Use of Facilities Policy
Approval Date: 7/1/2026
Last Revision Date: 7/1/2026
Board Policy Alignment:
E-1 Ends
EL-0 General Executive Constraint
EL-1 Treatment of Students
EL-2 Treatment of Employees
EL-5 Organization Culture
EL-9 Asset Protection
Responsible Officials: CFO and Vice President for Administration
Purpose
As a publicly funded institution, Frederick Community College’s (the College) facilities are an integral part of the community. The purpose of this policy is to set forth guidance on acceptable use of the College’s facilities, criteria for prioritization of use requests, and rules regarding remuneration for costs incurred by the College related to the use of facilities by outside parties.
Scope
This policy applies to requests for use of all College facilities, both leased and owned, by both internal and external requestors.
Definitions
See the Policy Glossary for definitions of hyperlinked terms in this policy.
Policy
The President of the College is authorized to establish administrative procedures and regulations related to the use of College facilities by the public/community. The President has charged the Capital Planning and Project Management Office with managing the most efficient use of College space and maintaining the schedule of College space utilization.
The primary use of Frederick Community College facilities is in support of College instruction.
Scheduling of College facilities will follow the priority order as listed below:
Credit and Continuing Education Course Offerings
Internal College Meetings and Events
Members of the College Community may request non-instructional use of College facilities for College activities/business when they are not in use for College instruction.
Actual costs of operation must be covered by public/community users. The CFO/VPA, with approval of the President, sets fees that are charged for use of College facilities by public/community groups, including members of the College Community. Non-profit organizations are eligible for a discounted rate on all spaces except for the JBK Theater and the gymnasium. All other rate concessions are at the discretion of the CFO/VPA.
Annual leases of College facilities may be considered and are subject to review and approval by the CFO/VPA.
The procedures outlined are designed to ensure proper scheduling of credit and continuing education course offerings and to reduce conflicts with scheduling of internal College and community group events.
General Use Restrictions
College facilities may not be used for the following activities:
- Activities that duplicate College classes, programs, or activities which conflict with established College objectives or policies.
- Parties, celebrations, or activities which are personal or private in nature.
- Activities that limit, restrict, disrupt or in any way inhibit the normal instructional programs of the College or other College activities.
- Facilities shall not be used for the purpose of private business activities not associated with the College.
- Activities that do not comply with other College policies, including the Expressive
Activity Policy, which highlights the reasonable time, place, and manner restrictions
for use of limited public forums of the College, and the Protection of the Brand policy.
The College reserves the right to approve or refuse a request for the use of or access to facilities that may or may not be directly addressed in this Policy and Procedures.
All food services are to be provided by FCC Dining Services, or licensed commercial caterers if the service cannot be provided by FCC Dining Services.
The use of all tobacco products is prohibited on College premises except for parking lots. Alcoholic beverages may not be served on College premises without the written approval of the President and securing the proper licensing, permitting, insurance, and meeting all local and state requirements related to usage control.
For-profit groups using College facilities may not charge an admission fee for entry.
Non-profit organizations may charge a general admission fee for approved activities, only if the requestor discloses the fee on the usage request form.
Advance approval by the Chief of Staff and CFO/VPA is required for the use of College facilities for fundraising for individuals or groups other than FCC students. All fundraising requests must adhere to the Solicitation Policy.
When the College must close due to inclement weather or other emergency conditions, the use of College facilities will be automatically cancelled, and the applicant will be provided a full refund.
Requestors may only use the area designated as reserved and no other area of the College facility, except public areas (e.g., restrooms, vending areas).
Requestors and Users may not temporarily or permanently alter any element of any facility on campus.
All spaces must be restored to its pre-use condition, including placing trash in the bins provided, unless other arrangements are made with the Capital Planning and Project Management Office.
Users of College facilities may not tape or in any way post signage to walls, doors, or other painted surfaces. The Capital Planning and Project Management Office must grant permission prior to hanging of any signage. Once permission is granted, signage must be hung as directed and removed by the user at the conclusion of the event. All signage is subject to the Solicitation Policy.
On a case-by-case basis, the College may decide to restrict access to College facilities that are not for the sole purpose of attending classes and participating in any class-related activity or preparation. Sex Offender Registrants seeking to attend any College function/event or to enter any College facility are required to obtain College approval from the Chief of Campus Police and Public Safety or their designee. Sex offender registrants who are the parent or legal guardian of a student who will be participating in an event, such as commencement, program completion, sporting event, or performance, must jointly with the student seek approval from the Chief of Campus Police and Public Safety or their designee in advance prior to attending any College function/event or entering any College facilities.
The College assumes no liability for injuries or losses, which result from the actions of such groups or individuals.
Public/community groups may not publicize the event for which College facilities are being requested prior to receiving approval from the Capital Planning and Project Management Office. Further, all publicity must follow the guidelines set forth in the Protection of the Brand policy.
Space-Specific Regulations
Classrooms and Instructional Space
Priority scheduling for instructional activities is accomplished through coordination of the Teaching, Learning and Student Success Team (TLSS) and the Space Scheduling Analyst based on a published course schedule. The Provost/EVP or their designee can request changes to room assignments made by the Space Scheduling Analyst.
JBK Theater, Studio (Black Box) Theater, and Visual and Performing Arts Lobby
All space requests for JBK Theater, the Studio (Black Box) Theater, and the Visual and Performing Arts Lobby are processed by the Arts Center Director in collaboration with the Capital Planning and Project Management Office.
No glass, candles, confetti, sparklers, free glitter, or other unsafe or messy materials are allowed in the Theater. No real or prop weapons are allowed, and no pyrotechnics or atmospheric effects are allowed.
