Community reservations must be submitted electronically no more than six months prior to your requested date. All access must be approved. Confirmation will be sent to the email provided in the request. The individual listed in this form will be considered the onsite contact and responsible for all event activities. A College representative must be present during the entirety of the event, unless approved otherwise.

Cancellations must be received at least 48 hours prior to your event. Failure to notify the College will result in forfeiture of the deposit. If a college emergency or inclement weather causes a cancellation, fees will be refunded or will be transferred to the rescheduled date. Monitor swmich.edu or social media channels for updates on campus closures.

Liability insurance is required for all reservations and must be on file prior to your event. Copies may be uploaded on the reservation form or emailed to events@swmich.edu.

Any use of college logos or trademarks in advertisement must be approved in advance by College personnel.

The use of all facilities is subject to applicable federal, state, and local laws and ordinances. SMC Security and bet36体育在线 Use Policies can be viewed here. 

Southwestern Michigan College operates normal business hours during academic semesters, established as Monday through Friday from 8 a.m.-5 p.m. Any event support that provides a service outside of these hours may be billed on an overtime rate (see fee schedule below).

Nonprofit organizations or other college partners that support college initiatives may receive a room rental waiver if the event occurs during normal business hours.

A 25% deposit will be required before the event date, with the remaining total due after the event. If the deposit has not been paid, it will result in a cancellation of the request.

Room Rental Fees

Event Support

All applicable support rates may be billed at $30 per hour during normal business hours and $45 per hour during non-business hours.

Custodial Support

Custodial support is required for all non-business hours events. This service includes building access, setup adjustments, and cleaning services provided by two custodians throughout the event. Services will be billed from the time you enter our facilities to the time you leave.

Security

Security is required for all non-business hours events when your attendees exceed 40 people. You may provide your own security if approved by bet36体育在线 Security. Services will be billed from the time you enter our facilities to the time you leave. To maintain a secure campus, propping any doors is prohibited.

To contact Security, dial 269-782-1234 or 1234 from any campus phone. For immediate emergencies, dial 911. 

Setup Fees

If you desire table and chair setup for your event, you may include this information in the reservation form and will be billed appropriately. SMC must receive layout information one week in advance, otherwise we may not be able to accommodate your request. Any last-minute changes will be billed accordingly.

 If no layout is requested, the room will be as is. You are permitted to rearrange tables and chairs in the space; however, they must be returned to their original layout.

Audio Visual Fees

Audio visual technicians are available to support your event if you request the use of our AV equipment. If you plan to simply use the projector and screen, you are permitted to use that equipment at your leisure. If you have any needs that exceed this use, technicians are required to support your event on an on-call basis. We do not allow any non-SMC employees to adjust any college equipment.  

Theatre Technician Fees (Dale A. Lyons Building)

Rates are handled on a case-by-case basis, depending on individual needs.

Food

Southwestern Michigan College does not provide catering or any applicable supplies in-house, however you are permitted to use external vendors.

Food and drink are not permitted in theatre in the Dale A. Lyons Building.

Alcoholic beverages will not be permitted on college property, unless approved by the President. Possession or consumption of alcohol and/or drugs is prohibited and abuse by a person in attendance may results in the immediate termination of the use of the facility. View SMC’s Drug and Alcohol Abuse Prevention Program Notice.

Parking

Parking is free and available on a first-come first-serve basis. The college is not responsible for theft and/or damage to your vehicle. Overnight parking is prohibited.

Unauthorized driving on campus sidewalks is prohibited and will be enforced by bet36体育在线 Security. Authorization may be obtained prior to the event by Maintenance or bet36体育在线 Security.

Storage

If organizations request storage and the room is available, room rental will be billed. The college is not responsible for any theft or damage.

Damage

The following items are prohibited:

• Nails, screws, mounting tape, staples, or other semi-permanent fixtures
• Exposed flames (unless used by caterers)
• Smoke machines
• Glitter, confetti, etc.

If items are lost, stolen, or damaged, reimbursement fees will be billed appropriately.  

Use of our facilities is subject to the terms and conditions of the Facility Use Policy. Any damages to equipment or facilities will be the responsibility of the organization in charge. Reimbursement will be required in the amount of repair or replacement.

Any organization who uses our facilities is required to have liability insurance in effect during the time frame of the event. We must receive proof of this insurance coverage prior to the event. Proof of insurance may be submitted electronically while completing the Facility Request Form, or it may be provided later via mail, fax, or email to the contact information found on this page.