Policies and Procedures

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Policies and Procedures

The Center for Meeting and Learning staff is here to ensure your experience with us is enjoyable, productive and safe. In an effort to serve you better, maintain the quality of the physical property and ensure the safety of guests and staff, we ask that you read and understand the Policies and Procedures below, prior to your group's arrival.

Room

LCC reserves the right to change room reservations at any time to best utilize facility. If attendance figures drop below the estimated figures, customer may request a smaller room or fewer rooms at the original agreed upon room rental rates. LCC will provide the room(s) based upon availability.

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Room Setup

LCC will be responsible for setup of the rooms. If room setup changes are requested on the day of the event, additional fees may be assessed based on labor required. LCC will be responsible for room breakdowns. LCC will assist the Customer with room decoration at an additional fee.

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Use of Rooms

Up to four hours of access including Customer set-up and break-down constitutes a half-day room rental rate. An event with a duration of four to nine hours of access including Customer set-up and break-down constitutes a full-day room rental rate. Customer shall pay room rental rates by the hour for every hour over nine hours of access. Regular operating hours are from 7 a.m. to 10 p.m. If Customer requests use of facility outside of these regular operating hours, after hours fees will be assessed. All events must conclude by 11 p.m.

Customer shall not affix to any wall or ceiling in the rooms any materials without prior consent of LCC. Customer shall not hang objects from air vents, drop down projection screens, artwork, exit signs, doors or fire extinguishers. Only LCC staff may hang banners or other decorations that require a ladder. Flammable materials are prohibited in the facility. Only Hallo-Wick lamps provided by LCC may be used as candlelight in the facility.

Decorations that require extraction from carpet, such as, confetti, glitter, birdseed, rice and snow are not allowed in the facility, if used, Customer will be assessed a cleaning fee. A cleaning fee may be assessed if LCC deems more than regular wear & tear occurs to the facility. Customer shall be responsible and reimburse LCC for all damages to the rooms or LCC equipment that occurs during Customer's use of the rooms and equipment.

Customer shall immediately remove all materials and personal property from the rooms at the end of the use time. Pre-arranged storage and handling of Customer materials pre and post event may be available at an additional fee. Vendors and/or exhibitors are required to remove all promotional materials and unused disposable service ware from their assigned booth area prior to departing. In the event that excess trash or materials remain after Customer departure, additional disposal fees will be applied.

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Audio-Visual Equipment and Services

LCC shall furnish projection screens, dry erase boards and pens as may be requested by the CUSTOMER. Additional audio-visual equipment and technical support services shall be provided by LCC subject to its availability per the Equipment and Service Rental Rate fee schedule. Audio equipment brought in from outside of LCC must come from a LCC pre-authorized vendor. LCC's technical support services are available solely for audio-visual equipment owned by LCC.

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Parking

There is no charge for unreserved parking on the LCC campus. Parking spaces designated "Handicap Parking" are located in all parking lots. If available, the Customer may elect to reserve parking lots C, D, and/or E for a non-refundable fee. CUSTOMER is responsible to distribute parking permits to the event attendees. If attendee is ticketed for lack of permit display in vehicle window, it is attendee's responsibility to pay the Public Safety parking ticket fees.

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Deposits and Fees

A deposit in the amount of 100% of the room fee or 25% of total estimated charges, whichever is higher, shall be paid upon the execution of this agreement. A credit card is required to be placed on file with LCC by completing the attached Credit Card Authorization Form. All estimated charges are due in full on or before the first day of the event. All applicable charges will be processed by LCC directly to the credit card on file, less the amount paid for the deposit, unless other payment arrangements have been agreed to by LCC in advance of the event.

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Customer Event Cancellation

In the event of a cancellation by CUSTOMER with written notice given to LCC at least 90 days prior to the day of the event or first day of the event, 50% of the deposit shall be refundable to the CUSTOMER. In the event of cancellation by the CUSTOMER with written notice given to LCC within 30 to 89 days prior to the day of the event or first day of the event, 25% of the deposit shall be refundable to the CUSTOMER. In the event of cancellation by the CUSTOMER with written notice given to LCC within four to 29 days prior to the event or the first day of the event, there shall be no refund of the deposit to the CUSTOMER and the entire deposit shall be retained by LCC. In the event of cancellation by the CUSTOMER with written notice given to LCC within three days prior to the event or the first day of the event, there shall be no refund of the deposit to the CUSTOMER and the entire estimated event proceeds will be charged to the credit card on file.

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Food and Beverages

All food and beverages served in the rooms shall be provided by LCC and no other food and beverages shall be served or furnished by the CUSTOMER or third parties except as specifically authorized by LCC. An additional 18% service charge will be assessed to all food and beverage orders. A minimum of two weeks advance notice is required to secure catering services. An additional 20% fee will be charged for short notice (less than two weeks notice) requests. A final guarantee and any special dietary needs of those attending are due by noon five business days (excluding Saturday and Sunday) prior to the event date. In the event CUSTOMER does not notify LCC of the final guarantee by this deadline, the originally estimated attendance will be considered the final guarantee. CUSTOMER will not be able to reduce the guarantee number after the guarantee is given. If attendance increases after the final guarantee is given, LCC will make every attempt to accommodate this increase, however, there may be substitutions to the original menu determined by the chef based on timing of notification. In the event of an increase in the final guarantee greater than 15%, LCC will charge a 20% service fee on food and beverage prices for the increase above the 15%. LCC charges for the guarantee number or actual consumed meals, whichever is higher. Due to health regulations, food may not be taken off LCC premises after it has been prepared and served.

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Alcoholic Beverages

The sales and service of alcoholic beverages is regulated by the State of Oregon. All alcoholic beverages will be furnished by LCC and shall be served by the employees of LCC under the required liquor licenses of LCC. Applicable bar setup and bartender fees will be assessed. LCC may require an on-duty Public Safety officer for duration of event to be paid for by Customer. It is mandatory to have food ordered when alcoholic beverages are being served. The maximum operating time for a bar is four hours and all bars will close one half hour before the event end time.

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Sound Volume

The CUSTOMER understands that the facility is customarily used by more than one party concurrently and agrees to allow LCC to exercise sole discretion to moderate the sound volume of the event, whether consisting of electronically amplified sound or loud crowd noise. CUSTOMER agrees to cooperate with the efforts of LCC to control sound volume for the benefit of all guests of the facility.

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Tax Exempt Status

In the event that the fees established are based upon the tax exempt status of the CUSTOMER, the CUSTOMER shall furnish to LCC simultaneously with the execution of this agreement, evidence of the CUSTOMER'S tax exempt status satisfactory to LCC.

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ADA Compliance

LCC shall be responsible for the compliance of physical facilities. CUSTOMER shall be responsible for instructional compliance.

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Indemnification and Insurance

CUSTOMER shall indemnify and hold harmless LCC against any and all claims, damages, demands, costs and expenses, including reasonable attorney's fees, arising out of CUSTOMER'S use of the rooms and equipment under the terms of this agreement. LCC does not assume responsibility for damage or loss of CUSTOMER property or equipment left on the premise prior to, during or following any event. LCC is not liable for any harm to event attendees while on LCC premise.

CUSTOMER agrees that prior to the time of CUSTOMER'S use of the rooms and equipment as provided for herein, CUSTOMER shall procure and thereafter during said time shall continue to carry comprehensive general liability insurance with a company Best rated A- or better, with limits of not less than one million dollars per occurrence, and two million dollars in aggregate. Such insurance shall cover all risks arising directly or indirectly out of the CUSTOMER'S activity in the rooms which are the subject of this agreement or other properties of LCC during the term of this agreement. Certificate of Insurance shall be provided to LCC no later than 30 days prior to the date of the event or first day of the event.

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College Closure and Cancellation of Scheduled Event

LCC reserves the right to cancel a scheduled event when LCC Public Safety mandates a full or partial campus closure. If CUSTOMER'S event is cancelled due to LCC campus closure or public safety considerations, LCC will reschedule the event on another agreed upon date(s) or refund the deposit paid by CUSTOMER and both parties will be held harmless for contract default.

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