1. All Centenary College facilities are owned by the institution.

2. All space is scheduled through the Conference & Facilities Coordinator in the Centenary College Facilities Services Department. Any campus organization or individual or non campus group, operating non-profit or for-profit, wishing to use Centenary College facilities must coordinate with the Conference & Facilities Coordinator in the Facility Services Department.

3. Proof of insurance is required for all off campus organizations using any Centenary facility.  A copy of the certificate of insurance is required at the time contract is signed and deposit is made.  A special event policy is available for those groups without liability insurance through the Conference and Facilities office.

4. A refundable deposit is due at the time Conference & Facility Contract is signed to cover damages and/or maintenance services.  After inspection of contracted facilities then amount of deposit returned will be determined.

5. All scheduling should take place with sufficient notice.  Needed facilities, equipment and food service may not be available on short notice.

6. Scheduling of facilities for college use takes priority over outside groups.  Academic scheduling takes precedence over any other facilities scheduling on campus.

7. The Registrar’s Office coordinates the class schedule for the semester and assigns appropriate classrooms, including science and computer laboratories.  After classes begin the Conference & Facilities Coordinator is responsible for scheduling the use of facilities on campus in conjunction with department heads or administrative offices, except for changes in classrooms, which will be directed by the Registrar.  Scheduling of computer laboratories shall be coordinated by Magale Library.

8. Bynum Commons including the South Dining Hall and Centenary Room are scheduled by the Conference and Facilities office in conjunction with Marriott Food Services.  Any group or person planning to serve food at a scheduled function must first contact the Conference Office for scheduling and then contact the Dining Hall at 869-5284. Marriott has the right of first refusal on all food serve on the Centenary College campus.

9. The Conference & Facilities Coordinator schedules the use of residence halls during the summer conference period, except those used to house summer term students, which are scheduled by the Assistant Dean of Students and/or Residence Life.

10. Brown Memorial Chapel is reserved for weddings on a first come first serve basis.  There are discounts for current students, faculty, staff and alumni.  Insurance and a deposit are required for all weddings.  Ask for a wedding guide from the Conference & Facilities office.

11. All persons who wish to schedule the use of a room, building, outdoor facilities, or an athletic field must complete a “Facilities Request Form”.  If the Conference & Facilities Coordinator does not have a request form for the event, the event will not be scheduled.

12. The Event Calendar is posted on the web.  An event can be added to the calendar at any time, but requires the facilities request form.  Groups that do not schedule in a timely manner may find themselves without heat, air conditioning, or needed equipment.

13. The Department of Public Safety receives a hard copy of the weekly schedule and is able to access it via the web.  Therefore rooms being used for any event, especially after hours, will need to be listed on a facility request.

14. If an event is discovered in progress and is not on the calendar, DPS will not allow the event to continue until proper authorization is received from the Conference & Facilities Coordinator.

15. If space in a facility is being used for profit, the event is not officially sponsored by Centenary College or if the Conference & Facility office is not handling the collection and disbursement of the revenue, then the organization or person sponsoring the event must:

a. provide the Conference & Facility Coordinator with a certificate of liability insurance for one million dollars, naming Centenary College as the additional insured;
b. sign a Conference & Facility Contract with the Conference & Facilities Coordinator stipulating the specific buildings, equipment, and time involved;
c. pay facility fees, including any rental and overtime fees, through the Conference & Facilities Office for use of the facilities.

16. Non-profit groups wishing to use Centenary College facilities must provide a certificate of insurance.  Fees may be waived for non-profit groups, or they may be asked to contribute an honorarium to a scholarship fund.  They must also sign a contract for the use of the facility in question, and they will be required to pay for all incidental and support services requested (e.g. equipment, food service, rental, overtime etc.) while on campus.