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Campus Scheduling and Event Services


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CALL: (608) 246-6338
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Facility Use Guidelines

Madison College Facility Use Guidelines

A.    Overview    
B.    User Responsibilities                  
C.    Scheduling                     
D.    Conditions of Use - All Spaces                      
E.    Conditions of Use - Site Specific          

Addendum 1 – Information Tables Guidelines
Addendum 2 – Student Rights and Responsibilities (Code of Conduct)
Addendum 3 – Event Sponsorship and Co-Sponsorship Guidelines
Addendum 4 – Events Price Guide
Addendum 5 – Alcohol Policy 
Addendum 6 – Beer and/or Wine On Campus Special Permit Form
Addendum 7 – Banners, Posters and Wall Mounted Items Guidelines
Addendum 8 – Madison College Incident Report
Addendum 9 – Athletics Price Guide
Addendum 10 – Athletics Facilities Use Guidelines

A.    OVERVIEW

1)  The Facility Use Guidelines govern the use of facilities owned and operated by Madison College (College).  Anyone using District Facilities for an event or for the purpose to solicit, canvass, vend, promote or advertise is bound by the conditions outlined in this document. Furthermore, anyone using District Facilities must observe applicable city, state, and federal laws as well as the Madison College Code of Conduct.

2)  The College reserves the right to approve, deny and/or modify the logistics of an event to best suit the needs and limitations of the College. The College will determine the best forum (time and place) for the delivery of any event or activity based on the anticipated outcomes without restricting the content of the event.
a.    These guidelines are not designed to prohibit individuals from exercising their constitutional rights. However, the College, through these guidelines, is allowed to control access to College properties without disruption to their mission.

3)  All non-academic related activities held on College properties are overseen by the Campus Scheduling and Event Services (CSES).  

4)  Requests for facility use are submitted online through the College’s Room Reservation form. Requests in person or by any other manner than the Room Reservation form may not be honored. To submit your request, please visit the Event Services page.

5)  For guidelines governing the use of information tables on campus please see Addendum 1 or request a copy from events@madisoncollege.edu

6)  External organizations must sign a Facility Use Permit which is the official contract for the use of College facilities.
a.  By signing a Facility Use Permit, the User accepts responsibility for all activities, actions, and outcomes related to the event including, but not limited to, facility, property, employee, participant, and attendees.
b.  The College reserves the right to terminate any permit while in use, suspend any activity or expel any person associated with an event from the campus if the event/activity presents a danger to participants, the facility or poses an additional risk to the college. 

 
B.    USER RESPONSIBILITIES

1)  External users are required to file a Certificate of Insurance with the College’s Office of Risk Management/Environmental Health & Safety, at least 5 business days prior to the event. Failure to file a certificate will result in the cancellation of any existing permits. Policy minimums shall be:
a.  Commercial General Liability (CGL):
       General Aggregate,
       Including Products & Completed Operations $1,000,000
       Per Occurrence $1,000,000
       Automobile Liability $1,000,000 combined single limit
       Worker’s Compensation Wisconsin Statutory Limits
         Each Accident $100,000
         Disease-Policy Limit $500,000
         Disease-Each Employee $100,000

2)  The Certificate of Insurance must name Madison Area Technical College as an Additional Insured.  The language on the Certificate must specifically include: Madison Area Technical College is listed as an additional insured for ongoing and completed operations, with respect to the (NAME OF EVENT) taking place from (DATE(S) OF EVENT).
1.  Users without traditional insurance coverage may obtain insurance through the Tenant User Liability Insurance Program (TULIP PLUS). For more information, contact Arthur J Gallagher Risk Management Services Inc at 844-226-6097. Any fees charged by the College do not include the cost of insurance. Furthermore, TULIP is completely separate entity from the College. 

3)  The User agrees to indemnify, defend and hold harmless the College, its officers, directors, employees and agents, against and from any and all expenses, costs, damages, claims and liabilities of any kind or nature, including without limitation reasonable attorneys’ fees, arising or caused in whole or in part, by the intentional or negligent act or omission of User or any individual employed by or agents of the User in the course of the performance of duties and obligations under this agreement. The indemnification obligations of the parties hereto pursuant to this section shall continue in full force and effect notwithstanding the expiration or termination of this agreement with respect to any such expenses, costs, damages, claims and liabilities which arise out of or are attributable to the performance of this agreement prior to its expiration or termination during the use of the College facilities. 

4)  For some high risk events, the User may be required to issue liability waivers for all event participants. Specific language will be crafted by Madison College Legal Counsel based on the event and activity involved.

5)  The College reserves may secure a damage deposit in advance for any event that is considered an additional risk for the College. When to charge, and the amount will be at the discretion of CSES.

6)  The User is responsible for the conduct of all people associated with an event, including but not limited to, employees, participants, and attendees.  Conduct must be within standards defined by the Student Rights and Responsibilities (Code of Conduct). 

7)  Minors must be supervised at all times.

8)  Madison College policy prohibits smoking and the use of smokeless tobaccos on campus including the grounds and parking lots. 

9)  Users will adhere to all fire codes and applicable regulations regarding the environment and health and safety. CSES staff will monitor and enforce all applicable codes.  Failure to comply with the CSES staff enforcement or the willful neglect of these regulations will result in immediate termination of the Facility Use Permit and forfeiture of any and all deposits and/or fees for special purpose rooms and equipment if applicable.
 
10)  External Users are responsible for all licensing rights for music, dramatic performances or movies. Internal Users will be required to show license agreements for all movie showings and dramatic performances. Madison College events are covered under the College’s music licensing agreements with ASCAP, BMI and SESAC only for the performance or playback of music.

11)  External Users must be in full compliance with Title VI and VII of the 1964 Civil Rights Act and Title 1X of the 1972 Amendments stating that no person shall be discriminated against on the basic of sex, race, color, religion, national origin, or handicap. 


C.    SCHEDULING

1)  The first priority for facility use is given to Madison College's academics and associated College activities. Only events that do not conflict with the college calendar will be considered for use by External Users. CSES will make every effort to accommodate event request(s); however, all resources are scheduled on a first come first serve basis. Madison College reserves the right to approve, deny, or modify any event request for any reason.

2)  The following scheduling procedures apply to Internal Users of the College. Internal Users are official departments within the College, the District Board, the Foundation and the recognized employee unions. Additionally, any officially recognized student organization or club which is registered with Madison College Student Life office shall be considered an Internal User.
a.  Schedule event space at least 5 business days before the event and no greater than 9 months in advance.
b.  Larger events, or those that require the use of the Redsten Gym or the Mitby Theater, schedule event space at least 30 days before the event and no greater than 12 months in advance
c.  Supplemental Instruction sessions may only be scheduled on a semester basis.
d.  No events can be scheduled in classrooms for an upcoming semester until the classes have been successfully assigned to a location.
i.  Events scheduled in classrooms must adhere to the class meeting periods (i.e., 50 minutes, 75 minutes, etc.) to allow adequate time to prepare for the next class.
ii.  No event-related activity will be scheduled in classrooms the week of Final Exams. 
e.  Student Clubs and Organizations may only schedule monthly meetings on a semester basis. The club/organization advisor must sign off on all reservations. A student organization or club will designate one person to coordinate room reservations to avoid multiple requests. 

3)  The following scheduling procedures apply to External Users. 
a.  Schedule event space at least 10 business days before the event and no greater than 3 months in advance.
b.  Larger events, or those that require the use of the Redsten Gym or the Mitby Theater, schedule at least 30 days before the event and no more than 9 months in advance with the approval of CSES.
c.  Additional requirements outlined in the User Responsibilities section may be required prior to CSES approval.

4)  Internal Events co-sponsored with an External User fall under another set of guidelines which is available upon request.  All of the same User Responsibilities found under section B of this document apply to the External User even though they are sponsored by an internal department of the College.

5)  All resources needed for an event must be requested on the Room Reservation form. If additional resources are requested after the initial form is submitted, CSES reserves the right to approve, deny, or modify such requests.

 
6)  Cancellation
a.  Notify CSES as soon as possible of a User’s plan to cancel an approved event, or requested event if approval has not yet been granted. 
i.  If an External User cancels an event with 48-hour notice, no charges will be assessed. However, equipment and other resources specifically procured for the purpose of the event, and for some special purpose rooms, fees may still apply regardless of when the cancelation request occurred. 
ii.  If an External User cancels an event without 48 hours notice, or no notice, Madison College reserves the right to collect all estimated rental charges or a portion thereof.  
iii.  All cancelation charges will be at the discretion of the CSES.
b.  During inclement weather, public emergencies, or acts of god, the College may close regardless of any scheduled events. Users will not be charged a cancellation or rental fee under these circumstances. 
c.  If the College remains open during inclement weather, public emergencies, or acts of god, it is the responsibility of the User to decide whether to continue as planned or cancel. 
i.  If the User cancels under these circumstances, Madison College will assess charges for all hard costs (labor and any resources procured for the purpose of the event).
ii.  All other charges will be at the discretion of the CSES.
d.  The College shall not be liable for any losses, real or projected, the User suffers due to inclement weather, public emergencies, or acts of god.  
e.  Madison College operates an Inclement Weather Hotline both on-line and by phone. For the most current building closure, please contact (608) 246-6606.

D.    CONDITIONS OF USE (Applicable to All Spaces)

1)  External Users will be responsible for all charges related to their event. Internal Users will be charged for the cost of labor and equipment only when their event generates revenue through ticket sales, registration fees, or other sources. Charges will be assessed by CSES and processed through Madison College Financial Services. Please see the Price Guide for associated costs.

2)  Parking permits may be required on all vehicles associated with an external event. Daytime events during the academic year will require special parking instructions. Parking permits are not required for audience members attending events open to the public. 
3)  Equipment loading and unloading shall be attended at all times. All College campuses have designated Fire Lanes. No vehicle shall stand or stop in these areas without an occupant.

4)  Alcohol on campus requires a special permit from the College.  Users must contract a licensed service provider with a liquor license in good standing, and must provide a licensed bartender. See College Policy 211 Serving Beer and/or Wine on Campus for Special Events for more information. 

5)  CSES will schedule labor as needed to support the User’s event. Users may request changes to the schedule but must honor breaks and meal times for all staff. Users will be billed for any overtime associated with their event when an employee works beyond 8 hours per day or 40 hours per week in support of their event.

6)  Madison College buildings are open during designated hours and closed for specific holidays. Any events scheduled beyond the normal hours of operation may require additional staff support from the College. The User will be responsible for the associated costs, including overtime charges if applicable.

7)  All set up specifications must be approved by CSES. CSES reserves the right to modify any event set-up for any reason. 
a.  Any set-up deemed unsafe and/or not in the best interest of the College shall be modified to the satisfaction of the College. All costs associated with such changes will be paid for by the User. All charges will be at the discretion of the CSES administrator. 
b.  Any decorative materials used in the building must be made of or treated with flame resistant materials and/or not pose a fire hazard itself.
c.  Glitter and/or confetti are prohibited. Anyone using glitter or confetti despite this stipulation will be charged an additional cleaning fee of no less than $250.
d.  Users must adhere to the policies regarding postings (signs, banners, chalk, etc.) found at Addendum 7 – Banners, Poster and wall mounted items . The Madison College Facilities department will monitor and enforce all rules regarding posting of materials on campus.   
e.  The uses of open flame, pyrotechnics, smoke or chemical fog is prohibited. If any aforementioned materials are used, CSES shall discontinue the event until the items are extinguished and removed. Willful neglect or the failure to comply with CSES staff requests to remove said materials will result in immediate termination of the Facility Use Permit and cancellation of the event. In addition, the User will forfeit any and all deposits if applicable. 

8)  Equipment and furniture within the designated area listed on the Facility Use Permit is the only equipment and furniture to be used.  Users are may not move furniture and equipment from other areas of the campus. Special equipment within a room (i.e., public address system, projector, etc.) is not automatically included as part of the room use. Requests for such equipment must be made when completing the Room Reservation form.

9)  All equipment required by the User for an event, and not available through the College, will be the responsibility of the User to provide and must be approved by CSES. 
a.  Any equipment in the College inventory may become unavailable at any time. In such cases, a solution will be arrived at to the satisfaction of both parties, but Madison College will not bear any additional costs.

10)  Pianos and other musical equipment required by the User are provided as is. If the User requires an instrument to be tuned, the cost of tuning will be included in the rental fee billed to the User. Pianos and other musical equipment must not be moved without the approval of CSES.

11)  Noise level will be kept to a level that will not interfere with other people or activities in and around the campus. Any amplified effects or music will be limited to an output of no more than 95 db. The final output may be monitored by the CSES staff who will have the authority to adjust sound levels accordingly. Smaller rooms may require lower sound levels. 

12)  Identity promotions by third party sponsors associated with an approved event are limited to the interior spaces assigned to the event. No objects, materials or mascots bearing a sponsor's name, logo or image will be permitted on the outside of the building or in the public hallways. The only exception will be for College events and career fairs whose participants are invited guests of the College.

13)  Any broadcasts, telecasts, recordings, etc., require prior consent of CSES.

14)  Soliciting is prohibited on college property. Users who wish to solicit, canvass, vend, promote or advertise on campus may distribute materials (no consumable products are allowed) on the public sidewalks.
a.  The public sidewalks outline the perimeter of each College property. Adjacent sidewalks, parking lots and driveways leading up to the buildings and other open areas within the boundaries of those public sidewalks are spaces in which the College will control both the schedule and the method by which any activity is conducted.

15)  Any College recognized student club or organization wishing to circulate petitions on campus for non-college related matters require a Facility Use Permit. Permits must be requested at least ten (10) days in advance through CSES. 
a.  Petitions by College recognized student clubs or organizations that are germane to the business of the college do NOT require a Facility Use Permit, but are still required to request an information table with specific dates and times the petitions are to be circulated.   

16)  Petitions by non-Madison College groups may not be circulated on District properties. Anyone can use the public sidewalk for the distribution of materials or the collection of signatures, but no one may block the path of people coming to or going from the buildings.
a.  The public sidewalks outline the perimeter of each College property. Adjacent sidewalks, parking lots and driveways leading up to the buildings and other open areas within the boundaries of those public sidewalks are spaces in which the college will control both the schedule and the method by which any activity is conducted.

17)  Political contributions are prohibited on all District properties. Candidates running for political office who wish to conduct a campus appearance must contact Public Safety unless they are invited to participate in a College-sponsored event.

18)  Upon completion of the event, all garbage must be disposed in waste containers and all lights should be turned off. It shall be the responsibility of the User to restore the area to a pre-event condition.  External users will be charged for all fees associated with restoring a space to a pre-event condition.

19)  Madison College operates a Catering enterprise and as such have first right of refusal for all food services. Please view the catering website to review their services.


E.    CONDITIONS OF USE – SITE SPECIFIC

1) Computer Labs and Networks
a.  Madison College operates several computers labs. Most lab computers have a basic image that includes the Microsoft Office Suite and Internet Explorer. Users requesting computers labs should specify PC or Apple/Mac labs when completing the Room Reservation form.
b.  Any request for a lab with specific software must be requested on the Room Reservation form.  We cannot guarantee the specific software or lab will be available.
c.  Madison College will not permit Users to install software on any College-owned computer, nor can we honor requests to have specific software installed in a computer lab.
d.  Anyone using Madison College computer labs or the wireless network requires a login and password. Network access must be requested on the Room Reservation form in advance.  The login and password will be supplied by CSES on the day of the event.
e.  Anyone connecting to the College network must follow the Student Computer System Guidelines.
f.  Madison College is not responsible for any connectivity issues, computer corruption or the interception of data transmitted when using a privately owned computer on the College network.

2) Special Purpose Labs
a.  Madison College has many special purpose learning laboratories from automotive to zoology.  Because of the specialized nature of our lab equipment and the dependence of our curriculum on the functionality of that equipment, we rarely allow external organizations to use these spaces.
b.  If you wish to request a special purpose lab for your event, Campus Scheduling and Event Services will process the request through School Office that maintains the lab. Many times the instructors who utilize those labs must give their approval as well.
c.  If the request is approved, an instructor or a qualified designee must be on site for the duration of the event. The labor costs for the personnel will be set by the School Office and charged to the User.
d.  In some cases, the insurance requirement may be higher than $1 million dollars. In these cases, the insurance requirement will be set by the Office of Risk Management, Environmental Health and Safety. 

3) The eCourt Complex
a.  Requests for use of the eCourt Complex are made through CSES, which will process the request through School of Business and Applied Arts.
b.  Use of the eCourt Complex includes the Courtroom (PS Rm 241), the adjacent hallways, and the Office (PS Rooms 238 & 240). The Jury/Conference Room (PS Rm 242) is not automatically included unless specifically requested. 
c.  Use of the Courtroom video/audio recording equipment is permitted only after the User has satisfactorily completed the College-sponsored training session, and the College reserves the right to charge the User a flat fee to offset its labor costs associated with the conducting of the training session.
d.  Use of the landline telephones in the eCourt Complex is strictly limited to intra-College and emergency services calls only. 
e.  Use of College-owned laptop computers and the eCourt Office printer/fax/scanner is not automatically included unless specifically requested.
f.  Drinks in closed containers are permitted. Food is not permitted in the Courtroom under any circumstances. Food is permitted in the other rooms.
g.  User shall insure that all trash and recycling is placed in the appropriate receptacles and all chairs, desks and tables are returned to their original positions.
h.  User shall not physically manipulate the position of the Courtroom’s stationary cameras without the express prior approval of the College.    
i.   User bears the burden of maintaining its clients’ confidentiality, including the removal of its confidential audio/video files from the eCourt Server. 

4) The Mitby Theater
a.  Use of the theater will include the control room, offstage spaces and adjacent hallways. Theater dressing rooms and the box office are not automatically included unless specifically requested.
b.  Events using the theater loading dock may remain at the dock as long as they are actively being unloaded. Once the vehicle is unloaded it must move to a designated parking area.
c.  Helium balloons are not allowed in the Mitby Theater. 
d.  Wisconsin Building code requires the User to limit the number of people in the pit orchestra to twenty-five members when the pit cover extensions are left intact. All sections must be removed if the pit orchestra contains more than twenty-five members.
e.  An Event Technician is required for the duration of the event. 
a.  The User may bring in their own technicians to staff their production. However, CSES staff have the right to remove anyone who is incapable of safely operating the equipment or where College equipment is in danger of being damaged.

5) Indoor Athletic Facilities
a.  The College owns and operates a wide range of athletic facilities. Users must specify the exact facilities required on the Room Reservation form.  However, because the locker rooms serve many different functions for the athletic area, this space may need to be shared with the other activities in the area at the time of your event.
i.  Participants should bring locks to secure their valuables. All locks must be removed at the end of your event. Locks left for more than 24 hours will be cut and the contents of the locker delivered to Lost and Found in the Public Safety office.
ii.  Madison College is not responsible for the loss of any private property. 
b.  Athletic equipment does not always come with the facility. Any equipment required that is not physically attached to the facility must be provided by the User (i.e., balls, rackets, protective gear, etc).
c.  Any non-athletic activity held in the gym may require the floor tarp be laid in advance. The cost to lay the tarp will be billed to the User. Madison College will provide the tarps which are in less than perfect condition. There is no charge for the tarp, only the labor to install and remove.
d.  Madison College Athletics operates fully equipped concession stands and reserves the right to serve concessions at any and all events on College property. External Users may use the concession stand if the Athletics Department waives their right to serve. The User will be charged a rental fee for the space and collect a percentage on the revenue. See our Price Guide.
e.  An Event Technician is required for the duration of the event. All labor charges will be billed to the User.
i.  Use of the swimming pool requires a minimum of one lifeguard. The College reserves the right to employ additional lifeguards based on the age, activity and anticipated number of participants. All labor charges will be billed to the User.
f.  Participants, and/or their guardian, engaged in any sporting activity may be required to sign an affidavit that they are healthy and capable of participating in the planned activities.
g.  By signing a Facility Use Permit, the User accepts responsibility for all activities, actions, and outcomes related to the event including, but not limited to, facility, property, employee, participant, and attendees.

6) Outdoor Athletic Fields
a.  All vehicles must be parked in the parking lot - NO EXCEPTIONS.
b.  The field will be unlocked one hour before the scheduled game time.
c.  No hitting into the fences.
d.  Report all incidents/accidents to Madison College within one day of the occurrence.  You will find at Addendum 8 - Incident Report form .  Pick up all trash in and around the entire facility at the conclusion of each game.
e.  In the case of inclement weather, scheduling decisions will be made by Madison College and the field supervisor. Madison College will contact the person named on the Facility Use Permit regarding field decisions at least 2 hours prior to the scheduled use.
f.  Rain outs – Madison College will attempt to accommodate teams when a rainout occurs. Make-up games will be scheduled through the Athletic Department Scheduling Coordinator within policy parameters.
g.  Tournament games/doubleheaders will be counted as single games.
h.  Failure to follow any and all rules and regulations will lead to immediate cancellation of the remainder of the game contracts/field usage.

7) Roberts Field – In addition to those above.
a.  Warm-up may take place in the outfield only.
b.  No “pepper” on the field.
c.  Batting practice must occur in the cage. The L-Screen is to be used at all times and must be stored in the 3rd base dugout after use.  Cage use limited to 1 hour prior to each game and throughout game.
d.  Bathrooms will be available for your use.
e.  The clubhouse will not be available for use under any circumstances.
f.  If the concession stand is used, the area must be properly cleaned and all supplies removed.
g.  Scoreboards will be available for use by trained personnel at least 14 years of age.
h.  Lights for night games require advanced approval and a fee will be assessed to the User.
i.  The home dugout is on the first base side.
j.  Only adults will be allowed on top of the clubhouse viewing area. 

8) Challenge Course Program
a.  The permit holder, in consideration for the granting of this permit, accepts responsibility for the care of the facilities authorized by this permit and any property assigned, and for all damage to the facilities and assigned property while this permit is in effect.  The permit holder agrees to observe all laws of the City and of the State and all rules of Madison College.  Further, the permit holder agrees to indemnify and to hold the college, its officers, directors, employees and agents harmless from any and all liability, loss, damages, costs or expenses which arise out of the permit holders use or operation of the facilities authorized by this permit.  
b.  External groups: A certificate of insurance, as evidence of liability coverage, is required for groups engaging in challenge course programming.
c.  I hereby state the organization I represent is in full compliance with Title VI and VII of the 1964 Civil Rights Act and Title IX of the 1972 Amendments stating that no person shall be discriminated against on the basis of sex, race, color, religion, national origin or handicap.
d.  The “Clean Indoor Act 211,” passed on April 26, 1984 and Board policy prohibits smoking and the use of smokeless tobaccos in school buildings.
e.  Any food, materials or equipment to be brought into the building must be approved in advance and indicated on the permit.
f.  Equipment and furniture to be used in assigned areas only.
g.  A fee may be charged for parking and/or excessive cleanup required of the facilities used.
h.  Alcoholic beverages are not permitted on the District premises.
i.  Petitions may not be circulated on District premises without a permit.
j.  Soliciting is prohibited on District premises.
k.   Political contributions are prohibited on District premises.
l.   A personal injury coverage insurance certificate is required prior to the event.
m. Challenge Course programs may be canceled by the participant group with the following conditions:
i.  Cancellations made 14 or fewer days prior to the program dates will incur a full program fee charge.  Cancellations made 15-30 days prior to the program dates will incur a 50% program fee charge.  Cancellations of 30+ days prior to the program date will not be charged a program fee.  
ii.  Decisions related to cancellations due to poor weather or other uncontrollable circumstances will be made by the Challenge Course Coordinator in consultation with the Program Group Contact and will not result in the charging of any program fee

9) Goodman Sports Complex – In addition to the Madison College Facility Use Guidelines with the following substitutions.
a.  All requests/communications related to programming, meeting room requests, etc., involving The Goodman Sports Complex should be made directly with the Goodman Sports Complex Manager, Bill Kegler, and not through the college’s on-line room reservations system. 
b.  All requests for services such as meeting spaces, A/V equipment, etc. to be used in conjunction with a Goodman Sports Complex must be made at the time of scheduling the program.
b.  User Responsibilities
i.  Certificates of Insurance should be sent to the Goodman Sports Complex Manager Bill Kegler.
c.  C. Scheduling
i.  Groups may schedule Goodman Sports Complex events up to 12 months in advance of the program date(s) and no later than 24 hours prior to the start of the event.
ii.  Program cancellations of 180 days or less prior to the programming date(s) will be billed the full anticipated program fee amount (full anticipated fee amount is noted on the Facility Use Rental Agreement & Permit) unless the program can be rescheduled for another date in the same program season. Programs canceled more than 180 days prior to the program date(s) will be charged $100 for administrative time and efforts.
d.  Conditions of Use
i.  Goodman Sports Complex rental fees are listed on the Madison College Goodman Sports Complex website (www.goodmansportscomplex.com) and are listed on the Facility Use Rental Agreement / Permit. Additional charges for non-programming services (catering, room rental, etc.) will be assessed at current Madison College rates if such services are requested.
 
Addendum 1 – Information Table Reservation Guidelines

Information Table Reservation Guidelines

These guidelines have been created to establish fair and consistent use of Information Tables provided by Madison College.

Definitions
1) Madison College provides Informational Tables in their cafeterias for use by internal organizations and special external groups.
a.  An internal organization is an officially recognized club, organization, department or School of the college.
b.  The special external organizations include other non-profit educational institutions, employers recruiting through the Madison College Career Center and certain vendors with special arrangements with the College.

2) Sponsored Groups
a.  There are times when external groups may be sponsored by internal clubs, organizations, departments, or Schools at the college.  These sponsored groups will have certain restrictions placed on their use of the tables:
i.  If the external group plans sell goods or services, a substantial portion of the sales must benefit the sponsoring club, organization, department, or School.  Substantial is defined as a percentage over 40% of profits.
ii.  The external group must hold a valid seller’s permit and pay sales tax on any and all sales made on Madison College campuses.

Process
1)  Information Tables must be reserved through the Madison College Campus Scheduling and Event Services on-line Room Reservation form.  Requests in person will not always be honored.
a.  Priority is given to the Madison College Career and Employment Center/ Transfer Advising Center for Educational Institutions and Employers.
b.  Table reservations are then scheduled on a first come, first served basis.
c.  Tables must be reserved at least one week in advance using the Room Reservation form.
i.  Last minute requests for tables will be permitted at the discretion of Campus Scheduling and Event Services. 
d.  Student clubs and organizations may only schedule tables on a semester basis.  
e.  Clubs submitting the Room Reservation form must have the approval of their advisor.  Each club should designate only one person to submit the Room Reservation forms to avoid multiple requests.
f.  Each organization, club, department or School may only use a table up to four times per month.  
g.  Tables are reserved for the entire day; you may not split your time or the table with another club, organization or department. 

