Use of Facilities Reservation Request Form and Agreement

Overview

Before completing this Request Form and Agreement (Request Form), please review College Rule 6.4 and Procedure 6.4P. This Request Form must be submitted through the online portal at least 20 business days prior to the requested event date. Once this form has been submitted and all required supporting documentation has been provided to the College, the requestor will be notified as to whether the College has approved or denied the request.

A different form must be completed for users wishing to use the Fine Arts Hall or Lyceum. Tickets must be obtained for use of the SF Santa Fe College Teaching Zoo or Planetarium. Additional forms and links for tickets can be found on the College's Use of Facilities Website.

Facilities Request Form

Required

Optional

Event Location Requested

Select Your Reservation Type

Reservation Type

Note: The term "user" means any College or non-College individual, group, organization, board, club, council, association, partnership, business, corporation, etc. requesting use of or using College facilities. The term "outside user" means users that are not wholly operated within the College, or any College employee or group engaged in activity outside the scope of conducting College business or official position responsibility. Employees, students, or groups engaging in an activity outside the scope of conducting College business or their official position responsibility and/or inviting or including non-employees and/or non-students to participate in an event may be considered non-profit or for-profit outside users. The term "event" means any use of facilities or related services.

User Information

Is user a not-for-profit organization?

If yes, provide proof of tax-exempt status

Contact Person

Phone

Cell

Street Address

City

State

Zip

Event Information

Event Name

Date(s) of the Event

Start Time (including setup)

End Time (including breakdown)

Description of Event

Is this activity open to the public?

Expected number of participants or attendees

Event Type

Are you collecting any fees associated with this event?

Are you sponsoring other organizations?

Will food or refreshments be served? If yes, select all that apply.

Catering and food truck providers must follow the College's exclusivity policy and procedure outlined in 6.4P, must abide by all applicable state and health requirements, including the Fire Prevention Code, and must provide the appropriate liability insurance.

Food?

Beverages?

Alcohol?

Serving alcohol requires pre-approval by the College President and the appropriate liability insurance and, if alcohol is sold, the appropriate license. The Request to Serve Alcoholic Beverages on Santa Fe College Premises Form will be sent electronically to those who check yes. The form must be returned to the college at least 15 business days prior to the requested event date.

Intent to film?

Includes photographs, audio, video, and other media recorded for commercial or non-commercial purposes; users may be required="required" to submit additional forms and obtain approval to film prior to the event.

Rental Equipment

Please enter quantity.

Table

Chairs

Stage

Podium

Other

Setup (Please provide instructions and diagram if applicable)

Please upload any supporting documents you may have.

Audio/Visual Equipment Requested (Please specify)

Additional Services

Additional costs may apply and will be determined based on the event requirements at the discretion of the College.

Select all additional services that apply

Audio Visual Support

Custodial

Security

HVAC or Electrical

Grounds

Set up and Moving

Operations Oversight

Other (if other please provide information below)

Other: Please provide information

Terms and Conditions

By agreeing Use of Facilities Request Form, user represents and warrants that the information provided in this Request Form is complete and accurate to the best of user's knowledge, and user agrees to the following:

User understands and agrees to all terms and conditions for use as outlined in the College's rule and procedure on use of College facilities, 6.4 and 6.4P.
If an outside user: User agrees to INDEMNIFY, DEFEND, HOLD HARMLESS, PROMISE NOT TO SUE, AND FOREVER DISCHARGE Santa Fe College and The District Board of Trustees of Santa Fe College, Florida, and their trustees, officers, officials, agents, and employees (collectively the "RELEASEES"), from and against any and all losses, liabilities, claims, payments, suits, recoveries, demands and actions, causes of action, or judgments of every nature and description brought to recover against RELEASEES with respect to injury, disability, death or loss, damage or costs to person or property, including attorneys' fees, WHETHER ARISING FROM THE NEGLIGENCE OF THE RELEASEES OR OTHERWISE, as related to user's use of College's facilities, the event, or any user members, guests, or invitees. User WAIVES, RELEASES AND DISCHARGES any right user might otherwise have and COVENANTS NOT TO SUE said RELEASEES in connection with any such liability. Notwithstanding the foregoing, outside users who are government entities may be exempt from the indemnification portion of this section if they can provide a written explanation of the basis for exemption that includes a description of insurance and other protections it will provide to the College in lieu of providing indemnification.
If an outside user: User understands that Event Liability Insurance is required="required" with applicable coverage and liability limits for any use of College facilities and that third-party camp operators must also provide sexual misconduct liability coverage in the amount of at least $1,000,000 with the College named as an additional insured.
If an outside user: User understands that Santa Fe College's trademarks, trade names, service marks, service names, brand names, domain names, URLs, logos, photographs, videos, graphics, or any other marks or other intellectual property cannot be used in any manner without prior written consent from the College. The advertisement or promotion of any product, good, or service on College premises without prior written consent of the College is also prohibited.
Any user who wishes to serve alcoholic beverages or to film on College premises is required="required" to timely submit the applicable forms, which will be reviewed for approval or denial separately from this agreement.
User agrees to all applicable fees established in the SF User Fees and Fines Schedule and conditions for payment. User understands that additional fees may be assessed at the discretion of the College and as described in Procedure 6.4P.
I am over the age of 18, and I possess all necessary capacity and authority to act for, sign, and bind the user.

I have read and understood the form. Please contact the zoo at 352-395-5633 if you have questions or need additional information.