Use of the College Facilities
Board of Trustees Policy: 5.1
Date: April 2026
Supersedes: October 2025, June 2023, June 2021, February 2010, April 2001
Purpose
The Use of College Facilities policy provides guidance in identifying and prioritizing the appropriate use of facilities at the College's Blue Bell and Pottstown campuses.
Montgomery County Community College (College/MCCC) will make its facilities available to community groups, organizations, and businesses whenever possible ("User" or "Users"). Non-College facility users will be charged rental fees appropriate to the facilities used, the date and time required; and the type of organization making the request.
The College campus activities take priority over all other requests for facility use. In addition, consideration of external organizations requesting use of the College’s facilities will be based on the alignment with the mission and vision and the strategic pillars of the College.
Facilities are available for use to political organizations and candidates for political office subject to pricing outlined in Section B: Categories of External Organizations. The College does not endorse any political party or candidate.
All organizations are to follow federal, state, and local law and all other College policies with regarding facilities use.
No use of facilities is permitted until the signed License to Use Agreement is executed by the College and a User(s), the requisite Certificate of Insurance is submitted, and the fee is paid in full.
A. Prioritization
- Priority I-College Operations
Space will be made available for College operations in the following order of priorities:- College credit and non-credit classes
- Official College events
- College sponsored student programming and athletic events
- Priority II - External Organizations
B. Categories of External Organizations
- Category A-Governmental Agencies: Activities of official departments of the County of Montgomery, the Commonwealth of Pennsylvania, and the United States Government
- Category B-In County Organizations: Organizations and individuals with a place of business or resident within Montgomery County, College alumni, and current College employees
- Category C-Out of County Organizations: Organizations or individuals with a place of business or residence outside of Montgomery County
A Montgomery County address must appear on the Certificate of Insurance to be eligible for "In County" rates except (i) when a local chapter or affiliate of a non-profit is provided insurance coverage under an umbrella insurance policy of a national organization, or (ii) when the applicant is an alum of the College or current College employee.
C. Insurance Requirements for External Organizations
The insurance coverages outlined below are the College’s standard requirements. Insurance Certificates must be provided thirty (30) days prior to the event. Failure to provide will result in cancellation of event. All insurance coverages must be written with insurance companies authorized to do business in the Commonwealth of Pennsylvania. All insurance certificates are subject to the approval of the College.
NOTE: If the nature and/or scope of the work performed by the User justifies it, evidence of higher limits of coverage and/or Excess Liability coverage may be required of the User. Proof of insurance shall be evidenced by duly authenticated certificates of insurance delivered to MCCC at the address set forth prior to start of operations on campus. These certificates shall show the insurance type, amount, class of operations covered, effective dates, and dates of expiration of policies. Such certificates shall also contain the following statement or its substantial equivalent: “User will notify MCCC if the insurance covered by this certificate will be canceled or materially altered.”
If, for any reason, MCCC considers the certificate unsatisfactory, it may reject and demand of the User a duly certified copy of the insurance policy involved. MCCC shall maintain so-called, “All-Risks” of property loss or damage insurance for the defined premises, but User hereby acknowledges that said insurance shall not provide similar insurance coverage for the personal property of User, its staff and invitees, and insurance coverage. Such property insurance coverage shall be at the sole obligation and cost of User.
All external organizations except for Category A are required to submit proof of insurance, at the User’s expense, as follows:
- Commercial General Liability. Includes Contractual Liability, Personal Injury/Advertising Injury, Completed Operations/Products
Liability coverage as well as sexual abuse and molestation coverage at the minimum
limit of $1,000,000 per occurrence and $2,000,000 policy aggregate. If alcohol is
being served and the User is not in the business of manufacturing, selling, or distributing
alcohol, Host Liqour Liability coverage shall be included in the General Liability
coverage at the minimum limit of $1,000,000 aggregate limit-per occurrence and $2,000,000
policy aggregate. The College’s Alcohol Request form must be submitted thirty (30) days prior to the event and approved by the College President before any
alcohol can be served at an event on campus.
NOTE: General Liability limits may be secured through a combination of priary and excess liability placements. - Liquor Liability. Required if User is in the business of manufacturing, selling or distributing alcohol at the minimum limit of $1,000,000 per occurrence and $2,000,000 policy aggregate.
- Commercial Automobile Liability. Required whenever User or User’s agent drives or anticipates driving on campus or
on business related to the performance of Services under the License to Use Agreement
at $1,000,000 per occurrence combined single limit for bodily injury and property
damage liability. BUS/TRANSPORATION: For events that involve the use of bus charters with seating capacity of eighteen
(18) or more, limits not less than $5,000,000 of liability is required.
NOTE: Automobile liability limits may be secured through a combination of primary and excess liability placements. - Worker’s Compensation and Employer’s Liability. Required at Statutory Limits, subject to applicable State law where User employees
perform said work. Employers Liability for limits not less than $1,000,000 per person,
$1,000,000 per injury.