2)  Given the limited number of tables, we realize there are special circumstances that may arise.
a.  Madison College Campus Scheduling and Event Services may, at their discretion and/or under special circumstances, set up additional tables in designated areas at each campus.  
i.  Special circumstances include, but are not limited to: 
1.  Seasonal requests, where a display conflicts with health ordinances in the cafeteria, college sponsored job or educational recruitment fairs, large fundraising activities.  Additional table use is limited to no more than one day.
b.  As the Adoption process for the Veterinary program can take more than the allotted four times per month, this program may extend their tabling (as tables are available) until their animals have homes.

3)  A cancellation notice is requested no less than one day before the reservation. Tabling canceled without notice will count against an organizations monthly limit. If notice is given, that day’s use will not count against the monthly limit for the organization.

Use Guidelines
1)  Anyone using tables without an appointment confirmation will be removed whether the tables are available or not.   

2)   Do not move tables from their location. The only exception to this condition is at the Downtown location where the table may be relocated to the public hallway – but the user MUST return the table at the end of their day.

3)  Tables must be staffed for a portion of the day. Any materials left on the tables will be disposed when the table is no longer attended or by 5 p.m.

4)  Any food items sold or distributed must be pre-packaged from the original manufacturer. No home-made items or unwrapped goods. The only exception would be food provided by Madison College Food Services.

5)  Do not affix ANY items to the walls, panels or columns near the tables.  Users must adhere to the policies regarding postings (signs, banners, chalk, etc) found at Addendum 7 – Banners, Posters and wall mounted items. The Madison College Facilities department will monitor and enforce all rules regarding posting of materials on campus.   

6)  The distribution of literature or materials must not in any way obstruct or prevent people from moving through the hallways. People staffing the table must stand behind or beside the table. Standing in front of the table may cause congestion and restrict movement. Public Safety will be called to enforce any violation if this becomes a safety hazard.

7)  Any College recognized club or organization wishing to circulate petitions on campus for non-college related matters require a Facility Use Permit.  Permits must be requested at least ten days in advance through Campus Scheduling and Event Services.  
a.  Petitions by College recognized clubs or organizations that are germane to the business of the college do NOT require a Facility Use Permit, but are still required to request a table with specific dates and times the petitions are to be circulated.  
 
8)  Petitions by non-Madison College groups may not be circulated on District premises.  Anyone can use the public sidewalk for the distribution of materials or the collection of signatures, but no one may block the path of people coming to or going from the building.
a.  The public sidewalks outline the perimeter of the each College property.  Adjacent sidewalks, parking lots and driveways leading up to the buildings and other open areas within the boundaries of those public sidewalks are spaces in which the College will control both the schedule and the method by which any activity is conducted.

9)  Political contributions are prohibited on District premises.  Candidates for political office must secure and pay for facility use like any other external organization, unless they are invited to participate in a College sponsored event.
a.  Endorsement of any political candidate may be sponsored only by an officially recognized student clubs or organizations.
b.  Student political clubs may sponsor an appearance by a candidate, but the candidate must be limited to a space reserved by the student club and confirmed by Campus Scheduling and Event Services.  Political candidates are not permitted to walk through the campus as it may interfere with the business of the college.
c.  “Get Out The Vote” awareness campaigns must be non-partisan. 

10)  Raffles must be arranged with the Student Life office. They shall record and report the revenues as per state law.

11)  Tables are provided as is. Any additional equipment/materials must be requested on the Room Reservation form. Tablecloths, TV’s, laptops are provided based on availability and appropriateness. Any electronic equipment must be locked to the table.

12)  Any group involved in selling must provide a cash drawer and change fund.  Money handling is conducted at your own risk.

13)  Users must follow all other rules, policies and guidelines of Madison College, City of Madison and the State of Wisconsin.

14)  Madison College reserves the right to approve, decline and/or modify the logistics of an event to best suit the needs and limitations of the College. The College will determine the best forum (time and place) for the delivery of any event based on the anticipated outcomes without restricting the content.

 
Addendum 2 – Student Rights and Responsibilities

Visit the Student Rights and Responsibilities page to learn more. These rights and responsibilities apply to all Madison College students. 

 
Addendum 3 – Event Sponsorship and Co-sponsorship Guidelines

Event Sponsorship and Co-sponsorship Guidelines

At Madison College, there are many opportunities to produce events that advance student learning, engage faculty in academic discourse and build our campus communities. In many cases, the College needs to partner with outside organizations to produce those events.  Any academic department or functional area may choose to sponsor or partner with an outside organization to host an event using College resources.   The costs to produce the event must be budgeted and staffed appropriately by the internal organization.  Madison College encourages these activities and wishes to foster their success.  To appropriately plan for these types of events, the sponsoring department must work with the Campus Scheduling and Events Services office (CSES) to assist in the planning and execution of the event.

1) Definitions:
a)  Sponsorship is defined as an arrangement between a Madison College department and an outside entity where the liability for hosting the event rests with the internal department of the College.  All direct costs to host the event will be the responsibility of the internal department.
b)  Co-Sponsored events are defined as a partnership between a Madison College department and an outside entity where the ownership and liability for hosting the event is split between the College and the external organization(s).
c)  Any outside organization that is paid for their participation is a Contracted Service provider.  The department that initiated the event must have all contracts approved by Legal Counsel and signed by the Vice President of Administrative Services. 

2) Responsibilities
a)  Both Sponsored and Co-Sponsored events must be approved by the School’s Dean or the functional area’s Vice President in writing. 
b)  The event organizers must read and adhere to the Madison College Facility Use Guidelines. 
c)  External organizations working in partnership with the College must also read and adhere to the Facility Use Guidelines and sign a Facility Use Permit.
d)  Any external organization working in partnership with Madison College must provide a Certificate of Insurance with Madison College named as an Additional Insured. Language should include: “Madison Area Technical College is listed as an additional insured for ongoing and completed operations, with respect to the (NAME OF EVENT) taking place from (DATE(S) OF EVENT.”
i)  Performers paid to participate are contracted service providers and are not a sponsor or co-sponsor of the event. Individual performers may not be required to provide a Certificate of Insurance.  However a professional company of performers must provide proof of Worker’s Compensation.  Madison College retains their right to require a Certificate of Insurance for any contracted service provider.
e)  Madison College departments and organizations must materially participate by either providing financial support and/or staff dedicated to the event.  Sponsorship in name only is strictly prohibited.  
f)  If a Co-Sponsored event involves music, recorded or live, the external agency must provide proof they possess current music licenses with ASCAP, BMI and SESAC (the three major music licensing companies).  This is a requirement instituted by the music licensing companies and the College is not in the position to waive this requirement.
i)  Fully sponsored events are covered under the College’s current licenses.
ii)  Performance rights for dramatic performances or movies may be secured by either party, but the licensing rights must be secured in advance of the event.
g)  If other departments of the College are needed to support the event, (Facilities, Public Safety, Food Services, etc.) there may be charges assessed to the organizers.  Charges will be assess under the following circumstances, including but not limited to:
i)  When service exceeds the normal building hours and additional work is performed on overtime.
ii)  The event requires a significant amount of equipment or other College resources.
iii)  The event requires equipment not owned by the college or when staffing levels exceed labor available from Campus Scheduling and Event Services.
iv)  All catering provided by Madison College Catering.
h)  Any event with an admission fee (ticket sales, registration fees, donation, etc.) that requires support from another department will automatically be charged for labor and equipment.  The exception will be for events held in departmental spaces where the equipment and labor exists for those purposes. (i.e., Madison College Performing Arts events held in the theaters, WolfPack Sporting Events held in the Athletic Facilities, Culinary Events held in the Gourmet Dining Room, etc.). 

3) Fee Waivers for External Organizations
a)  Madison College has established a committee to review sponsorship requests where no individual department or organization is the sponsor, but the College as a whole. Generally, these requests come from an outside organization requesting facility rental fees and other costs be waived.  The committee will recommend or deny the requests based on the value to the college, burden to the taxpayers and service to the community.  The requesting organization must write a proposal detailing the event, the benefits to Madison College, the community and the level of support being requested.  Guidelines for College sponsorship are available upon request from the President’s Office.
i)  The committee will make recommendations to the College President who will have final authority.
ii)  The committee will have no responsibility over sponsored or co-sponsored events where a School of the College has decided to produce an event and cover all costs from their department budget.

Revised 9/24/2013

 
Addendum 4 – Price Guide

Madison College Rate Sheet for Room Rentals

1.  Location costs are based on capacity:
$10 per hour for capacities of 49 and under.
$15 per hour for capacities between 50 – 99
$25 per hour for capacities between 100 – 249
Specialty spaces: Mitby Theater, Redsten Gym, Gateway run between $50 - $75 per hour.

2.  Additional costs:
* Smart Room Technology: $25 per room/per day. Includes computer, projector, screen, speakers, network access.           
* Minimum 1 hour event staff support at $16/hour. Weekend and off hours is a 3-hour minimum.
* Additional labor and equipment quoted upon request and based on availability (tables, lecterns, PA systems, etc).
* Custodial charges may apply for additional clean up. Weekend and off hours is a three hour minimum at overtime $40 per hour.
* Security charges may apply if Public Safety officers are deemed necessary by the College.

3.  All rentals require a Certificate of Insurance with Madison College named as the additional insured with a minimum of $1 million dollars in coverage (specifics available upon request).
 
Addendum 5 – Alcohol Policy

Procedure for Alcohol Policy #211 

Introduction 
The service and consumption of alcoholic beverages is strictly regulated by law. All persons coming onto any Madison Area Technical College properties are charged with compliance with these laws. Noncompliance may subject the College to legal liability. In order to ensure against violations of the law, the possession, service and consumption of alcoholic beverages on campus is subject to Policy #211 – Alcohol Policy and the procedures described below. 

Policy #211 permits only beer and/or wine at an event held on District property. However, the Policy does permit the use of other alcohol for instructional purposes and in the preparation of foods provided by the Food Services department. 

Definitions 
1. “Alcohol” for the purpose of this Policy means beer and wine. 
2. “Campus Alcohol Agent” means the individual on the Madison College campus who has been designated to approve applications for Events where alcohol will be served. 
3. “Event” means a conference, fundraising event, meal, meeting or any other gathering (formal or informal) on District Property. 
4. “District Property” means any property owned, leased, licensed or otherwise under the control of Madison College. 
5. “Event Sponsor” means the College employee or an authorized representative of an external bona fide group who submits the Special Event Permit form to the appropriate Campus Alcohol Agent for consideration of the request for the sale and/or consumption of alcohol. 
6. “Event Supervisor” means one of the following: 
a. The authorized Madison College employee who is at least twenty-one (21) years of age to assume responsibility on behalf of the sponsor for direct supervision of the serving and consumption of alcoholic beverages throughout the event. The supervisor is responsible for ensuring compliance with the College’s policy and procedures for the use of alcoholic beverages on campus and all pertinent state and local laws governing possession and consumption of alcoholic beverages, or 
b. A representative of a non-Madison College entity who is at least twenty-one (21) years of age that is eligible to apply for a Special Event Permit. The supervisor is responsible for ensuring compliance with the College’s policy and procedures for the use of alcoholic beverages on campus and all pertinent state and local laws governing possession and consumption of alcoholic beverages. 
7. “Indirect Sale of Alcohol” means participants purchase a meal and alcohol is provided as a part of the purchase price. 
8. “Private Event” means an Event where alcohol is served that is not open to the general public. In order to be a Private Event, the Event must satisfy all of the following: 
a. It must be by invitation only. Invitations to the Event must have been sent to specific individuals. 
b. A previously printed list of invited guests must be used to identify attendees at the entrance to assure that only invited participants enter. 
c. The Event cannot have been advertised as being open to the public. 
d. The alcohol is free or the Event is a College-sponsored Event and the admission charge or other charge for participation is the same regardless of whether the person attending consumes alcohol or not. 
9. “Sale of Alcohol” means that alcohol is served or delivered for value. 
a. In particular, alcohol is considered sold at any Event where alcohol is served and:
 i. There is a cash bar, or 
ii. Alcohol is exchanged for tickets that have been purchased or for other evidence of payment, or 
iii. Payment of an admission charge, registration fee or other fee or charge allows an individual to attend the Event and be served alcohol, or 
iv. A collection is taken at the Event to cover the cost of the alcohol. 
10. “Special Event Permit” means a permit issued by the appropriate Campus Alcohol Agent that authorizes the sale and/or service of beer and/or wine at a specific location for a specific date and time. 
 
Applicability 
The President has delegated responsibility for regulation of the service and consumption of alcoholic beverages by students, student organizations, student activities, staff, District Board, outside groups and any other persons and entities. 

Authorizing Campus Alcohol Agent 
1)   No one may represent that the College (or any of its subsidiary departments and offices) is the sponsor of an event at which alcoholic beverages are served without express written permission from the President or designee. The President has delegated responsibility for review and approval of authorization to serve alcoholic beverages to: (1) the Vice President for Administrative Services for any event held in the Madison College facilities, and (2) the Regional Campus Administrators for any event held in their regional campus facilities. 

