Facility Rental Application
This application must be received by the FLCC Community Affairs
Office at least 30 days before the event. No reservation is complete
without confirmation from the Community Affairs Office. To contact
the Community Affairs Office call (585) 785-1221.
You can fill this form out two ways:
• Print it, write in your responses and mail it to: FLCC Community Affairs,
3325 Marvin Sands Drive, Room B128, Canandaigua, NY 14424.
• Type in your responses, save the form and send it as an email attachment to communityaffairs@flcc.edu.
Name of event:
Sponsoring organization/company/department:
Is this a college event designed principally to benefit students, FLCC employees or both?
Yes
No
If “yes” please explain:
Contact Information
Representative name:
Address:
City:
State:
Zip:
Phone:
Fax: Email:
Billing Contact (if different than above):
Are you a 501(c)(3) Tax Exempt Organization?
Yes
No
(You may be asked to provide documentation)
Event Information
Date(s) requested:
Event location (check all that apply):
Gym
Athletic Fields
Meeting Room
George M. Ewing Atrium
Computer Lab
Other (please specify):
Classroom
Stage 14
Auditorium
Student Lounge
On-site contact name:
Café
Conference Room
Lecture Hall
LeChase Construction Auditorium Lobby
Phone:
Number of people expected:
Audience admission/entrance fee:
Event type (check all that apply):
Concert/recital
Graduation/ceremony
Meeting/conference
Other (please specify):
Reception
Lecture
Class
Banquet
Theater/dance Access to venue requested at:
a.m./
p.m. on
Event begins at:
a.m./
p.m. on
(date)
Event ends at:
a.m./
p.m. on
(date)
Venue to be vacated by:
a.m./
p.m. on
(date)
Will food and/or beverages be served?
Yes*
(date)
No
Do you plan to serve alcohol?
Yes*
No
(If so, a separate application will need to be completed and reviewed by the President’s Office.)
*FLCC’s in-house caterer, AVI Fresh, must be contacted separately for options and pricing. Contact AVI
at (585) 755-1444 or flcccatering@avifoodsystems.com. Outside food and beverages are not allowed unless
approved by AVI Fresh and the Community Affairs Office.
Will you need Audio-Visual Support?
Yes*
No
*An additional Audio-Visual Request form may be required and additional fees may be incurred,
depending on the technical supplies and support needed. Not all equipment is available in all rooms.
Detail your needs: 1. Projector and screen
2. Sound or video recording devices
3. Microphone(s):
Stationary
Wireless hand-held
Wireless head set
Please detail your wishes for set-up:
Number of registration tables (6-foot rectangular):
Number of chairs (generally, for a presentation or performance type event in which no tables are needed):
Podium:
Coat racks:
Yes
Yes
No
No
Removable stage (Stage 14 only – various options are available):
Yes
No
FLCC has the following table sizes; availability varies:
Number of tables
32
8
30
13
12
4
24
19
Dimensions/description
30 inches wide by 6-feet; white plastic 30 inches wide by 6-feet; wood grain
30 inches by 24 inches; wood grain
24 inch wide by 5-feet;wood grain
4-foot round; wood grain
6-foot round; wood grain
5-foot round; white plastic
White plastic high tops
Can seat
2-3 on each side
2-3 on each side
2
2
4-5
6-8
6-7
NA
If it becomes necessary for FLCC to rent additional tables from an outside vendor, applicant will be responsible for the cost.
Facility Use Terms and Conditions
A Certificate of Insurance must be provided by any outside group wishing to use the College with a limit of not less than $1 million per occurrence and
$2 million aggregate. This policy will provide coverage for personal and bodily injury, including death, for property damage, and include an endorsement
for the contractual liability.
This certificate is due at least two weeks prior to the event and should be submitted to the Community Affairs Office (FLCC, 3325 Marvin Sands Drive,
Room B128, Canandaigua, NY 14424).
Additionally, the applicant shall be responsible for and shall defend, indemnify and hold FLCC and Ontario County and their employees free and harmless
from any and all claims, demands, causes of action, loss, cost, damage and expenses, including attorney fees, expert and consultant fees, to the extend
caused by the applicant’s negligent acts or omissions.
Use Guidelines and Special Circumstances
• Applicant shall be required to pay a deposit equal to 50 percent of the estimated event cost no less than two weeks prior to the event.
The remainder of the total bill is due within 30 days of the billing date. Payments should be made payable to “FLCC.”
• Any damage to the facilities will incur separate, additional costs to cover the expense of the repairs.
• Only those facilities specifically approved on the application are to be used.
• No equipment is to be brought into the buildings or on the College grounds and connected with the electric service without permission from
the Community Affairs Office.
• No scenery, decorations, combustible materials, animals (unless authorized for therapy), or any other material of an unusual nature may
be brought into a College building or onto College grounds without prior approval from the Community Affairs Office, and if necessary,
the Campus Safety Director. Items with an open flame such as candles and food warmers are strictly prohibited.
• Food and beverages are not allowed in the auditorium.
• Smoking is allowed only is designated areas outside College buildings.
• All food and beverages request must be supplied by the College’s in-house caterer, AVI Fresh. No outside food or beverages may be brought
in for events unless approved by AVI Fresh and the Community Affairs Office.
• Alcoholic beverages are prohibited on College property unless the President’s Office grants written permission.
• Parking is first-come, first-served by all FLCC facility users and not guaranteed for any external event.
• Flyers and unapproved signage placed throughout the campus and/or on automobiles is prohibited.
• Certain materials such as coat racks, sandwich board signs for directional and welcome signs, may be provided by the Community Affairs
Office when such items are available. Applicant is responsible for the return of the items and will be charged for loss or damage.
• FLCC does not provide customized directional or promotional signs or posters.
• FLCC reserves the right to review all advertisements of outside groups using the facility prior to publication. FLCC shall not be indicated
as a co-sponsor of any event without prior permission from the Community Affairs Office.
• FLCC reserves the right to deny use of its facilities to any organizations with goals and philosophies inconsistent with FLCC’s mission.
• If an event is canceled by the organizer or canceled due to building closure to protect health and safety, the organization is only responsible
for expenses incurred. Every effort will be made to reschedule the event. The College is not liable for losses due to the cancellation of an
external event as a result of building closure to protect health and safety.
• Any sales of goods or services during an event must be approved in advance by the vice president of administration and finance.
Representative’s Name:Date:
Email:Phone: