Facilities Utilization Agreement
USER NAME
USER ADDRESS
EVENT NAME
EVENT DATE
EVENT FEE
This Agreement between Ogeechee Technical College (OTC) and USER NAME hereinafter referred to as “User,” outlines
the procedures necessary to use College facilities as outlined on the Request for Facilities Utilization form dated
and submitted by User. This agreement must be signed and all deposit fees paid in advance to complete your facility
reservation.
1. GENERAL POLICY: Ogeechee Technical College shall authorize the utilization of the College’s rental facilities by
agencies, businesses, industries, schools, organizations, groups and individuals, within the guidelines and procedures
approved by the Local Board. Facilities may be made available for functions related to business, industry, health,
economic development and the arts, both private and public. Appropriate charges may be assessed for the use of
facilities to cover costs incurred as well as amortization for equipment and cost of materials.
2. FEES: Fee schedules are approved on an annual basis by the Executive Council and are published on the College’s
website. Refer to Exhibit 1: Facility Utilization Fee Schedule. Fees will be charged to any individual or outside group,
organization or enterprise whose programs are not sponsored by Ogeechee Technical College or the Ogeechee Technical
College Foundation. Institutional use of any of the facilities takes precedence. In addition to the facility usage fees,
additional fees may be incurred by the user, where applicable, for technical assistance, campus security, energy
surcharge and damages, as noted on Exhibit 1. Facility Usage fees can only be waived by the President, and even when
such fees are waived, all facilities policies remain in effect and must be followed.
3. SEATING CAPACITY OF FACILITIES: The seating capacities of OTC facilities are estimated as follows:
OTC Auditorium:
300 persons
OTC Conference Center (three sections):
Theater style - 220 persons
Classroom style - 100 persons
Round tables - 120 persons
OTC Conference Center (per section):
Theater style - 50 persons
Classroom style - 30 persons
Round tables - 36 persons
4. HOURS OF OPERATION: Ogeechee Technical College’s regular business hours are 8AM-7 PM Monday through
Thursday. Facilities are not available during other times except by special contract.
Adopted April 16, 2012; Revised April 17, 2013; Revised April 16, 2014
BLT
5. RESERVATIONS: Requests for utilization should be submitted to Ogeechee Technical College at least 7 days prior to
the event and are honored on a first come, first serve basis. Requests are approved if OTC policies are met and if
facilities are available. This document serves as a written contract. No verbal guarantees – express or implied – will be
honored. Management reserves the right to move an event to a comparable room should the need arise.
6. DEPOSITS AND PAYMENTS: Reservations are confirmed after a $100 security deposit fee is received along with this
executed agreement. The user acknowledges that they can lose this deposit if the room(s) is not left in the condition it
was found. Otherwise, this deposit will be applied to user’s total rental fee at the conclusion of the event. Ogeechee
Technical College will invoice the user for all fees, including rental and additional fees as outlined above, immediately
after the event. Invoices are payable within 7 days of date of invoice.
7. CANCELATION POLICY: Events cancelled 72 hours prior to the event will receive a full refund. No refund will be
given for events cancelled within 72 hours of the event. OTC reserves the right to cancel any event in cases of
extraordinary circumstances, and a full refund will be granted.
8. SMOKING: OTC is a Tobacco Free Campus. Smoking and/or use of tobacco products on any part of campus is strictly
prohibited.
9. FOOD, DRINK, AND MEAL FUNCTIONS: No food or drinks are allowed in the Auditorium. The OTC Conference
Center may be used for meals. Meals may be catered or may be offered through OTC’s Culinary Arts program. Use of
OTC’s serving area/commercial kitchen must be approved by the Dean for Academic Affairs prior to the event. Caterers
are responsible for maintaining cleanliness in the serving area, a safe working area and clear walkways. All trash is to be
properly disposed of in waste cans provided and may be required to dispose of trash in the outside dumpster. Serving
area should be left in a clean, orderly manner. All materials, including leftover food, are to be properly removed when
finished.
10. USE OF ALCOHOL: Use of alcoholic beverages can occur only in strict compliance with Technical College System of
Georgia (TCSG) and OTC Policies on Use of Alcohol. In order to serve alcoholic beverages, an Alcohol on Campus Request
and Agreement form must be completed and approved, and security officers must be present at the event. The User is
responsible for securing and payment of security.
