IS - 2518 Guidelines for Facility Usage	Administration Release Date: 6/16/00
Procedure

1  1. Requesting and Canceling Reservations

Requester

1.1 Contact the Office of the Vice President for Administrative Services  to arrange for facility usage.  The Vice President for Administrative Services or designee schedules and arranges the facility usage and starts the billing schedule.

1.2 Notify the Office of the Vice President for Administrative Services in writing of any changes in plans regarding dates, times, equipment and refreshment requests.   Notification should be received at least five days in advance of an event or applicable fees are charged.

          Office of the Vice President for Administrative Services or Designee

1.3 Confirm that the facility is available and schedule the facility use. 

1.4 Accommodate requested changes based on the College’s ability to fulfill such requests at the time they are made.

1.5 Arrange request for audiovisual equipment, or related equipment, through Instructional Media Resources.  Include the billing for Instructional Media Resources equipment on the billing memo to the Business Office.

1.6 Arrange any requests for food and drink through CNM Food Services.  The billing for this service is handled by Food Services, not the Business Office. 

1.7 Verify insurance coverage, or arrange for the purchase of insurance, for those groups or activities that require additional coverage.

    2. Billing

Office of the Vice President for Administrative Services or Designee

2.1 Notify the Business Office by sending a billing memo, when fees for facility use are called for the by the Governing Board Policy or these Guidelines.  Indicate the following on the billing memo:

• Group or organization name

• Mailing address

• Contact name and telephone number

• Facility use description

• Itemized billing

• Total amount due

• Date(s) of use

• Remittance address

Business Office

2.2 Send an invoice to the customer to request payment for facility usage based upon the information on the billing memo by the Office of the Vice President for Administrative Services.

Forms:	Not Applicable
Support Materials:	Facilities Available Facility Usage Fee Schedule Instructional Media Resources Fee Schedule
Reference Materials:	Employee Handbook 12.13, Non-College-Family Use of Buildings and Grounds Employee Handbook 12.14, College-Family Use of Buildings and Grounds Governing Board Policy Handbook 9.04, Non-College Use of Buildings and Grounds Governing Board Policy Handbook 9.05, College-Family Use of Buildings and Grounds