NOTE: Employers liability limits may be secured through a combination of primary and excess liability placements. - Umbrella/Excess Liability. Required at $2,000,000 per occurrence, $2,000,000 policy aggregate following form of underlying insurance including general liability, automobile liability, employer’s liability and liquor liability policies.
- Waiver of Subrogation. User shall and does hereby waive any rights of subrogation that it or any of its insurers may have against Montgomery County Community College, its agents, employees or its insurers for any resulting loss or claim it may have defended and indemnified by said insurance carriers.
- Additional Insured. Montgomery County Community College shall be named as “Additional Insured” on all liability insurance policies except for Workers’ Compensation.
- Primary & Non-Contributory. All policies of insurance described above shall be written on a primary basis non-contributory over any other insurance coverages and/or self-insurance carried by Montgomery County Community College
- Emergency Medical Coverage. The College reserves the right to require organizations to provide emergency medical coverage for events held at the Campus. Requirements for such coverage shall be determined by the College on a case-by-case basis.
- If the User has access to the College network, or direct access to any of the College’s staff or student’s personal identifiable information (PII), Personal Health Information (PHI) and/or Personal Credit Information (PCI):
Privacy & Security Liability Insurance coverage with limits of not less than $1,000,000 per claim and $1,000,000 in the aggregate. For any coverage maintained on a “claims-made” policy form, User will maintain coverage for three (3) years following the term of this Usage Agreement.
The Certificate of Insurance an a copy of the additional insured endorsement should be emailed to [email protected], noting the User's contact information and the event, and event date, for which the coverage applies.
D. Fees
Facilities Use, Rental Fees and Equipment/Services Fees are posted on the College's webiste under Facilities Rental. All fees must be paid in full thirty (30) days prior to the event. Failure to provide may result in cancellation of event.
In the event the College approves a change in fees, any External Organization that already has a fully executed License to Use Agreement on file will not be assessed any difference in the stated fee.
- Waiver of Fees:
The approval for waiver of any fees must be granted through the President, Vice President, or the Chief of Staff . A waiver of fees still necessitates submission of all required documents, as noted above, as well as payment of service and/or labor fees.
If the Vice President/Chief of Staff is recommending waiver of service and/or labor fees, the request must be approved by the President prior to notifying the User of the waiver.
For any waiver of service and/or labor fees, the Vice President/Chief of Staff must submit notification of the waiver in writing to [email protected].
E. Alcohol Usage and Insurance
Alcoholic beverages shall not be bought, consumed, or sold at the College except as
authorized by the President of the College.
(Drug and Alcohol Abuse Prevention policy)
Presidential Authorization of the use of alcohol must be requested via the Alcohol Request Form. The Alcohol Request Form should be submitted once the License to Use Agreement is executed, but no less than thirty (30) business days before the first date of the facilities rental. Bring Your Own Beverage (commonly known as “BYOB") events are strictly prohibited.
Insurance coverage for alcohol use is required, as noted above in Insurance Requirements for External Organizations. Vendors selling alcohol are required to submit a license from the Pennsylvania Liquor Control Board (PLCB). Vendors serving alcohol are required to submit a PLCB Responsible Alcohol Management Program ("RAMP") certification for all individuals actively serving alcohol.
F. College's Right of Access
Unless approval is provided in advance of the facilities rental, all members of the MCCC community shall have free and open access to all College facilities at all times. It is at the discretion of the College President to approve closure of the College, campus, or a specific building for a rental should there be a safety concern.
G. Permits
To the extent permit(s) from local or state entities may be required for the function for which the College facility is sought, organizations are solely responsible for obtaining those permits and for paying any fees associated with obtaining them. Organizations will not be permitted to hold an event unless the College has received copies of all necessary permits at least two (2) weeks prior to the event.
For food truck events held specifically at the Blue Bell Campus, User is required to work with Whitpain Township for proper permitting.
H. Smoking Prohibitions
In accordance with the College’s Clean Air Zone policy, smoking is prohibited on all property owned, leased or operated by the College. Designated smoking areas are located within the parking lots of each campus.
I. Weapons on Campus
In accordance with the College’s Weapons on Campus policy, the possession or carrying of any deadly or offensive weapon by any person is prohibited in College academic buildings, administrative buildings, dining facilities, off-site locations or while attending any sporting, entertainment or educational event on College property or sponsored by the College.
J. Weather-Related or Emergency Cancellations
The College reserves the right to cancel an event due to inclement weather or other emergencies. If such a cancellation occurs, the fee paid by the User shall be prorated as set forth in the Schedule of Fees.
K. Revisions
This policy will be reviewed on the cycle outlined in Policy Development. All facility use rental fees will be reviewed on an annual basis by the Montco Cultural Center with the Finance department.