2)   Depending upon the location and type of event, security may be required. The need for security will be determined on a case-by-case basis and mandated by the Campus Alcohol Agent as they see fit. If required, Madison College Public Safety Services will assign uniformed or non-uniformed officers for any College alcohol event or private function. The sponsor of the event will be responsible for the cost of the security staff provided. 

3)   Final authority for the event lies with the Event Supervisor in charge of the event. Even though there may be other Administrators in attendance, the person named on the Special Event Permit Beer and/or Wine on Campus permit has final authority over the event. 

4)   Final authority over personal safety or building security lies with the Madison College Public Safety Officer on duty at the time of the event. Their authority supersedes the College Administrator in charge, if there is a conflict. 

Authorization Criteria for Alcohol at an Event 
The Campus Alcohol Agent will use the following criteria in their review of an event requests. The list is not meant to be all-inclusive. The events purpose is: 
1. donor cultivation, solicitation, and stewardship official function. 
2. fundraising event (other than 1. above). 
3. “Private Event” of an external organization scheduled through Campus Scheduling and Event Services (CSES) or the regional campus administrator. 

The following minimum criteria must also be met for authorization of an event: 4 
1. Compliance with state law and local ordinances with regard to licensing of the event. a. Food and non-alcoholic beverages must be served. 
2. Event Sponsor provides proof of adequate liability insurance and indemnifies the College. 
3. Any time beer and wine are sold (see “Sale of Alcohol”) licensed bartender(s) must be in charge of the service. 
4. Promotions and advertisements for events shall not be permitted to indicate that alcohol will be served or consumed. 

Right to Terminate Event 
Madison College reserves the right to terminate any event that does not adhere to state, local and/or College regulations and requirements. Further, the College may terminate any event that becomes disruptive or potentially disruptive to the instructional and business functions of the institution. 

Event Sponsor 
Each Event must designate a sponsor. The sponsor is a College employee or an authorized representative of an external bona fide group who submits the Special Event Permit Beer and/or Wine on Campus form to the appropriate Campus Alcohol Agent for consideration of the request for the sale and/or consumption of alcohol. Approval will be granted only if the authorized College administrator is satisfied that the requirements of this policy and the law have been met. The Sponsor is ultimately responsible for any failure of its designated supervisor to ensure compliance with the policy and procedures for the use of alcoholic beverages on campus or with state and local laws and must agree to indemnify the College for any losses. 

Event Supervisor 
Each Event must designate an individual who is at least twenty-one (21) years of age to assume responsibility on behalf of the sponsor for direct supervision of the serving and consumption of alcoholic beverages throughout the event. The supervisor shall be present for the full duration of the event and shall not consume alcohol before or while they are on duty. The supervisor is responsible for ensuring compliance with the College’s policy and procedures for the use of alcoholic beverages on campus and all pertinent state and local laws governing possession and consumption of alcoholic beverages. The supervisor also is responsible for executing and submitting to the appropriate Madison College administrator a Special Event Permit Beer and/or Wine on Campus form, on behalf of the sponsor, at least fifteen (15) working days prior to the event. Approval will be granted only if the authorized College administrator is satisfied that the requirements of this policy and the law have been met. The Sponsor is ultimately responsible for any failure of its designated supervisor to ensure compliance with the policy and procedures for the use of alcoholic beverages on campus or with state and local laws and must agree to indemnify the College for any losses 

The Event Supervisor is responsible to oversee the following: 
1. Meet with all servers prior to the event to discuss alcohol serving procedures. 
2. Consistent security and event monitoring procedures. 
3. Each entrance/exit to the Event is being monitored so that alcohol is not brought in or carried out of the Event. 
4. Signs have been posted. 
5. Ensure ID’s are being checked according to pre-determined methods and the limit for the number of beverages served per person is being enforced. 
6. Review previously printed list of invited guests to any “Private Event” to assure that only invited participants enter. 
7. That “Get Home Safe” brochures developed by the College are placed in a visible location so guests can call taxis or secure other modes of transportation for a safe ride home. External event organizers are encouraged to solicit volunteers as designated drivers who can provide transportation when needed. 
8. Call a debriefing meeting for events where alcohol-related problems arose, and recommend changes to procedures for upcoming events. 

General Requirements 
1. If the event lasts more than two hours, alcohol should not be served during the last hour of the event.
 a. For events lasting less than two hours, service should end at least 30 minutes before the scheduled end of the event. 

2. Area Where Alcohol is Served: 
a. The area where alcohol is served must be defined and clearly marked using readily identifiable barriers such as fencing and/or built-in boundaries. Building and fire codes must be adhered to. 
b. Alcohol can only be sold to individuals 21 and older, who have been checked in using a pre-determined system (i.e., wristbands, hand stamps, name badges) 
c. Signs must be posted at every entrance or exit stating: i) Private Event (if applicable) 
ii) No alcohol beyond this point 
iii) Identification required. No one under the age of 21 shall be served. 
iv) Don’t drink and drive 
v) Drink responsibly 

3. Service of Alcohol: 
a. Establish and notify guests of start and end times. 
b. Alcohol should not be part of the event if it cannot be properly managed. 
c. Alcohol may not be served at an event in individual portions that exceed 12 ounces of beer and six (6) ounces of wine. 
d. No alcoholic beverages will be served or sold prior to 5 p.m. or after midnight. 
e. Persons attending the Event may not be given direct access to coolers, kegs, or service areas. If a single bottle of wine is provided at each table in conjunction with a meal (where the guests are all over 21), it is the responsibility of the Event Supervisor to monitor the consumption of the attendees. 
f. Servers of alcohol 
i) shall be trained to serve alcohol. 
ii) shall have a valid photo ID showing their name along with a copy of Training for Intervention ProcedureS (T.I.P.S.), or equivalent, training certification. 
iii) shall be 21 years of age or older. 
iv) shall not serve anyone who is visibly intoxicated. 
v) shall not consume alcohol before or while they are on duty. 
vi) shall be familiar with the system being used at the Event for verifying that only persons 21 year of age or older are being served alcohol. 
vii) shall have knowledge of Madison College’s protocol for dealing with emergencies and/or altercations. 
g. No one shall be served more than two (2) drinks at a time. 
h. Properly trained personal should be responsible for checking identification (ID). 
i. Alcoholic beverages may not be stored on unlicensed premises that are unsecured and open to the public. In particular, alcoholic beverages may not be stored in refrigerators in public areas. 

Risk Management 
Madison College Risk Management (RM) is available to work with the Event Supervisor and campus officials to review the event plan, the Risk Assessment for Serving Alcohol, and to advise on the associated risks and risk mitigation. RM advises on insurance requirements for campus events, with or without alcohol. 

