OFF-CAMPUS EVENT over 25 miles of CHEC or OVERNIGHT EVENT( Tier 3).
Event requests should be submitted a minimum of 20 college business days prior to the event date. The advisor is responsible for communicating with their supervisors for approval to participate in off-campus events. A ratio of nine( 9) students to one( 1) advisor must be maintained. The Vice President of SES may approve any exceptions, at their sole discretion. If the event is more than 25 miles from CHEC, student organizations must use a common carrier or leased vehicle. Organizations are also limited to 18 students traveling unless otherwise approved in writing by the Vice President of Student and Enrollment Services. Collin College sponsored student travel is limited to those students representing the college on a class field trip, competing on behalf of Collin College, or representing a registered student organization( serving as either an officer or member).
Use of Facilities
Registered student organizations may reserve college facilities and equipment for meetings, programs, fundraisers, and events. Student organizations shall be subject to the College District rules and regulations governing the use of College District Facilities per Board policy FLA( LOCAL) and GD( LOCAL).
• Activities requiring the use of any campus atrium spaces, event common areas( i. e. courtyards, quad, library common space), cafeteria, lecture halls, classroom, or Conference Center require a reservation with the Conference Services department( which will be made by a Student Engagement representative). Detailed information regarding the request must be included on the Event Request Form in Cougar Connect. See the Student Organization Event Request Process Summary on page 19 for a detailed explanation.
• The requesting student organizations shall pay all expenses incurred by using the facilities. Such fees are set by the Conference Services department and may be limited to the cost for required College District custodial, security, and building staff and damages and losses.
• One( 1) advisor is required to attend an on-campus student organization event for every 30 people in attendance.
Conference Center Guidelines
1. Conference Center rooms are booked according to the start and end times of the event. The Conference Services Department will allow plenty of time for Plant Operations to ensure the area is set up in advance. The request will be considered on a case-by-case basis if a student organization needs access much earlier than the actual event start time
2. No music louder than soft elevator music will be allowed without prior consent. This approval will depend on the nature and importance of the event, the needs of other groups using the center, classrooms nearby that may be impacted by loud music, and noise generated from the group.
3. If food is provided, it must be procured through Collin Food Services. Prior approval must be granted to bring in food from an external source. Any food provided must be prepared by a licensed food establishment or commercial kitchen. Pot lucks are not permitted in the Conference Center.
4. Organizations must clean the Conference Center before the end time of their event. Place all trash in trash receptacles. All handouts, decorations, etc., must be removed. All tables and chairs must be thoroughly cleaned, and nothing may be left on the carpet. A clean-up cart is available for group use. If the Conference Center is not left in an acceptable condition, the group will receive a warning. Further occurrences may result in denying the group future use of this facility.
5. The Conference Center may not accommodate unique set-ups for small groups. If tables and chairs need to be rearranged, groups are expected to return them to their original position upon departure unless granted prior approval.
Food at Organization Activities
Organizations may use an off-campus food vendor for any organization events and programs using Agency Account Funds. All food using SAFAC or a Collin College department budget funds are required to contact Food Services to give Campus Catering the first right of refusal. If on campus catering is not available, the next food requests must be submitted through America To Go.
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