11. USE OF FOLDING TABLES AND CHAIRS: Folding tables and chairs may be used only in approved areas. A very limited
number of folding tables may be available from OTC.
12. USE OF THE FRONT SIDEWALK: The sidewalk to the front entrance of all building lobbies should not be used as a
meeting place for large groups. This sidewalk can accommodate limited traffic. Congested traffic may result in damage
to plants and flowers growing in the area. The sidewalks are off limits to vehicular traffic and parking.
13. USE OF INSTRUCTIONAL AREA: Unless specified in the Facility Utilization Agreement, user is not authorized to use
the administrative or instructional wings of the buildings. Additionally, office phones, fax machines, and copiers are not
available to visitors unless prior arrangements have been made.
14. PARKING, LOADING, OR UNLOADING: Paved parking lots are provided by OTC. It is permitted for vehicles to drive
onto the back lawn in order to load or unload. Prior approval should be obtained from the College staff prior to such
activity.
15. ADVERTISING: User shall not advertise any performance or the appearance of any performer or meeting until
agreements between all parties involved have been properly executed and exhibited to the staff of OTC. All advertising
in any form must be approved by OTC prior to use. Additionally, OTC reserves the right to photograph events and/or
participants for the use in marketing materials and promotion related to conference facilities.
Adopted April 16, 2012; Revised April 17, 2013; Revised April 16, 2014
BLT
16. CLEANUP: User is expected to return facilities and property in the same condition they were provided. User is
responsible for disposing of large items of trash within the parking lot, the OTC Auditorium, and/or OTC Conference
Center, and any other OTC facility used by the group. Tables and chairs must be returned to the proper place.
17. FEES FOR DAMAGES: Any and all costs associated with excessive cleaning and/or damages above and beyond
normal wear and tear will be the responsibility of the user and included on their final invoice. (See #3)
18. UNLOCKING DOORS: User shall not unlock any doors without the permission of OTC staff. If, for any reason,
equipment or merchandise is stolen due to the user tampering with or taping locks, or propping doors open, etc.,
Ogeechee Technical College will charge the user for stolen merchandise.
19. OTHER PRECAUTIONS:
 The OTC Auditorium and OTC Conference Center may have heavy equipment/materials inside which could cause
injury. Please advise all participants of the dangers in all OTC facilities. The College will not be responsible to the
User or guests from any injuries or damages resulting from these dangers.
 Children should be under the control and supervision of the user at all times. Children should not be left
unattended.
 Users must obtain all licenses and pay all royalties and artist fees necessary to use any patented or copyrighted
material or trade name in association with the event.
 OTC has a zero tolerance policy on weapons. OTC reserves the right to suspend any activity that is deemed
inappropriate and law enforcement will be contacted in the event of illegal activity.
 OTC facilities are handicap accessible. Prior notification of any special needs that User or guest may have is
requested. It is the responsibility of the user to ensure that all exits remain unblocked at all times.
20. HOLD HARMLESS AGREEMENT: The user assumes full responsibility for any and all claims arising out of User’s use of
said facilities for personal injury, loss of life, theft, damages or otherwise, and waives, releases and agrees to indemnify
and hold harmless Ogeechee Technical College and its respective officers, employees, and agents from liabilities, and the
cost and expense of defending all claims of liability, arising out of User’s use of said facilities. User agrees to reimburse
Ogeechee Technical College for any cleaning costs and any costs of repairs to said facilities caused as a result of User’s
utilization of said facilities. Additionally, the user agrees that the success of their event is their responsibility. OTC is
responsible for providing the venue and other items as agreed upon as stated in the Request for Facilities Utilization
form.
It is recommended and sometimes required that, based on the number and types of activity, the user obtain reasonable
liability insurance prior to the use of OTC facilities and/or property. OTC may request a certificate of liability insurance
naming the college as an additional insured for the event.
User agrees to accept and abide by the policies and procedures listed above. User further agrees to accept and abide
by all policies of the Technical College System of Georgia as well as the laws of the State of Georgia.
______________________________________________________
User’s Signature
_____________________
Date
______________________________________________________
Director for Continuing Education and Industry Training
Ogeechee Technical College
_____________________
Date
_____________________________________________________
Vice President for Economic Development
Ogeechee Technical College
_____________________
Date
This form must be signed and all deposit fees paid in advance to complete your facility reservation.
Equal Opportunity Institution
Adopted April 16, 2012; Revised April 17, 2013; Revised April 16, 2014
BLT