice is required.
Events planned by students and student organizations with alcohol must follow the High-risk Alcohol and Drug Use Prevention Program Guide. For all other events, a licensed bartender is required if alcohol is sold at the event or if alcohol will be served when people under age 21 are also present at the event. If a Bon Appetit bartender is not used, the Office of Events can provide a list of approved vendors and must approve bartenders not on its list.
Damages/Excessive Cleaning
Any damages or excessive cleaning costs which are necessary after an activity is concluded will be billed to the department/organization that made the reservation.
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