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Policies

Conference and Events Center Policies

General Statement
The Conference and Events Center is comprised of the George P. Luciano Family Center for Public Service and Leadership and the Frank Guaracini Jr. Fine and Performing Arts Center. The Luciano Center includes a dividable main room, lobby, three conference rooms, a forum room, executive board room and kitchen. Also housed in the Luciano Center is a Community Resource Room operated by the Center for Leadership, Community and Neighborhood Development (CLCND). The Guaracini Center facility includes an auditorium, stage, backstage, gallery and lobby areas.


The Conference and Events Center facilities are available for use by both internal (college) departments and organizations and external (non college) organizations, groups and businesses. All Conference and Events Center users must comply with all local, state and federal laws as well as College regulations and Conference and Events Center policies and procedures. Requested events which would interfere with College classes, activities or operations, or cause interruptions for students will not be approved or scheduled. The College reserves the right to reject any use request which jeopardizes public safety on campus. The College may impose additional use requirements after review of event requests in order to assure public safety and reserves the right to cancel scheduled events when circumstances demand. The capacity of the Center and the users to implement events within these guidelines will be determined by the College. Approved use of Center facilities may be revoked by the College if it is later determined that an event interferes with regular College use, facilities are misused, public safety is jeopardized, and/or College or Center regulations are violated.

Alcoholic Beverages
The distribution and consumption of alcoholic beverages is generally prohibited on the college campus. Center users wishing to serve, provide or sell alcoholic beverages must obtain specific approval from the College President or his designee through the Conference and Events Center Office. In addition, the necessary local and state licenses for the distribution of alcoholic beverages must be obtained which is the sole responsibility of the facility user. A certification of liability insurance in the amount of one million dollars naming Cumberland County College as additionally insured must be provided.


Availability of Facilities
The facilities are available for use seven days a week between the hours of 7:00 am and 1:00 am. The Center is normally not available when the College is closed for designated College holidays, or if the College must close due to weather conditions, security measures or other external factors. Events will normally not be scheduled for college holiday closures and events will usually be cancelled or postponed if the College closes due to weather or emergency situations. Requests for facilities use on College holidays will be considered within the College’s capacity to support and service the specific event and additional facility and personnel charges which will be necessary. The College will make every effort to reschedule events which are cancelled due to unforeseen conditions. However, any losses or expenses incurred due to such cancellations are the responsibility of the organization using the Center.


Cancellations
Confirmed events cancelled by the user are subject to the following costs. If cancelled:

  • 14 days or fewer prior to the event the user will forfeit 100% of the appropriate deposit and is responsible for all expenses incurred by the Center for the scheduling and presentation of the event.
  • 15 to 30 days prior to the event the user will forfeit 50% of the appropriate deposit and is responsible for all expenses incurred by the Center for the scheduling and presentation of the event.
  • 30 days prior to the event the user will receive a full refund of the appropriate deposit, but is responsible for all expenses incurred by the Center for the presentation and scheduling of the event.
Damages and Losses
Individuals or organizations assume all responsibility for loss or damages sustained by College facilities as part of their event. The costs of such damage and/or losses are the responsibility of the facility user.


The Conference and Events Center is not responsible for any damages to or loss of personal property of the user or their event's participants. This includes personal property brought to the Center prior to, during or following an event.

Deposits
Normally Center users are required to pay a deposit to confirm an event. The requirement for and amount of any deposit depends upon the size of the event, the demand for Center facilities and/or event support necessary (personnel, equipment, food service) and is determined by the Conference and Events Center Office. Deposits will normally be 25% of the total estimated fees for Center utilization. Refunds of deposits are determined by date of cancellation and outlined in cancellation section above.


 Fees
Personnel All Center users are responsible for the appropriate staff costs necessary for their event. This could include management, technical, custodial, security and/or maintenance personnel. All Center events require the presence of a Conference and Events Office Representative. The Center shall determine the number and type of College personnel necessary to support a requested event. It is the responsibility of the requesting organization to clearly identify the needs and requirements of their event. This allows for the appropriate designation and scheduling of personnel. Requesting organizations which do not identify event requirements may be billed for additional personnel not included in the confirmation agreement if additional personnel are determined by the College to be necessary. The charge for all personnel is established by the applicable collective bargaining agreement in force at the time of the event, including overtime and call in costs whenever applicable. In addition, the administrative costs of arranging and scheduling appropriate personnel are included.


Equipment: Conference and Events Center listed equipment (tables, chairs, kitchenware, audio visual, computer equipment) is available for use and is included in the user facility fee. However, the cost of equipment requested by the user which is not available and must be rented by the Center will be charged to the user. Facility users wishing to use their own equipment must request and receive approval through the Conference and Events Center Office.

Food Service: All food services for events at the Conference and Events Center are coordinated through the Conference and Events Center Office and charged to the user. Center users may not independently arrange or contract for food service without prior consultation and approval of the Conference and Events Center Office.

Facilities: Facility fees are determined by the user classification, type and duration of event and facilities utilized. (Facility fees will defray the costs of facility debt service, utilities, maintenance and depreciation.)

The Community Resource Room will not charge a facility use fee for community users approved through the Center for Leadership, Community and Neighborhood Development (CLCND). Organizations approved by the CLCND Office are not exempt from the facility fees for the other areas within the Luciano and Guaracini Centers or other appropriate fees (personnel, equipment, etc.).

Insurance
All external users are required to provide the College a certification verifying the maintenance of comprehensive liability insurance in the amount of one million dollars. Cumberland County College must be named as the additional insured under the users policies for the day(s) of the event. A certificate of insurance confirming the amount of coverage and naming Cumberland County College as additionally insured must be submitted two weeks prior to event. Additional insurance coverage for property damage or product liability may be required depending on the type and content of the event. All external users are required to indemnify and hold the College, Board of Trustees, employees and volunteers harmless for any damages what so ever arising from the users activities conducted in the Center’s facilities.


Prohibited Uses
The Conference and Events Center prohibits the following uses:

  • Regularly scheduled credit courses. (An exception to this would include theatre courses utilizing the stage and backstage areas.)
  • Use for private or personal events.
Scheduling and Confirmation
All requests for utilization of the Center must be made to the Conference and Events Center Office. Events are only considered scheduled when an executed confirmation agreement and appropriate deposit are received by the Conference and Events Center Office. No user applicant should make any commitments, release any advertising or take any action committing use of Center facilities until a confirmation agreement is received.


User Classification
The classification for users of the Center facilities is determined by internal or external, non profit/community or business/corporate organizations. Final determination of classification for a user is the responsibility of the Conference and Events Office. The following are user classifications for the Center:

  • Class A - College departments or organizations; County of Cumberland departments or
    Organizations
  • Class B - Non profit tax exempt organizations with 501(c) certification; public schools; community, civic or faith based organizations; educational organizations; municipal, township, borough or city organizations; state agencies and government offices
  • Class C - Business or corporate organizations
    These classifications along with event type and duration, facilities, equipment, personnel and services requested/utilized are applied to determine user fees.