Facilities and Grounds Scheduling Policy

Philosophical Statement

Rollins College facilities and grounds are primarily designed and reserved for supporting the educational mission of the institution. Secondarily, Rollins College space is used to facilitate related activities of significant interest to the College. The facilities and grounds also may be made available to other users for approved purposes if space and staff support is available.

Procedures

To reserve space on campus individuals or groups should submit an electronic request by using Virtual EMS. Off campus users should contact Scheduling and Events Services at (407) 647-1315. Scheduling and Event Services is responsible for scheduling all space on campus.

Categories of Use, Scheduling Privileges and Fee Schedule

The following list indicates who is eligible to reserve facilities.

A. Official Rollins College Event
An event entirely organized by a registered student organization or official Rollins College department.  Attendance is designed for the Rollins College community with no direct or indirect cost to attend.  Any charges (catering, speaker fees, special order equipment, unusual clean up, etc.) are paid with a College account number.  Standard facility fees are waived.

B. Invited/Sponsored Guests or Organizations
Event is scheduled and organized by a registered student organization or official Rollins College department.  The Rollins College host must be present at the event and fulfill the “Responsibilities of an Organizer or Host.*" Attendance includes non-Rollins College guests as well as Rollins College staff, faculty or students.   An Event Classification Form must be completed and submitted to the College Facilities and Events Committee (CFEC).  Unless otherwise determined by the CFEC, the non-Rollins College guest organization will be required to provide a certificate of insurance and sign a letter of agreement with the College. In some circumstances the standard facility fees may be partially waived depending upon the type of event and its requirements.

C. Professional Organization through College Membership
An event hosted* by a Rollins College staff or faculty member as a result of their membership in a professional organization directly related to your position at the College. An Event Classification Form must be completed and submitted to the CFEC.  Unless otherwise determined, the non-Rollins guest organization will be required to provide a certificate of insurance and sign a letter of agreement with the College. In some circumstances the standard facility fees may be partially or fully waived.

D. Off Campus
An event not directly sponsored through an official Rollins College department or a registered student organization. Attendance primarily is not made up of the Rollins College community. A single point of contact is required. The organization will be required to sign a Letter of Agreement and provide a Certificate of Insurance. Standard facility fees will be applied.

Any questions concerning a group's status or request for waivers or reclassification of category should be directed to the Director of Scheduling and Event Services for review by the College Facilities and Events Committee. The form is available on the Scheduling and Event Services website or by contacting Scheduling and Event Services.

*Responsibilities of a College Organizer or Host - Whenever a Rollins College individual, department or campus organization invites non-Rollins College guests to an event on campus, the College commits space and staff time that may impact other scheduled activities. Therefore, the host and organizer must be an employee of the College. Further, they must bear specific responsibility to the event including but not limited to the following:

1.      Must be present at all times during the event and respond to any problems or complications which may arise.

2.      Must be the primary contact for making reservations and arrangements with Scheduling and Event Services for all spaces.

3.      Must schedule the facility, support and equipment services. No other member of the group may make reservations or arrangements.

4.      Must work with all appropriate College departments.

College Policies

All users of Rollins College facilities and grounds are subject to the College’s general policies. This includes Rollins no-smoking policy, alcohol policy, non-discrimination policy, and sexual harassment policy. Copies of these policies are available on the Scheduling and Event Services website or by contacting Scheduling and Events Services.

Requests for Waivers/Exceptions

Few waivers or exceptions will be granted to these policy guidelines. However, requests for a waiver, exception, or determination of User Category can be submitted to the College Facilities and Events Committee.  The Event Classification form is available on the Scheduling and Event Services website or by contacting Scheduling and Event Services.

Insurance Requirements

In providing activities that not only provide visibility for the College, but also reach out to the local community, the College recognizes the exposure to losses through liability. With this in mind, the following classification of events will be required to submit a certificate of insurance:

• Invited/Sponsored guests or organizations
• Professional Organizations
• Off Campus

The external organization is required to provide a certificate of insurance 15 days prior to their event on campus. Rollins College requires liability insurance from third parties wishing to use College facilities for meetings, conferences, seminars, weddings or other special events.  

1. Such policies shall name the College as an additional insured. The external organization must provide the College with a current certificate of insurance. These certificates shall contain provision that coverage afforded under the policies shall not be cancelled or changed until at least 30 days prior written notice has been given the College.
2. The required coverage is one million dollars combined bodily injury and property damage coverage, naming Rollins College as additional insured.  The Client is to be insured for the period of the event or program and the Certificate of insurance so described must be filed with the College at least fifteen (15) days prior to the event.

Obtaining Insurance

Gallagher Program - To access the Gallagher Program, contact Tracy Paladino at Tracy_Paladino@ajg.com, by phone 303.889.2614, or Priscilla McCoy at Priscilla_McCoy@ajg.com, or by phone 303.889.2540. 

Campus Connexions - Campus Connexions is a resource for TULIP coverage provided directly from the same company insuring Rollins College. They are familiar with our facilities and offer an online application and full Customer Support Services.

www.totaleventinsurance.com – Total Event Insurance company is online-based and allows for quick quotes on higher risk events not covered by other insurance companies.