Davidson College’s central mission is to educate young men and women for lives of leadership and service. Use of college facilities by outside groups is secondary to this mission. The Conference Services department is charged with processing all inquiries from outside groups. Interested parties may contact Cissi Lyles, Manager, Guest Services at 704-894-2185 or Jennifer Knox, Summer Conference Coordinator at 704-894-2149. TABLE OF CONTENTS - Definitions
- Criteria for Accommodating Outside Groups
- Requirements of Outside Groups
- Information Specific to Individual Event Categories
- Special Venues
DEFINITIONS
"Outside Groups” are separately constituted organizations that are not found within the organizational chart of the college. “Outside Activity” is activity that is not initiated or funded by an existing department of the college.
CRITERIA FOR ACCOMMODATING OUTSIDE GROUPS
The college will evaluate requests for outside activity when school is out of session based on the following criteria:
• Compatibility with the College mission as reflected in the Statement of Purpose
• Potential for economic enhancement
• Opportunity to support college alumni and friends
• Development of community relations
• Support of related college departmental activity
• Compatibility with Physical Plant maintenance and construction needs The College will consider accommodating requests when school is in session on a very limited basis. These decisions are based on the criteria above, but also with acute sensitivity to the potential for interfering with academic and extra-curricular activity, the size of the group and the location and length of the meeting. Activity initiated and funded by departments of the college and/or by chartered student organizations is classified as departmental and therefore is not subject to the requirements of this policy. Departmental events are planned by members of the department. Conference Services may provide consultation assistance, but all logistical work (work orders, registration, mailings, catering, etc.) must be managed by the department.
REQUIREMENTS OF OUTSIDE GROUPS
The following are requirements of outside groups: - A Certificate of Insurance listing Davidson College as additionally insured (for events of a personal nature, proof of homeowner’s insurance is acceptable - see specific insurance requirements in the Facility Use Agreement).
- An explicit description of the nature of the proposed activity, expected participants, and all other logistical needs of their activity.
- A signed Facility Use Agreement. The Facility Use Agreement includes a Non-discrimination clause that insures each group meets a minimal compliance with the college’s Statement of Purpose.
NONDISCRIMINATION POLICY: Licensee expressly agrees that (a) participation in its organization, and participation in Licensee’s Use of the Premises under this Agreement, is and shall be open to any individual regardless of race, color, sexual orientation, religion, creed, nationality, ancestry, disability, or gender (the “Nondiscrimination Policy”); or (b) Licensee has informed the College, in writing prior to the execution of this Agreement, that Licensee is or will be knowingly in violation of the Nondiscrimination Policy. The College hereby reserves the right immediately to terminate this Agreement upon discovery of Licensee’s violation of the Nondiscrimination Policy; or, to waive the Nondiscrimination Policy in the College’s sole discretion when appropriate and otherwise permitted by law. - Payment of rental fees for space in addition to all direct costs for an event (room set ups, technical support, public safety staffing, etc).
- Right of first refusal by Davidson College Catering for all food and beverage needs.
The Vice President for Business and Finance serves as the final arbiter of disputes over the classification of an event as departmental or outside in nature.
INFORMATION SPECIFIC TO INDIVIDUAL EVENT CATEGORIES Professional Association Activity
Professional Association activity is classified as outside activity, regardless of whether an employee of the college is a member of the association. Therefore this activity will be considered against the criteria listed above and subject to the requirements described above if accommodated. Typically association activity will not be scheduled when school is in session. The college may allow association activity that is clearly related to an employee’s work at the college and that has attendance of 50 or fewer participants, to be scheduled during the college calendar depending upon anticipated needs for space for departmental and student organization activity. These groups will be required to sign a Facility Use Agreement but will only incur direct charges (room set-ups, staffing support, etc). Rental charges will not typically apply. These groups will be asked to provide a Certificate of Insurance. If the association does not carry any business liability insurance, the college may choose to waive this requirement and cover the group’s activity under the college insurance policy. The Conference Services Department will determine whether such meetings can be accommodated in consultation with the College Union. The Conference Services Department will consider the nature of the group’s activity in determining whether it can be covered by the college policy. Finally, Davidson College Catering will still retain right of first refusal for all food and beverage needs. Professional activity initiated, planned, and funded by a department (as opposed to an association) that involves inviting fellow professionals from other schools or companies is regarded as departmental activity and therefore is not subject to the requirements of this policy. Departmental events are planned by members of the department. Conference Services may provide consultation assistance, but all logistical work (work orders, registration, mailings, catering) must be managed by the department. Worship Activity
The college at its discretion may identify a religious activity as an important worship opportunity for our students, faculty and staff to enjoy locally. In these instances, though an outside entity may be the organizing agent of the service, the service is regarded as departmental activity of the Chaplain’s Office. The service may be booked in campus space while school is in session and no rental fees shall be charged. The Client will, however, be required to provide a Certificate of Insurance to the Conference Services Office and sign a Facility Use Agreement. The service provider is required to submit a request to the Chaplain's Office to make all logistical arrangements for the worship event. In turn the Chaplain’s Office shall provide this information to the appropriate service provider (Physical Plant or College Union Scheduling Office) Requests for worship service space that are not specifically endorsed by the college, may still be accommodated, but will be considered against the criteria listed above and subject to the requirements described above if accommodated. Entertainment/Cultural Activities
The college does not generally accommodate space for broadly advertised entertainment and cultural activity at any time during the year. The College is not in the promotions business. The College will consider accommodating activities of an entertainment nature that that are made available by invitation to a limited and known population. The College will consider accommodating a public event when school is out of session as part of a broader contract that includes performances during the school year for the benefit of the student body. Any college department negotiating such an arrangement must contact Conference Services before making any commitments. Parent Events
The college classifies events provided by parents whose children are involved in a common college activity (sports teams, student organizations, work groups, etc.) as departmental in nature, covered by college insurance, subject only to direct costs, and allowed to be scheduled as any other departmental event. Because parents are often significantly involved in planning these events, it is required that Davidson College Catering be given right of first refusal for all food and beverage needs. This provides the college with an appropriate level of control over these activities. Beyond catering arrangements, all logistical details must be communicated by an employee of the department (coach, department head, etc.) to the specific service provider (physical plant, technical services, etc.). Parents are not to be in direct contact with these support offices (with the exception of Davidson College Catering). Commencement Day Brunches organized by groups of parents of graduating seniors fall into this same category. These will be specifically coordinated by the Conference Services Office. Due to the breadth of activity on campus on Commencement Day, only a limited number of venues can be made available. Conference Services in conjunction with the Physical Plant will identify these venues. Photography
All commercial photography requests will first be reviewed by College Communications to protect college images from inappropriate use. Once this approval is given, the standard criteria for assessing outside group requests will be invoked.
Commercial photography sessions such as wedding portraits (or any other personal portrait or still life photography) will be accommodated at no charge for the following:
• alumni/ae and their immediate family
• faculty and staff and their immediate families
• members of Davidson College Presbyterian Church
• wedding parties using Davidson College Presbyterian Church These requests must be scheduled through the Conference Services Office, and the photographer and subject/s must complete Hold Harmless Agreements prior to the shoot. The Conference Coordinator will identify locations on campus for these photography sessions that do not interfere inappropriately with the life of the college.
Unscheduled portrait and still life photography of a commercial nature is not allowed on the campus. Campus Police will ask photographers without a scheduled appointment to leave campus. If an unscheduled commercial portrait sitting is in progress, the subject would otherwise be approved, and there is no competing campus activity, Campus Police may issue a warning but should not disrupt the shoot. If the session is competing with a campus event, it should be rescheduled.
Commercial photography requests of a business nature will be considered according to the rules and regulations governing standard outside activity. Individual Student Requests
Individual student requests for space for activity unrelated to academic work or unrelated to chartered student clubs and organizations are classified as outside activity and subject to the standard criteria. Activity that is part of recognized clubs and organizations is, by definition, departmental and requires no review process or authorization by Conference Service.
