Event Guidelines

The following factors must also be considered in the scheduling of any campus events.

• The event should be within the scope and parameters of the intended use of the desired facilities.
• Required staffing and technical support for the event must be available, either internally or contractually and subject to the approval and supervision of appropriate college personnel who are responsible for maintaining the integrity of the space.
• The proposed event fits seamlessly into the scheduled use of facilities and campus-wide operations.
• Proposed events may not impede, inconvenience or displace academic activity or in any way compromise daily college functions. The scheduling of facilities will be managed to minimize spatial conflict and overcrowding of campus resources (including parking, space capacities, and reasonable access for persons with disabilities, etc.).
• The goal of the Conference and Event Services Department is to effectively manage the use of college facilities and to provide opportunities for community organizations to visit and use our campus while facilitating use by internal College groups.

Users of Grand Rapids Community College facilities and grounds are divided into four categories and are in order of priority in scheduling:

• GRCC Internal Event (Event sponsored by and hosted for members of the GRCC community)
  • GRCC Internal Events are not assessed space rental fees or direct costs associated with the event. 
• GRCC Sponsored Event (Event is sponsored by GRCC only and is hosted for members of the internal and external community)
  • GRCC Sponsored Events are not assessed space rental fees, but will be assessed the direct costs associated with the event.
  • External entities are required to provide the college with a Certificate of General Liability Insurance.
  • Non-Profit Status verification will be required from external entities, if applicable. 
• GRCC Co-Sponsored Event (Event is sponsored by GRCC and an external partner, and is hosted typically to serve K-12 audiences or similar groups)
  • GRCC Co-sponsored Events are assessed a reduced space rental fee and are eligible for an extended discount off of the space rental fee. These events will also be assessed the direct costs associated with the event. 
  • External entities are required to provide the college with a Certificate of General Liability Insurance.
  • Non-Profit Status verification will be required from external entities, if applicable. 
• Externally Sponsored Event (Event is sponsored by an external partner, and is hosted for members of the external community, not associated with GRCC)
  • Externally Sponsored Events will be assessed the full space rental fee and will be assessed the direct costs associated with the event. 
  • External entities are required to provide the college with a Certificate of General Liability Insurance.
  • Non-Profit Status verification will be required from external entities, if applicable. 

*The college has absolute preemptive priority over individuals or organizations and reserves the right to cancel, postpone or alter facility reservations for any event when necessary. **Executive Approval needed if event is requested during regular “off” hours.

Food, beverage and catering services may be obtained through the college’s recognized food service provider, Creative Dining. Creative Dining has first right of refusal for events and if they are unable to provide service, then an approved independent catering company may be selected. Approved caterer list available by request.

If general liability insurance is required, a certificate of general liability insurance not less than $1,000,000 per incident, needs to be provided to the college before the event start date. This certificate must name the college as additional insured and specify the date(s) of the covered event.

Grand Rapids Community College may require appropriate police, public safety, and security measures for any event. It is at the discretion of the College’s Chief of Police who will work with the Conference and Event Services Department and all costs associated will be charged to the event’s organizer.