Gymnasium
Use of the gymnasium is limited to current FCC students, faculty and staff; other teams invited by Athletics and functions approved through the Use of Facilities process; and College approved events such as Commencement, Student Convocation, and the Employee Wellness Fair.
Food and beverages are prohibited in the gymnasium during athletic events, practices, open gym, and competitions or whenever the floor is not covered by protective matting. Exceptions for athletes or PE classes include clear beverages in sealed/closed plastic containers; or sports beverages already approved. Glass containers are always prohibited in the gymnasium.
Non-marking athletic shoes are required by all users on the court floor. Cleats are not permitted in the gym at any time. High heels may not be worn on the court floor or adjacent team seating areas. Footwear restrictions, other than cleats, are waived if the gym floor is covered by protective matting.
Hanging on the basketball rim is not permitted.
Hitting, kicking, or bouncing of balls against the walls, divider curtain, or bleachers or using these surfaces as a practice surface is not permitted.
The use of basketballs, volleyballs, indoor soccer balls, tennis balls and whiffle golf balls are permitted in the gymnasium. Hitting of baseballs and softballs is permitted only within the netted area and with appropriate floor matting/padding.
The use of tape or other adhesive materials that may come in direct contact with the finished floor surface is prohibited.
The gymnasium is a shared use facility for the FCC community. All College policies and procedures apply to the intended use and care of the facility. Appropriate sanctions may apply to persons, teams or guests found to be in violation of College policies and procedures.
Approval of submitted applications to use College facilities does not constitute College endorsement of views expressed or held by the using groups or individuals, and no advertisement shall indicate College support of the scheduled function in the absence of a written sponsorship agreement that allows the use of the College marks in that manner.
Requestor Responsibilities
Organizations must provide, at their cost, adequate supervision of activities to ensure that good order is maintained. Frederick County fire and safety regulations shall be strictly observed during all events on campus, including the NFPA 101 Life Safety requirement for Crowd Managers.
Requesting organizations assume all economic responsibility for damages caused to individuals and to College property during their use and proof of insurance will be required.
Organizations must designate an individual to be the point of contact for the event. All organization and individual requestors are responsible for coordinating all activities before, during, and after the event, and must be physically present for the entire duration of the event.
Organization designees and individual requestors are responsible for:
Using the area designated as reserved and no other area of the College facility, except public areas (e.g., restrooms, vending areas).
Using the facilities requested “as is.” Users may not temporarily or permanently alter any element of any facility on campus.
Notifying the Capital Planning and Project Management Office of the intent to cancel the reservation of facilities at least three (3) workdays in advance of the scheduled event.
Restoring the facility used to its pre-use condition, including placing trash in the bins provided, unless other arrangements are made with the Capital Planning and Project Management Office.
Adhering to all College policies and procedures, including campus parking regulations, the Weapons Policy, and the Alcohol, Tobacco, Opioid, and Other Drug Use and Awareness Policy Familiarizing themselves with the FCC emergency preparedness plans, including watching the College Emergency Preparedness Video and reading the Emergency Response Guide.
Making financial restitution for any damage incurred during the event for which College facilities were reserved or for excessive trash that has been left behind.
Ensuring that College personnel are not refused entry to College facilities for operational oversight during scheduled events.
Providing oversight and supervision of all activities and invited users of the space during the activity and ensuring all users are aware of and adhere to the Code of Conduct for Visitors, Guests and Volunteers.
College Co-Sponsored Events
College Co-Sponsored Events refers to events where Frederick Community College and/or the Frederick Community College Foundation, Inc. actively partners with outside groups or organizations. All College co-sponsored events must be consistent with the College’s strategic plan and mission objectives and must aim to deliver a strong investment return by providing appropriate community engagement, potential enrollment opportunities, and potential donorship opportunities as well as provide opportunities for students, employees, and the community to participate where possible. All co-sponsored events are subject to the approval of the Vice President(s) of the requesting and/or participating College division(s). Regular instructional or programmatic delivery involving outside groups would not be considered a co-sponsorship. For co-sponsored events, any facilities rental fees may be discounted or waived, and any technical support fees may be waived based on the schedule and/or availability of the technician. FCC co-sponsors and the partnering organizations are responsible for all other costs, including food service, and a Certificate of Liability Insurance from the partnering organization will be required.
Usage Fees
A fee schedule for use of College facilities is established by the CFO/VPA, approved by the President, and is available upon request from the Capital Planning and Project Management Office and also available online.
Fees will be assessed for use of College facilities for actual costs, which may include custodial, security, information technology, audio/visual, and maintenance.
Fees are due before the start of the event as indicated on the invoice unless other arrangements have been made with the Capital Planning and Project Management Office.
Public/community groups with past due accounts for previous events will not be approved for future events until the balance has been paid.
Groups not adhering to this policy may not be approved for future events.
Past due amounts may be subject to a finance charge.
CFO/VPA can waive facility use fees at their discretion. This waiver is referred to as in-kind use of space. The waiver of facility use fees does not imply co-sponsorship of an activity.
If the College or the applicant cancels a reservation for the use of College facilities with at least three (3) workdays’ advance notice, a full refund will be provided to the applicant. If the applicant cancels a reservation for the use of College facilities with less than three (3) workdays’ notice, a 50% refund will be provided to the applicant.
If the College cancels a reservation with less than three (3) workdays’ notice, a full refund will be provided to the applicant. The College is not responsible for any additional losses, expenses, or damages the applicant may sustain because of the cancellation.