Insurance 
Insurance
Non-College groups shall provide proof of general liability and liquor liability insurance when utilizing College facilities for events with alcohol. A Certificate of insurance shall be provided the College a minimum of 15 days prior to the event. Non-College sponsors who do not carry liability insurance may apply for Special Event Insurance through the Tenant User Liability Insurance Program (TULIP). A certificate of insurance can be generated through this process. 
College-sponsored events occurring at off campus locations may be asked by the property owner for proof of insurance from the College. The College’s Risk Management office will provide the required certificate of insurance. 

Liability and Indemnification 
Any person (or group) possessing, using, consuming, selling, bartering, or furnishing any alcoholic beverages upon the premises or grounds of the College assumes all risk and liability for damage and injuries to personal and/or property which in any way results from such possession, use consumption, sale, barter or furnishing of alcoholic beverages. 

Madison College Safe Alcohol Service
 
Questions for Organizers Requesting Beer or Wine at Their Event 
1. Who is the sponsoring organization of the event? 
2. Who is the target audience for your event? 
3. How is the event advertised, and is the availability of alcohol highlighted in the promotion? 
4. How many people can the facilities accommodate? 
a. How will organizers limit the number of attendees? 
5. What will be done so the service area is secured and entry controlled? 
a. How will you prevent alcohol from leaving this area? 
6. Who is in charge of the alcohol service? 
7. Name of the licensed bartender be present at all times? 
8. Who is the Madison College Administrator in charge of the whole event? 
9. Will alcohol be purchased or provided as part of the event? 
a. Will patrons purchase a beverage or a ticket to receive a beverage? 
b. What is the anticipated cost per glass: Beer ___ Wine ___ 
10. Is there a need to have security staff monitoring the patrons? 
11. Will volunteers be serving alcohol? If yes, then who trains them and when? 

Addendum 6 – Beer and/or Wine On Campus Special Permit Form

Complete the Special Event Permit Beer and/or Wine On Campus form.
 
Addendum 7 – Banners, Posters and Wall Mounted Items Guidelines

Banners, Posters and Wall-Mounted Items

Postings may ONLY be placed on designated boards, areas, or surfaces. ALL other postings shall be removed. Building entrance and exit areas are reserved specifically for emergency information related to building or weather conditions, or any other information that may affect operations of the facilities, or health and safety of building occupants. Such notices shall only be posted by Facility Services authorized staff.

Posting of signs, banners, notices, posters or any other materials not in accordance with these procedures will be subject to removal without notice. Comments, questions, or concerns regarding these procedures should be addressed to Facility Services, Room B1244, Truax for review and/or response as appropriate.

For assistance in ordering or mounting the above items, submit an online  Service Work Request to Facility Services (Truax Room B1244).

Addendum 8 - Madison College Incident Report

Complete the Incident Report Form for all incidents that occur on Madison College property. 
 
Addendum 9 – Athletic Facility Rental Rates

Madison College Truax Campus
Athletic Facility Rental Rates

          
Baseball         
Madison College games and Sponsored Event: No Charge
Other (Adult/Amateur leagues/Legion teams, etc.): $225 per double header
Use of stadium field lights - Flat fee: $75

Softball
Madison College games and Sponsored Event: No Charge
Other: $100 per game

Soccer
Madison College games and Sponsored Event: No Charge
Other: $50 per game/field or $200 per day/field
                                
GENERAL RENTALS:
Gymnasium Per Hour
Gym 110A: $45    
Gym 110B: $45    
Gym 110C: $45    
Total Complex: $115    
(Main & Auxiliary Gyms plus Spectator area)

•    Fees include the following equipment: Baskets, score boards, volleyball nets and standards – all other equipment must be provided by the rental group or rented through the college Events Office.  Note:  Any set-up requirements must be included in the original agreement and will be subject to additional charges per college policy.
•    Event director must be on-site at all times.
•    Set-up and take-down time must be included in hours rented.
•    Deposit is due when reservation is taken, and remainder is due one week prior to rental.
•    Certificate of insurance must be on file prior to approval of reservation.
•    Cancellation of reservation will result in forfeiture of your deposit.
•    Concessions for any/all events will be handled through the Athletic Department, and will be included in the rental agreement.
•    If an event runs beyond the actual time reserved, facility rental rates will be doubled for additional hourly use.
•    Rental group will be required to perform basic clean-up of facilities to include, picking up trash, replacing all padding on walls/bleachers, etc.  All other clean-up will be included in your rental fee.

Supervisor Fees:
Supervisor (1): $25-$45 per hour – Depending upon event

Other Fees and Contacts:
Security: Public Safety        
Facilities: Wes Marquardt    
Cafeteria: Jason Walker
Events : Corey Helser                            
As of 4/12/16

Addendum 10 - ATHLETICS FACILITY USE AGREEMENT

ATHLETICS FACILITY USE AGREEMENT

PLEASE NOTE:

1. The permit holder, in consideration for the granting of this permit, accepts responsibility for the care of the facilities authorized by this permit and any property assigned, and for all damage to the facilities and assigned property while this permit is in effect.  The permit holder agrees to observe all laws of the City and of the State and all rules of Madison College.  Further, the permit holder agrees to indemnify and to hold the college, its officers, directors, employees and agents harmless from any and all liability, loss, damages, costs or expenses which arise out of the permit holders use or operation of the facilities authorized by this permit.  A certificate of insurance, as evidence of liability coverage, may be required.

2. I hereby state the organization I represent is in full compliance with Title VI and VII of the 1964 Civil Rights Act and Title IX of the 1972 Amendments stating that no person shall be discriminated against on the basis of sex, race, color, religion, national origin or handicap.

3. The “Clean Indoor Act 211,” passed on April 26, 1984 and Board policy prohibits smoking and the use of smokeless tobaccos in school buildings.

4. Any food, materials or equipment to be brought into the building must be approved in advance and indicated on the permit.

5. Equipment and furniture to be used in assigned areas only.

6. A fee may be charged for parking and/or excessive cleanup required of the facilities used.

7. Alcoholic beverages are not permitted on the District premises.

8. Petitions may not be circulated on District premises without a permit.

9. Soliciting is prohibited on District premises.

10. Political contributions are prohibited on District premises.

11. A personal injury coverage insurance certificate is required prior to the event.

12. Athletic facilities
a. May be canceled, without charge or penalty, upon notifying the campus facilities office at least one week before the event.  Fifty percent (50%) of the base charge, plus any actual costs incurred for services provided, will be assessed upon cancellation with less than one week notice.
b. “No Shows” will be charged the full base charge, plus any actual costs incurred for the services provided.
c.  Rainouts will not be charged if it occurs prior to the start of the event.  If requested services have already been provided, only the cost of the services will be charged.

13. Send payment and signed agreement to:
Madison College Athletics
Attn: Kris Mills
1701 Wright Street
Madison, WI 53704
(608) 245-2103