Obligations of External Users

Richland Community College welcomes the use of its facilities by community groups, nonprofits, businesses, and partner organizations—provided such use supports the College’s mission of education, workforce development, and community engagement. Use of campus spaces is a privilege granted in accordance with Board Policy 5.23 and must align with institutional priorities and operational capacity.

1. Eligibility and Purpose

External users must reside primarily within RCC District 537 and demonstrate alignment with one or more of the following:

  • Advancement of educational outcomes
  • Support for workforce development
  • Enhancement of community engagement

2. Reservation and Agreement

Reservations are made through the Campus Events Coordinator and require a completed and signed Facility Usage Agreement. An event is not officially booked until the signed agreement is received and confirmed. The agreement will detail the user’s responsibilities, including set-up requirements, insurance, billing, and food services.

3. Fees and Deposits

Richland has adopted a cost-recovery pricing model to ensure responsible use of taxpayer-supported facilities. External users are responsible for:

  • Rental fees based on space and services
  • Additional charges for custodial, IT, security, or coordination support
  • A non-refundable deposit (if applicable)

A cancellation notice must be submitted at least 30 days prior to the scheduled event. Cancellations within 30 days or no-shows may result in a charge of 25% of the full rental fee, plus unrecoverable expenses.

4. Insurance Requirements

Upon request from the college, all external users will be required to provide the College with a certificate verifying the maintenance of comprehensive liability insurance in the amount of $1 million per occurrence and $2 million aggregate.  If so requested, Richland Community College must be named as an additional insured under the user’s policy for the day(s) of the event.  This insurance must be provided to the College at least ten (10) business days before the event.

5. Food and Beverage

Richland’s Culinary Department holds the College’s food service license and retains the right of first refusal for all on-campus catering. Outside food service providers must be approved by Culinary, selected from a forthcoming approved vendor list, and may only be used if Culinary is unavailable. All alternative caterers must provide proof of a valid food service license prior to approval.

6. Event Branding and Promotion

Use of the Richland name and logo is restricted. External users may reference the College only as a location unless they have received prior approval from Richland Community College Leadership. Richland will not be listed as a sponsor unless explicitly authorized.

7. Supervision, Conduct, and Safety

External users are responsible for ensuring events are safe, supervised, and compliant with all College policies and applicable laws. Specifically, external users must:

  • Provide adequate event supervision
  • Ensure that events comply with fire and safety regulations
  • Keep exits clear and rooms within established occupancy limits
  • Prohibit the use of open flames and adhere to all decoration safety guidelines
  • Abide by College policies regarding alcohol and tobacco (Richland is a tobacco-free campus) and refrain from restricted activities such as gambling, use of controlled substances, and public indecency

Events that require technical support or security personnel must be coordinated with the Campus Events Coordinator in advance and may result in additional charges.

8. Damage and Indemnity

External users assume full responsibility for the conduct of all participants and guests attending their event. They are liable for any damage to College property, furnishings, or technology, as well as for any associated replacement or repair costs. In addition, users are responsible for any legal or financial claims that may arise as a result of the event. All external users must indemnify and hold harmless Richland Community College and its Board of Trustees from any and all claims related to their use of College facilities.

9. Limitations and Priority of Use

Richland Community College reserves the right to deny, relocate, or cancel events that conflict with the institution’s educational priorities or operational needs. The College may also limit the availability of facilities during weekends or after regular hours based on staffing capacity. Priority will always be given to internal events and those that support approved community engagement, workforce development, or educational initiatives.

Events intended for personal use—such as birthday parties, family reunions, weddings, or other private celebrations—are not permitted, as College facilities are designated for institutional and mission-aligned purposes only. For personal events, contact Bistro 537 to book a party or make a large reservation. A minimum purchase amount may be required.

10. Technology and Facility Access

Event organizers are encouraged to schedule a walkthrough in advance to test audiovisual equipment, presentation media, and Wi-Fi connectivity. To ensure proper use and safety, only College-authorized personnel are permitted to operate staging, sound, and lighting equipment in Shilling Auditorium, which may result in an additional fee.

Contact Our Team

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Carrie Ringer

Campus Events Coordinator

Marketing

Richland Main Campus, W144E

(217) 875-7200, Ext. 6399