PROCEDURES FOR POLICY: 4-11
REVISED DATE: 03/23/2023

  1. Purpose:

    To establish procedures for the planning of events supported and sponsored by the college and the use of J. Sargeant Reynolds Community College facilities by internal and external groups.

Internal Activities

  • All internal groups must submit a request for facility use through the Scheduling Portal to be approved by the Office of Events and support services teams in order to be scheduled.

    1. Classroom/Conference Room Use - Once a request is submitted through the "Book a Classroom/Conference Room Form," the scheduling team will review and process this reservation if the space is available. Requests will be approved by the Office of Events and Support Services teams within 1-3 business days.

    2. On-Campus Events - Once a request is submitted through the "Book an On-Campus Event Form," the scheduling team will review and process this reservation if the space is available. Requests will be approved by the Office of Events and Support Services teams within 1-3 business days.

    3. Audio-Visual Services and Equipment - If you require Audio Visual equipment or services for your event, please indicate your needs on the meeting or event request form through the Reynolds Scheduling Portal. The Audio Visual team will review and process this reservation if the equipment and/or support staff is available.

    4. Food and Beverage - Internal groups may serve single-serve beverages and snacks (such as canned or bottled sodas/water and bagged chips/crackers). The use of a licensed/insured caterer is required for the serving of any prepared food and/or beverages. Groups interested in serving alcoholic beverages shall obtain permission from the College. If approved, User must obtain a banquet license from the VA Department of Alcohol Beverage Control.

    5. Parking and Public Safety - If you require parking or public safety services for your event, please indicate your needs on the event request form through the Reynolds Scheduling Portal.

  • Internal events should also consider additional needs, processes and resources. Visit the Reynolds Event Services intranet page for guidance.

External Activities

    1. Facility rental inquiries are submitted through an online request form and managed by The Office of Events. The Office of Events reviews the request and checks availability before seeking approval from the Vice President of Finance and Administration.

    2. As the tenant of The Kitchens, the J. Sargeant Reynolds Real Estate Foundation will manage facility rentals to external groups at The Kitchens. The Executive Director of the JSRCC Real Estate Foundation in conjunction with the Vice President of Finance and Administration, and in consultation with the Dean of Business and Industrial Trades, will have final approval of facility rental requests.

    3. Reynolds has priority for reserving rooms. Rentals to paying clients are on a first request basis provided they represent an organization for whom facility rental is allowable. Reynolds will not rent a room more than a year in advance of the event.

    4. External groups shall be charged facility rental fees and service fees according to the JSRCC Form No. 27-0014, Facilities Rental Fees. The college, at its discretion, may waive rental and service fees under certain conditions.

    5. In all instances where external activities shall be held by an external group on and/or in J. Sargeant Reynolds Community College's facilities, JSRCC Form No. 27-0013, Facility Rental Agreement, must be fully executed.

    6. When permission is granted for external use of College facilities after regular building hours, the requesting organizations may be asked to cover the cost of providing any necessary services (custodial, technical support, security, etc.) or other college personnel. Once an external rental is approved, The Office of Events enters the reservation in the Scheduling Portal for support services to review and sends a contract and deposit invoice to the external client.

    7. A rental is confirmed once the deposit has been received and the contract has been signed by all parties.

    8. External activities scheduled in a kitchen space at The Kitchens at Reynolds require a security deposit and must follow strict cleaning protocols.

  2. Other Information: