6.4.1 Facility Use Procedure

Responsible Position

Director of Facilities


External Website: Minnesota State Procedure 6.7.2 – Use of College and University Facilities


Alexandria Technical and Community College's facilities are for support of the instruction, student-related activities, and community development through programs offered by public agencies, companies, not-for-profit organizations, and civic groups. A college employee must be on duty whenever building facilities are in use. For those events held after regular working hours and/or on weekends, a facility service fee shall be charged. A technician fee will be charged, if one is required to be in attendance for a special event. Please refer to the Facilities Rental & Fees Chart (PDF) for pricing information.

Call ATCC's Facilities Department at 320-762-0221 for more information regarding the rental of facilities.

The college reserves the right not to rent facilities for purposes in direct competition with ATCC. ATCC reserves the right to not charge groups/businesses that are in collaboration/partnership with the college.

  1. Facilities Use Agreement, Insurance Required, and Liability
    1. Prior to using the college facilities, every non-college sponsored group/organization and individual must complete a Facility Use Agreement. The facilities use agreement, certificate of liability insurance coverage, and 501(c)(3) form (if applicable), or tax exempt status, must be completed and approved in advance of use of the facility. If insurance coverage needs to be purchased, the facilities department has information available for supplemental coverage, that meets Minnesota State's requirements.
    2. The person signing the Facility Use Agreement is responsible for the group's observance of all policies and fees assessed for the event. All groups/organizations/ individuals using college facilities must have an authorized person on duty, and must supervise for the entire duration of usage time and/or until all participants have vacated the premises. A college employee will supervise the facility but not the facility user or its activities.
    3. Facility use is dependent upon room and staff availability. A group renting the facility cannot assign or transfer the right or the responsibility for use of ATCC facilities. Applicant shall not be considered an employee or agent of ATCC.
    4. ATCC shall not be responsible or assume any liability of the using groups, organizations, or individuals related to the utilization of the college facilities.
    5. The group/organization/individual agrees to protect, indemnify, and hold harmless the college and employees from any and all claim, liabilities, damages, or rights of action, direct or indirectly, growing out of the use of the facilities.
    6. The college is not responsible for lost or stolen items.
    7. In event of damage to college's property, the applicant shall pay all appropriate repair costs. Any loss, breakage, or need of repair of facilities or equipment must be reported to a college employee on duty immediately by the authorized person in charge of the scheduled activity.
    8. All accidents occurring while using the college facilities must be reported immediately to the college employee on duty.
  2. Laws, Statutes, and Policies

    Those using ATCC facilities must adhere to all applicable laws and statutes, as well as the policies of Minnesota State and ATCC. These include, but are not limited to the following:

    1. The group/organizations/individuals using the college facilities agree to abide by the non-discrimination, sexual harassment, and sexual violence policies.
    2. Violation of any of the rules governing the use of ATCC facilities and buildings by any person or organization shall be sufficient grounds for canceling the scheduled use of facilities and/or denying of future application.
    3. Alexandria Technical and Community College is tobacco-free, except in designated areas. Alcoholic beverages, liquor, or controlled substances will not be permitted.
    4. Minnesota Statute, Section 43A38, Subdivision 4, use of state property; an employee shall not use or allow the use of state time, supplies or state-owned or leased property and equipment for the employee's private interests or any other use not in the interest of the state, except as provided by law.
  3. Equipment; Food and Beverage
    1. Equipment is available for rent from the college.
    2. A group must obtain prior approval to bring in any organizational equipment and must remove all equipment immediately after the event, unless special permission is granted in advance by ATCC.
    3. If personal/business computer/equipment is brought to the campus, please contact the ATCC Information Technology Department for compatibility and usability 48 hours prior to the event.
    4. Per contract, food and beverages are not allowed to be brought onto campus, unless approved by our contracted campus food service provider. Catered meals and/or refreshments can be provided by contacting our food service provider.
  4. Scheduling, Postponement, and Cancellation
    1. On days when weather conditions or other events warrant the closing of the college, the decision on cancellation or postponement of scheduled activities and events will be made by the President or designee.
    2. The group/organization/individual shall notify the college of any cancellations of previously scheduled facilities at least 24 hours prior to the scheduled use. Failure to do so may result in charges for expenses incurred in preparation for use of the facility requested.

Related ATCC Documents

6.4 Facility Use

History of Policy

Effective Date:

Review Date: