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Roxbury Community College's Facilities Reservation Policy

As of March 2017

Requests for use of Space at Roxbury Community College are prioritized as follows:

Reggie Lewis Track & Athletic Center

  1. Massachusetts Indoor High School Track
  2. Roxbury Community College (RCC) Athletics
  3. Internal (RCC) requests for space
  4. Requests from the Greater Roxbury Community
  5. All other external requests for space

All other spaces at Roxbury Community College

  1. Internal (RCC) requests for space
  2. Requests from the Greater Roxbury Community
  3. All other external requests for space

Roxbury Community College Facility Reservation Guidelines

1. All activities, events, and functions must be compatible with the mission and goals of Roxbury Community College (Academic Buildings, Media Arts Center, Reggie Lewis Track and Athletic Center).

2. Requests for space are on a first come-first serve basis and must be submitted on the Application for Space at RCC no later than two (2) weeks prior to the event. Earlier submission is strongly recommended. A REQUEST DOES NOT GUARANTEE A SPACE. YOU SHOULD NOT ADVERTISE YOUR EVENT UNTIL YOU RECEIVE WRITTEN CONFIRMATION AND IT IS SIGNED AND RETURNED WITH A 20% DEPOSIT MADE PAYABLE TO ROXBURY COMMUNITY COLLEGE (CASH IS NOT ACCEPTED). Requests should be sent to rccscheduling@rcc.mass.edu (email).

3. The Scheduling Committee reviews all applications. Approval is based on the purpose of the event and the availability of the requested space.

4. A representative is encouraged to meet with operations personnel prior to the event to view the space and to review support and setup needs, RCC rules and regulations, and expected fees.

5. Student Requests: All students requesting usage of rooms at RCC for an official student activity must submit an internal room request form signed by the student activities director or designee.

6. Faculty/Staff Requests: All faculty requesting usage of rooms at RCC must submit an internal room request form signed by the department chair. All staff requesting space must have the internal room request form signed by their department head.

7. Parking is available at RCC parking lots.

8. All set up requests must be made within (5) business days of the event. Changes or additions requested within three (3) business days of the event will not be guaranteed.

9. Roxbury Community College is a smoke-free and drug-free environment.

10. Campus security may be required for an event. Additionally, a Boston Police detail is required for any event where monies are being exchanged and or alcohol is served. Security charges are paid for by the renter.

11. All persons entering upon the premises—guests and special events and function attendees—are required to follow the College's standing rules and regulations regarding personal behavior and the use of facilities.

12. All external users of the College's facilities are required to present a certificate of insurance listing RCC as additional insured, including but not limited to personal liability and property damage. All users of the College's facilities agree to defend, indemnify and hold harmless the College and any of assignee from and against possession, control, use, occupancy and/or maintenance of the College's facilities. The College reserves the right to cancel or stop functions at which unlawful or improper activities may or do occur.

13. Roxbury Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action and or/ Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

Terms of Use

If you are granted use of space at RCC, you will be required to sign a fee addendum, which includes the following terms of use:

  • Security Parameters:
    • 1 security guard is required for every 200 guests
    • Boston police details will be required for:
      •  events with over 1000 guests,
      • events where alcohol is served (regardless of size)
      • events where money is exchanged (regardless of size)
    • If security is required for the event, proof that you have reserved and paid for security guards from Securitas and/or your police detail must be provided at least 7 business days prior to the event.
  • Entertainment – An entertainment license issued by the State of Massachusetts is required for any event to which tickets are sold and money is exchanged. If an entertainment license is required, the renter must provide RCC with the official copy of the license 7 business days prior to the event.
  • Catering and Bar Service - Rebecca's is the exclusive caterer and bar service provider for all Roxbury Community College buildings, including the Reggie Lewis Center. All food and liquor service must be arranged through Rebecca's. If you are interested in obtaining advanced catering and/or bar service information, please contact Alex Bennett, Catering Sales Manager & Event Planner, 617.373.5879, abennett@rebeccascafe.com.
  • General Liability License – All external organizations must provide an insurance rider showing $1 million in general liability insurance, naming Roxbury Community College as 2nd insured, 5 business days prior to their event.
  • Prohibition on political fundraising – Under no circumstances can space at Roxbury Community College be used for political fundraising, per MA state laws regarding use of space at state facilities.
  • RCC is a tobacco- and marijuana-free school. As such, smoking is not permitted in or near campus buildings.
  • In order to finalize space reservation, the renter must sign and return the fee addendum and the revocable license within 10 business days of receiving both documents. The renter must also pay the 20% non-refundable deposit within 10 business days of receiving the counter-singed documents and deposit invoice.
  • Payment terms:
    • A 20% non-refundable deposit is due 10 business days after the renter receives countersigned document and deposit invoice.
    • The remaining balance is due 5 business days prior to the event.
    • Acceptable payment forms: money order, bank or corporate check, or credit card

Failure to adhere to these terms of use will result in the space reservation being terminated by RCC.

Note that these terms of use are subject to change, and not inclusive of all contractual requirements. In addition to agreeing to the terms of use above, you must sign a revocable license with additional requirements to confirm your space rental.