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Facilities Department

Event Services

Overview

Event Services works with college and community entities desiring to use Phoenix College meeting and event spaces. College personnel, student organizations or outside groups can reserve meeting rooms for seven people or auditoriums accommodating 700.

Phoenix College is an ideal meeting destination, situated near the downtown arts, cultural and business districts and only ten minutes from Sky Harbor Airport. TV and film crews also find our historic brick architecture and tree-lined campus the perfect setting for commercials, television shows and motion pictures.

Contact us to discuss your needs and our very competitive rental fee structure (where applicable).

Event Request Form 

Facilities Use Policy

MCCCD Administrative Regulation: 1.5 Use of College Facilities

1.5.1 Definitions
1.5.2 Scope of Coverage of this Regulation
1.5.3 General Standards
1.5.4 Written Agreements Required
1.5.5 Insurance Requirements
1.5.6 Rent Required and Exceptions

MCCCD Vision, Mission, Values Statement

Certificate of Insurance: A Certificate of Insurance in the amount of $1,000,000.00 listing Maricopa Community College District at 2411 W. 14th St., Tempe, AZ 85282, as the additional insured is required from all outside agencies/groups holding or participating in an event at PC. The Certificate of Insurance must be received by the Phoenix College Event Services Office no later than 10 working days prior to the event.

Co-sponsored Events: All co-sponsored events must be approved at the Vice President level or higher and require the attendance and coordination of a board approved faculty or staff member for the entire time the facilities are in use. College Safety cannot unlock facilities for students. If you are a PC/MCCD employee and your department or group is co-sponsoring this event, fill out the Co-sponsored Event Approval and Facility Rental Fee Reduction/Waiver Form if you would like this event to be considered for reduced or waived facility use fees. The fee waiver request form must be turned in to the Event Services Office for processing. The group co-sponsoring the event must complete Facility Request Form and return it to the Events Services Office no later than 60 days prior to the event. Facilities and services cannot be guaranteed if this form is not completely filled out and turned in on time.

Emergencies: If the Events Coordinator is not available, please contact College Safety at ext. 57254 in the event of an emergency. They will contact the appropriate department for you.

Event Day: Arrive early and check in with College Safety and the Event Coordinator. Make sure the facilities have been prepared per your request.

Facility Walk Thru: Immediately following your event, complete a facility walk thru with the Event Coordinator. If the event coordinator is not available, make sure everything from your event has been removed and notify Campus Safety that everyone has left the campus. They will secure the facility.

Fees: A non-refundable deposit of 50% of the total facility use fee is required to secure your reservation. The remaining balance must be paid 5 working days prior to the event. Internal or co-sponsored events must provide the Event Services Office with a budget code to be charged. External agencies/organizations must pay all fees with certified funds.

Food Service: If this event requires catering service contact the PC Culinary Café at 602.285.7901 or Chartwells at 602.285.7669. If food or refreshments will be sold/served, please provide the Event Services Office with the name of the group providing food service.

Media Requests: David Marshall with PC Information Technology at 602.285-7672 will contact you for information regarding the equipment and/or support you will need for your event. It is imperative that PC Information Technology is notified at least one month prior to your event to ensure the availability of equipment and personnel. PC Information Technology will provide an invoice of charges assessed for equipment and personnel from their area.

PC Logos & Public Relations: To receive assistance in publicizing this event, notify Michelle Klinger at 602.285.7842 or Eileen Archibald at 602.285.7870. If this event is political in nature, i.e. a public official is participating or attending, it is mandatory that you contact the Marketing and Public Relations Office. To obtain a PC logo for your publications visit Marketing/PR/Design

Role of the PC Events Coordinator: The Event Coordinator is an employee of Phoenix College. The role of this position is to make sure all items requested for the event are in place, make sure the facilities are ready, make sure indicated needs are met and ensure that PC policies & procedures are followed by both parties. This person does not set up food, does not assist with decorating, and does not assume the role of co-sponsor or event planner.

Rental Fee Schedule

 

 Facility

Rate

Auditorium/John Paul Theatre Rate:

Production (Full Facility Use)

 

Presentation (e.g. Speaker, Limited Facility Use)

$200.00 per hour

(4 hour minimum)

 

$150.00 per hour

(4 hour minimum)

Technology Classroom

$120.00 per hour

(includes lab technician support)

Lecture Halls:

  • C102
  • Willo Room
  • Dome Conference Room

$117.00 per hour

(4 hour minimum)

Cafeteria

Culinary Cafe

$93.00 per hour

(4 hour minimum)

Classroom

Small Conference Room

$93.00 per hour

(4 hour minimum)

Sessions Theatre

$93.00 per hour

(4 hour minimum)

Outdoor Spaces:

  • Parking Lots
  • Sophomore Square
  • Auditorium Lawn
  • Osborn Quad

$75.00 per hour

(4 hour minimum)

Personnel:

  • Maintenance
  • Safety
  • Media
  • Event Coordinator

$35.00 per hour

(4 hour minimum)

Grand Piano Use

(includes rental & tuning)

$100.00 per event for tuning

$50.00 per day rental

Reset/Restocking Fee

$80.00 per day

 

Additional fees may be assessed for equipment, food service and technology based on a separate fee schedule established by Phoenix College

