External Organization Facilities Use Request

Event space on a Valencia College campus may be available to rent, depending on availability, event type, attendance size and more. Space must be requested at least 90 days in advance of your function.

Contact Information

First Name

Last Name

Phone

Organization Information

Organization Name

For profit/non profit?

Profit

Non-Profit

Organization Address

Organization City

Organization State

Organization Zip

Purpose of Organization

Meeting Information

Purpose/description of activity/meeting requested (request event outline)?

Is it open to the public, or is it for a designated group?

Do you have a Certificate of Insurance? If so, what type of coverage?

Will you have any keynote speakers/VIP guests (please let us know who and the speaker topics)?

Are you requesting a specific campus or space?

Campus

Event Date

Requested date/times (include outline of set up & break down)?

Number of attendees?

Requested room set up?

Room Layout Drawing Upload

Acceptable file types: .jpg, .png, .jpeg, .pdf. Maximum allowed file size: 10.00MB

Will you need a stage, and if yes, what size?

Are you having breakout sessions?

Yes

Free event or paid admission (if paid, how much)?

Is pre-registration required?

Yes

Will you be selling anything onsite?

Yes

How will your attendees by arriving? (e.g., car, bus, etc.)

How many cars are you expecting?

Are there any ADA accommodations needed for the event?

Technology

Please provide as much detail as possible to better evaluate your needs.

Do you require onsite technical assistance during your event?

What type of AV needs/ showing any videos?

Do you require a zoom option?

Yes

Publicity/Advertising

Will event appear on a website? What is the URL?

Will you be filming your event?

Yes

Will you be advertising and how/social media?

Catering

Will you have food and beverages?

(alcohol is not allowed to be served)

Will the event be catered? If so, who is the caterer?

Were you referred by a Valencia faculty or staff member and/or have a connection to the college?

Yes

Comments

I agree to: The use of college properties, facilities, and/or equipment by non-college entities must be compatible with the philosophy, mission, functions, and objectives of the College; must be conducted in accordance with law, College policy and the terms of an approved Facility Use Agreement; and must be compatible with maintaining a healthy, safe, and effective academic environment. Academic programs and events, student clubs/organizations and College departments for College activities take priority over non-college events.

Terms of Prohibited Use

PROHIBITED USE AGREEMENT

I agree to: the following activities are prohibited: - Activities sponsored by off-campus organizations for political campaign purposes or for fund raising for political goals or for influencing public policy. - Other fund-raising activities (except for a limited number for charitable purposes, with prior approval of the Valencia College Foundation). - Activities conducted primarily for the purpose of making a profit for the sponsoring organization which are not of general interest to the College community. - Activities which could be construed by the public to be educational courses or other activities sponsored by the College when, in fact, they are not sponsored. - Activities that may pose a safety concern to the campus community. - Activities where alcohol is served unless the event is sponsored by the Valencia College Foundation, or otherwise as specifically approved by the President of the College. The President or her designee may authorize costs for the use of facilities as determined.