I. Overview

Requests to schedule the Dow Academic Center shall be directed to the

Manager of the Dow Academic Center, Brazosport College, 500 College Drive, Lake Jackson, TX, 77566; dac@brazosport.edu; 979-230-3100. Office hours are Monday-Thursday from 7:30 AM to 5:00 PM and Friday from 8:00 AM to 12:00 PM. Requests shall be made in writing via the Dow Academic Center Application.

Hours of Event Use:

Monday - Sunday 7:30 AM to 11:00 PM

Individuals and groups who desire to reserve the Dow Academic Center shall comply with these procedures and complete all required applications and forms. The College reserves the right to reject applications that are incomplete or untimely or if the applicant has failed to comply with these procedures. Applications shall be submitted at least 60 calendar days prior to the scheduled event so that the College can ensure compliance with these procedures.

Each application shall identify at least one responsible party who shall serve as the primary contact for the event [hereinafter "even organizer", "applicant", or "responsible party"]. The event organizer shall include his or her full name, home and work addresses, birth date, telephone numbers, and driver-identification number. All applicants must be at least 18 years old; however, if alcohol will be served at the event, the responsible party must be at least 21 years old. The applicant must state on the application whether alcohol will be served at the event. The applicant also shall generally describe anticipated decorations that will be used during the event.

Events are scheduled according to the following priorities:

1. Classroom instruction and other official College functions and programs;

2. Activities sponsored by non-College, non-profit organizations that are open to the public (e.g., fundraiser by a local charity);

3. Private, non-commercial activities that are not open to the public (e.g., private reception); and

4. Activities by commercial or for-profit entities.

The application process described in these regulations does not apply to Category 1.

An application is by the Manager of the Dow Academic Center during regular business hours. Information on current business hours may be obtained from the Manager of the Dow Academic Center. Applications may be sent via email, but such applications are not considered received until opened. If the Manager receives more than two applications on the same day seeking to reserve the same location at the same or conflicting times, priority shall be given in accordance with the schedule above. When appropriate, a neutral, random method will be used to determine priority. All applications actually received during regular business hours on the same day will be eligible for selection using the neutral, random method. Incomplete applications will not be considered.

To ensure that the Collegeensure that the Dow Academic Center is available to all members of the community, reservations for the same time or location on a weekly or other regularly scheduled basis are not permitted.

An application may be denied for the following reasons: (1) the applicant failed to supply requested information on the application; (2) the requested space is not available because it has already been reserved or is needed for College purposes; (3) the application contains a material misrepresentation of fact; (4) the applicant and/or sponsoring group are ineligible due to a previous violation of these regulations within the previous 12 months; (5) the proposed use is not suitable for the location because the anticipated attendance exceeds the reasonable capacity of the space; (6) the proposed use is not a suitable location because the design or dimensions of the activity will substantially interfere with pedestrian access, traffic flow, or public safety; or (7) the proposed use conflicts with previously scheduled activities and events in the same area.

The College will approve or reject applications within ten business days. If an application is approved, the event organizer shall sign the required written agreement and pay all required fees and deposits within five business days. If the event organizer fails to comply with this deadline, the reservation shall be cancelled.

If an application is rejected, the College shall specify the reason (e.g., the space is needed for a Category 1 activity; the date conflicts with a previously scheduled event; application is incomplete). The applicant may appeal rejection of an application by submitting a written appeal to the Dean, Information and Community Resources or his or her designee. The Dean shall have five business days to hear the appeal and render a written decision. The Dean shall be guided by these regulations in evaluating the appeal.

For all events not sponsored by the College, the College shall institute a hold harmless and indemnification agreement, which is included in the rental agreement. A certificate of comprehensive general liability insurance coverage with limits not less than $500,000 per each occurrence, combined single limit, and $1,000,000 aggregate limit, for bodily injury and property damage with a reputable insurance company authorized by the State of Texas will be required.

The event organizer shall indemnify the College from liability resulting from damage or injury occurring in connection with the event proximately caused by the actions of the responsible party, the sponsoring organization, its officers, employees, or agents, or any person under their control, insofar as permitted by law.

The Dow Academic Center is suitable for the following types of events and activities: conferences; meetings; charitable fundraisers; weddings and receptions; exhibitions; trade shows; art shows; graduation ceremony; and similar types of events.

Certain events and activities will not be permitted, including, but not limited to events involving live animals*; fireworks or open fires; firearms, illegal knives, weapons, and ammunition; and explosives. The event organizers shall not use or carry on any activity that might emit significantly offensive odors on the premises. The event organizer shall not employ external lighting or search lights.

The event organizers may direct their guests to the event by utilizing a sign in the lobby of the Dow Academic Center. The sign shall be freestanding on an easel or other similar device and shall not obstruct any entrance or exit or block any other sign.

Permissible activities must be conducted in a manner that does not disturb or interfere with the academic programs or administrative or business activities of the College or any program or activity that is conducted by or is authorized by the College. Additionally, permissible activities shall not:

• interfere with the free entry to or exit from a building, structure, or facility;
• interfere with the flow of pedestrians or vehicular traffic on sidewalks or streets or at places of ingress and egress to and from property, buildings, or facilities;
• deny the use of offices or other facilities to the students, faculty, staff, or guests of the College;
• threaten or endanger the safety of any person on campus;
• engage in conduct that is likely to result in damage to or destruction of College property or to cause disruption in utilities;
• disturb or interfere with other events scheduled at the same time;
• create a sustained or repeated noise disturbance that substantially interferes with a speaker's ability to communicate with others and/or the rights of others to listen; or
• attempt to prevent a College event or other lawful assembly by the threat or use of force or violence.

Brazosport College will schedule and manage required security for all events based on the size and length of the event, the type of event, and whether alcohol will be served. The College may utilize uniformed, commissioned officers as well as security guards. Charges for security will be included in the total rental fee and must be paid at least five business days prior to the event.

Brazosport College reserves the right to control the premises and to enforce all necessary and proper rules for the management and operation of the premises. The Dow Academic Center Manager, his or her deputy, police officers, firefighters and other designated representatives may enter the location, including any or all of the premises, at any time. The facility remains under the management and control of the College at all times.

Guest network access, both wired and wireless, is available at the Dow Academic Center. Wireless access is not open to the public. The Dow Academic Center Manager will work with event organizers to manage network access to event registrants per College policy.

Children must remain supervised at all times.

Smoking is not permitted in the Dow Academic Center or the surrounding area. Smoking is permitted only in designated areas on the College campus.

* This regulation does not preclude visitors from utilizing service animals.

The College owns the tables, chairs, equipment, and fixtures in the Dow Academic Center. Event organizers may not bring in additional equipment without the written permission of the Manager. If additional equipment is allowed, the equipment shall be specifically identified in an addendum to the written agreement.

The College will provide the event organizers with a printed layout of the room or area being leased. The event organizers shall confer with the Manager over the desired placement of the College-up of the Collegefurniture. The College reserves the right to reject a proposed set-up that, in the College, restricts entrances or exits, violates any local codes or ordinances, or interferes with other scheduled uses.

The event organizers are permitted a reasonable amount of decoration within the reserved room or area. No later than 30 calendar days before the event, the event organizers must submit to the Manager a specific, written description of the plan for all decorations. Only free-standing decorations are permitted in the meeting rooms. Decorations may not be hung from the ceiling or attached to walls. Nails, tacks, tape or other affixing devices are prohibited from use. Confetti, glitter, hay, sawdust, and rose petals are not allowed on the premises. Fireworks and sparklers also are prohibited. Bubbles and rice are permitted in outdoor areas only.

After the event, the College shall provide for the clean-up of the facility, assuming ordinary use of the facility. The clean-up fee shall be included in the regular rental rate/usage fee. If the event produces excessive trash, or if the area needs more than an ordinary cleaning, the College may charge an additional clean-up fee.

At the conclusion of the rental period, the event organizer shall remove any and all non-College-owned items brought into the Dow Academic Center. Any unclaimed items may be stored by Brazosport College, and a reasonable storage fee shall be assessed against the event organizerdeposit. Notwithstanding the foregoing, the College shall have no liability to the event organizer or any person in connection with lost or stored items.

If the premises, or any portion of the building, are damaged by the event organizers or their employees, agents, patrons, guests, or any person admitted to the premises by the event organizers, the event organizer will pay to the College, upon demand such sum as shall be necessary to restore the premises to the condition that existed prior to the use of the premises. The amount due may be subtracted from the deposit. The responsible party is responsible for the actual cost of repairs for damage to any College-owned equipment or property even if the cost of repair exceeds any deposits or fees previously paid by the responsible party.

A group or individual who fails to pay for property damage or whose activity causes severe property damage may be prohibited from renting the premises.

The Manager of the Dow Academic Center shall maintain a schedule of reasonable fees that is approved by the President or his or her designee. Fees will be based on the size and length of the event, whether special set-up arrangements are necessary, technology and utility requirements, whether the event will preclude the scheduling of other events within the facility, whether food and drink will be served, whether alcohol will be served, and other reasonable considerations. Additional fees may be assessed for events scheduled during College holidays.

Once the application is approved, the event organizer shall sign the required written agreement and pay an event deposit and a security deposit within five business days. Any remaining fees and rental fee balances are due 30 days prior to the activity. If the responsible party fails to comply with any of these deadlines, the reservation shall be cancelled and the party shall forfeit any previously paid deposits.

Trade shows or events with multiple vendors may be assessed additional charges for set-up, break-down, lobby usage, or a percentage of revenue generated. These fees may be negotiated on a case by case basis. Additional services, accommodations, or materials other than those ordinarily provided for the premises (miscellaneous pricing items, special set-ups, special labor request and special utility services) may be requested and included in the rental agreement.

Technology Support Packages will be required with the use of any College technology or audiovisual item(s) (e.g., projector, screen, computer, DVD/CD player, microphone). Should the event organizer decline the use of College technology/audiovisual equipment, system connection and/or technology support, a College technician will not be available for assistance before or during the event. Additionally, the event organizer shall bear the cost of any damage to any College-owned technology.

After the conclusion of an event, refunds will be issued by Brazosport College in accordance with the written agreement.

VIII. Food Service; Catering

Events that feature the serving of alcoholic beverages shall be conducted under the laws of the State of Texas and rules and regulations of Texas Alcoholic Beverage Commission. Responsible parties are required to contact TABC for information regarding such rules and regulations. The local TABC office phone number is 979-798-7441.

At any event where a TABC license is required, a copy of the license shall be filed with the Dow Academic Center at least one week prior to the event.

When alcohol is allowed, such beverages shall only be consumed in the area(s) rented to the responsible party as stated in the lease agreement and not in restrooms, foyers, cars, parking lots, or surrounding areas of the center. Only authorized individuals are permitted to deliver alcoholic beverages onto the premises or remove them from the premises at the conclusion of the event.

Cash bars are not permitted except in strict conformity with the rules and regulations of the Texas Alcoholic Beverage Commission.

Failure to comply with TABC regulations may result in closure or cancellation of the event by the TABC, the College, or local law enforcement.