Outdoor Events
The college will not accommodate outdoor events, particularly those including tents, except in those rare situations when adequate control and privacy can be assured. Faculty/Staff Personal Events and Organization Affiliations
Personal events for faculty and staff, including activity by a civic or church group to which a faculty or staff member belongs, are classified as outside events and will be considered against the criteria listed above and subject to the requirements described above if accommodated. Full rental and direct charges apply. Faculty/Staff Athletic Camps and Instruction
When practical, athletic camps will be given priority over outside groups regarding the scheduling of College facilities. Rates charged to such camps will be reviewed on a regular basis to ensure College priorities are best served. Use by Political Candidates or Organizations
The college does not rent facilities to political candidates or parties for fund-raising activity or other political activity. Requests for space from non-partisan agencies to provide a venue for public debate will be considered against the criteria listed above and subject to the requirements described above if accommodated. Alumni Functions for Sports Contest Opponents
Requests for space from Alumni Departments of schools against whom we are competing in a home athletic contest are classified as outside activity and will be considered against the criteria listed above and subject to the requirements described above if accommodated. Conference Services, in consultation with the Davidson College Alumni Office, reserves the right to consider the potential for a reciprocal arrangement with the inquiring institution in making this determination. Should this potential be strong, the college may choose to accommodate the request without charge and schedule it during the school year. A Certificate of Insurance and completed Facility Use Agreement are still required and the client must give Davidson College Catering right of first refusal for all food and beverage needs.
SPECIAL VENUES Guest House
Unlike most other campus facilities the Carnegie Guest House may be booked for outside group activity while school is in session without explicit approval from the Conference Services Department. It is the responsibility of the Guest House Manager to insure that such activities do not interfere with departmental and student organization activity. Further, it is the responsibility of the Guest House Manager to block out dates when the facility will be needed for major campus events and refuse outside reservations. Finally, the Guest House Manager will always consider the comfort of overnight guests when booking events in the Drawing Room, regardless of whether the activities are internal or external events. Clients with outside activity at the Guest House must meet the requirements of all outside groups (see Requirements of Outside Groups, above). Erwin Lodge
Erwin Lodge is a venue that may be regularly booked for outside group activity while school is in session. Requests for its use are first fielded by the Union Calendar Coordinator who considers potential conflicts with college activity before forwarding these requests to the Conference Services Office. In keeping with the conditions established when it was given as a gift to the college, special consideration is given to use by the local community. Conference Services will follow up on all requirements for outside groups described in this document. Conference Services is to receive all rental fees associated with these activities. Alcohol is not allowed in or around the Lodge. Carolina Inn, Blackwell House Sun Room
Each of these spaces is managed and booked by the specific college department housed therein. Requests for their use are first fielded by the respective facility manager who considers potential conflicts with college activity before forwarding these requests to the Conference Services Office. Conference Services will follow up on all requirements for outside groups described in this document. Conference Services is to receive all rental fees associated with these activities. Carolina Inn: Responbility party--Center for Interdisciplinary Studies
Blackwell House Sun Room: Responsible party--Alumni Office WDAV Boswell Community Room
WDAV may independently schedule outside groups in the Boswell Community Room. It is understood that one of WDAV’s primary interests is the cultivation of good relationships with outside constituencies. WDAV may request waiver of the insurance requirement for those groups that do not carry liability coverage, but contribute to the fulfillment of WDAV’s core mission. These waiver requests are directed to the Conference Services Coordinator. Further, WDAV shall collect and retain any and all fees associated with rental of the Community Room or any other part of the WDAV building and is responsible for setting these rental rates. WDAV may establish whatever fee structure it deems appropriate including reduced fees for particular individuals or agencies. WDAV will inform Conference Services of all outside bookings as well as provide signed Facility Use Agreements and insurance documentation. Davidson Lake Campus
All inquiries for use of the Davidson Lake Campus are directed to Lee Jones at the Lake Campus Facility. Alcohol is not allowed at the Lake Campus.
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