Guidelines and Policies
  (614) 287-5500

The Facility Terms and Conditions are an extension of the conference center Facility Use Agreement and are designed to give facility users a clear understanding of their responsibilities.

1. Users of the facility shall observe all applicable conference center and CSCC policies. The user shall follow all guidelines and instructions from the conference center staff.

2. College events shall take precedence over any other events, provided space is available. Please contact the conference center coordinator for specific details on availability.

3. To secure a date on the CWD conference center calendar for non-college users, a contract must be completed and a deposit of 50% of the total rental fee must be paid. No dates will be held without the appropriate fees and a signed contract. Meeting/event space requests for non-college and co-sponsored will be accepted for up to one year prior to the event. CSCC academic/college event space requests will be confirmed 30 days prior to the event date.

4. The scheduling of events will be based on the facility availability.

5. The facility is available from 7:00 a.m. until 12:00 midnight, seven days a week. Requests for use beyond midnight will be considered individually and must obtain approval from the Dean of CEWD.

6. Facility access and use must be within the allotted and confirmed time as noted on the Event Confirmation. (Each event is granted one hour access time prior to the event start time, unless otherwise arranged with the conference center office.)

7. In addition to the rental and event operation fees, any group that schedules an event outside the conference center’s regular operating hours must pay an additional hourly rate of $300 (per hour).

8. No person or organization shall be excluded from rental or use of college facilities based on age, gender, race, color, creed, disability or national origin.

9. CSCC reserves the right to deny usage of any College facility which interferes with the normal operation of the College, or which, in the opinion of the administration, is not in keeping with College philosophy.

10. Smoking is prohibited inside the building and on the 4th floor terrace.

11. CSCC has a Public Safety Department on duty at all times. Additional security may be retained for an additional fee. These staff members will be billed at $35 per person/per hour (4 hour minimum).

12. The conference center is not responsible for any lost, stolen, or damaged property belonging to the members of the rental groups utilizing the facility, and shall not assume any responsibility for personal injury which may occur during the use of the facility.

13. All property belonging to the renter must be removed from the facility immediately following the rental period.

14. CSCC reserves the right to remove and dispose of any remaining property belonging to the Renter at the expense of the Renter at the termination of the facility use agreement.

15. Rental and vendor deliveries and pick-ups must be made the same day as the event unless prior arrangements have been made with the conference center office. All deliveries shall be brought through the west delivery dock. Items may not be delivered prior to the contracted event date unless approved by the conference center office.

16. Items to be delivered the day of the event before the contracted event start time must be approved by the conference center office two weeks prior to the event.

17. The conference center does not have available storage areas. There is no overnight storage of rental items. All rentals must be picked up following the event.

18. CSCC will not be held liable for deliveries made or any property left in the facility at any time.

19. Parking will be provided for rental participants and patrons to the extent that facilities are available. The cost of parking is included in the rental fee. Rental participants/patrons are to park in lots designated for special events. Parking lots are not available for purposes other than their intended use. The conference center office can assist in coordinating shuttle transportation to load and unload passengers at the front entrance of the building for an additional fee.

20. Youth or children’s groups shall be supervised at all times by responsible adults provided by the rental organization and must sign a statement which assumes responsibility for conduct and damages.

21. CSCC will bear no financial responsibility for any disruptions that may occur due to mechanical difficulties, emergencies, or unanticipated events beyond the College’s control.

22. Rental groups will be charged for any special cleaning, maintenance, or repairs resulting from the event. The renter shall also be liable for any loss, damage, repair or replacement of College equipment or facilities which occurred during the term of the facility use agreement.

23. No political fund-raising groups or those intending to use CWD conference center for the purpose of making a political profit will be permitted to rent the facility.

24. Multiple-day discounts are available. Rates are subject to change without notice. To learn more about available space and multiple-day discounts, please contact the conference center coordinator.

25. Basic facility rental fee (per room) includes:

*These items are not available in 407 East, 409 East, or 404 West

26. It is understood that any additional audio-visual equipment, not included in facility fee, technician charges, out-sourced event rentals and equipment vendor charges are additional charges and must be paid upon receipt of invoice.