Campus Closure Dates

2014-2015 Phoenix College Campus Closure Dates

4th of July Holiday
07/03/14 – Thurs

Summer '14

July
07/04/14 – Fri
07/05/14 – Sat
07/06/14 – Sun
07/11/14 – Fri
07/12/14 – Sat
07/13/14 – Sun
07/18/14 – Fri
07/19/14 – Sat
07/20/14 – Sun
07/25/14 – Fri
07/26/14 – Sat
07/27/14 – Sun

August
08/01/14 – Fri
08/02/14 – Sat
08/03/14 – Sun

Labor Day Holiday
08/31/14 – Sun
09/01/14 – Mon

Veterans' Day Holiday
11/11/14 – Tue

Thanksgiving Holiday
11/27/14 – Thurs
11/28/14 – Fri
11/29/14 – Sat
11/30/14 – Sun

Winter Break
12/24/14 – Wed
12/25/14 – Thur
12/26/14 – Fri
12/27/14 – Sat
12/28/14 – Sun
12/29/14 – Mon
12/30/14 – Tues
12/31/14 – Wed
01/01/15 – Thurs

MLK Holiday
01/18/15 – Sun
01/19/15 – Mon

Presidents' Day Holiday
02/15/15 – Sun
02/16/15 – Mon

Spring Break
03/19/15 – Thurs
03/20/15 – Fri
03/21/15 – Sat
03/22/15 – Sun

Memorial Day Holiday
05/25/15 – Mon

Summer '15

May

05/16/15 – Sat
05/17/15 – Sun
05/22/15 – Fri
05/23/15 – Sat
05/24/15– Sun
05/29/15 – Fri
05/30/15 – Sat
05/31/15 – Sun

June
06/05/15 – Fri
06/06/15 – Sat
06/07/15 – Sun
06/12/15 – Fri
06/13/15 – Sat
06/14/15 – Sun
06/19/15 – Fri
06/20/15 – Sat
06/21/15 – Sun
06/26/15 – Fri
06/27/15 – Sat
06/28/15 – Sun

2015-2016 Phoenix College Campus Closure Dates

4th of July Holiday
07/02/15 – Thurs

Summer '15

July
07/03/15 – Fri
07/04/15 – Sat
07/05/15 – Sun
07/10/15 – Fri
07/11/15 – Sat
07/12/15 – Sun
07/17/15 – Fri
07/18/15 – Sat
07/19/15 – Sun
07/24/15 – Fri
07/25/15 – Sat
07/26/15 – Sun
07/31/15 – Fri

August
08/01/15 – Sat
08/02/15 – Sun
08/07/15 – Fri
08/08/15 – Sat
08/09/15 – Sun

Labor Day Holiday
09/06/15 – Sun
09/07/15 – Mon

Veterans' Day Holiday
11/11/15 – Wed

Thanksgiving Holiday
11/26/15 – Thurs
11/27/15 – Fri
11/28/15 – Sat
11/29/15 – Sun

Winter Break
12/24/15 – Thurs
12/25/15 – Fri
12/26/15 – Sat
12/27/15 – Sun
12/28/15 – Mon
12/29/15 – Tues
12/30/15 – Wed
12/31/15 – Thurs
01/01/16 – Fri
01/02/16 – Sat
01/03/16 – Sun

MLK Holiday
01/17/16 – Sun
01/18/16 – Mon

Presidents' Day Holiday
02/14/16 – Sun
02/15/16 – Mon

Spring Break
03/17/16 – Thurs
03/18/16 – Fri
03/19/16 – Sat
03/20/16 – Sun

Memorial Day Holiday
05/30/16 – Mon

Summer '16

May

05/14/16 – Sat
05/15/16 – Sun
05/20/16 – Fri
05/21/16 – Sat
05/22/16– Sun
05/27/16 – Fri
05/28/16 – Sat
05/29/16 – Sun

June
06/03/16 – Fri
06/04/16 – Sat
06/05/16 – Sun
06/10/16 – Fri
06/11/16 – Sat
06/12/16 – Sun
06/17/16 – Fri
06/18/16 – Sat
06/19/16 – Sun
06/24/16 – Fri
06/25/16 – Sat
06/26/16 – Sun

If the planned event, class, meeting, workshop, training session, etc. falls on one of the closure dates listed above, a request can be made to override the campus closure date. However, the submission of an override request does not guarantee it will be accommodated. If possible, please consider scheduling the event/class on a date when the campus is scheduled to be open. If you decide to submit an override request, please ensure the necessary departments have staffing to support the event/class first (e.g. Operations, Public Safety, Media Services and/or Food Services). If so, please submit a completed Request to Override Campus Closure Date form to the Event Services office. Do not publicize the event/class.

The Request to Override Campus Closure Date form must be received at least 30 days prior to event/class date and include the following information: date and time of event/class, facility or space being requested, anticipated number of attendees, brief description of the event/class, event type (internal, co-sponsored, external or rental), and how your department or group will support the event/class. The form can be obtained from the Events Services office. If the request is approved, please proceed with the standard facility request and/or class building process.

Dates in bold type signify the actual holiday date. Please consider these dates as they may affect event attendance, and may also require overtime costs to execute the event.