Weather
Events using the College’s educational and general facilities
shall be cancelled when the college is closed due to inclement
weather or other emergency. Events scheduled by the Event Planning
Office may go on despite a weather closing at the discretion of
the office manager and an event’s organizer.
Event Cancellation
It is the responsibility of the group or organization to cancel
the event with anticipation. Any event cancellation must be in
writing by fax, e-mail or mail. Non-college groups or organization
have ninety days (90) prior to event to receive the refund of
the deposit minus the application fee ($25.00), which is not refundable.
In case of weather inclemency or out of control
factor, the event-planning manager can re-schedule the event and
transfer the deposit to the re-scheduled date.
Supervision
The coordinator of the requesting group, or designee, must be
present during the entire event.
Holidays
College facilities, with the exception of the Community Cultural
Centers, are normally not available when the College is closed
for a holiday. Special arrangements may be made at the provost
discretion.
Promotional Materials
The campus dean must approve promotional materials used or distributed
on campus must be approved by the campus dean of student development
or designee. Material shall be removed by the sponsoring organization
within 24 hours after the event. Leafleting in College parking
lots is prohibited and subject to littering fines.
Smoking
Smoking is prohibited in all College facilities.
Food Service
Only pack food is allowed to be served in the Medical Education Campus, it is prohibited to cook any meal at the MEC. Caterers
must comply with US Food & Drug Administration.
Number of Attendees
The number of attendees shall not exceed the authorized capacity
of the facility; violation of this policy may result in cancellation
of the event.
Alcohol
Prior approval must be obtained from all required authorities
for use of alcoholic beverages by filling out the 125-80 “Request
to Serve Alcoholic Beverage” form (please request this form
at the Events Planning Office - MEC). This form must be approved
from the campus, the state and possibly the local jurisdiction
where the campus is located. Once the 125-80 form has been approved
by the College, the group or organization must obtain a permit
to dispense alcoholic beverages from the Virginia Alcohol Beverage
Control Board at 501 Montgomery Street, Alexandria, Virginia;
a $45.00 fee must accompany all applications.
Expenses for licenses shall be borne by the
requesting group. No alcohol may be served at student events.
The event planning office will charge $45.00 per hour per security
when alcohol is served for College and Non-college events.
Closing Time
All events (college or non-college) must end by midnight.