27. Payment Policy: Acceptable forms of payment are checks, and credit cards; Discover, MasterCard or VISA. Checks must be made payable to Columbus State Community College. Checks must include the following: Event name, date and invoice number.

28. If paying by credit card, the sponsoring organization/renter must submit a Credit Card Authorization Form. The credit card will be charged the day after the event, or the day after the rental bill has remained unpaid for more than 30 days. Said option to be selected by the client and included in the Facility Use Agreement.

29. Payment in full must be received within (30) days after the event.

30. Cancellation Policy: If the event is cancelled 90 days or more prior to the scheduled date of the event, the event deposit is 100% refundable; 46-89 days cancellation notice: 50% refund of deposit; 45 days or less cancellation notice: no refund of the deposit.
31. Tax exemption: Rates may be subject to applicable state and local taxes. Such taxes will be added to the fees charged unless group is tax exempt and provides proper documentation.

32. Alcohol: Alcohol is prohibited in the WD conference center.

33. Indemnification & Hold Harmless Provision: In its agreement with the sponsoring organization, the Renter must agree to indemnify and hold harmless the CWD and CSCC from any and all claims, liability, costs and expenses, including cost of legal defense, arising from any negligent act or omission of the Renter, its agents or employees, including injury to its employees or agents, and must submit a signed certificate to this effect to CSCC.

34. The Renter shall further provide evidence of standard insurance coverages as further defined below, and also name the Board of Trustees, and Columbus State Community College, as an additional insured on all insurance policies. Failure to submit this certificate of insurance will void the Facility Use Agreement.

35. Signage & Decorations: In an effort to protect the integrity of the building, CWD must approve all decorations prior to event set-up. No decoration, structure or equipment may be affixed to any portion of the building without prior permission of the conference center supervisor. Under no circumstances will the use of tape or any kind of wire, nails, screws or other fasteners that are inserted or affixed to the physical structure of the building be permitted. Plans for décor, including signage, and use of candles must be submitted for pre-approval at least three weeks in advance of the event date. Material, such as confetti, glitter, rice, sand, birdseed, or helium balloons may not be used. All décor, promotional materials, supplies and rental equipment must be removed immediately following the event. The conference center is not responsible for any remaining items.

36. Conference Center Staff Participation: The conference center office has final approval over all aspects of the event and will work directly with a single point of contact from the participating organization throughout the event planning process.

37. Promotional/Advertising Material: An agency or organization unaffiliated with the college but approved to use the college facilities may use the college’s name only for reference to event location unless written approval for its use in some other way has been expressly granted by the President or designee. Promotional advertising may not take place until Facility Use Agreement has been signed and the deposit received.

38. Arrangement for press and broadcast media coverage of an event must be handled in conjunction with and approved by CSCC Institutional Advancement department at
614-287-2412.

39. Banners may not be displayed inside or outside the CWD conference center without prior written approval of conference center supervisor.

40. Invitation/Program Design & Copy: The style and text of the invitation, program, and/or handouts must be submitted to the conference center office and receive approval in writing prior to printing.

41. All food and/or beverages in the conference center will be provided by college approved vendors. No other food than that provided by college approved vendors will be permitted in the CWD conference center. No on-site food preparation is allowed.

42. Outside Vendors: All outside vendor must be approved by the conference center office. Outside vendors are requested to meet with the conference center’s representative at least two weeks prior to the event date and submit a detailed event timeline for review and approval to ensure coordinated delivery times, loading areas, set-up locations and pick-up schedule. The conference center does not provide staff or carts, hand trucks, etc. to move equipment.

43. The Renter is fully responsible for the actions and compliance of all vendors and service personnel to these Term and Conditions for use of the conference center.

44. Coat check: A coatroom attendant is available at an additional charge; advance arrangements are required.

45. Shipping: Shipping/Receiving address will be provided by the CWD conference center office prior to the event date. Always include group name, arrival/meeting date, and any other group contacts. The conference center assumes no liability for lost or damaged material.

46. Entertainment/Music: Music and entertainment personnel are asked to meet with the conference center’s representative at least two weeks prior to the event to review electrical, lighting and other requirements. Music may continue playing until 11:30 PM. The band or DJ must comply with the conference center representative’s volume control instruction.