Facility Rental Rules and Regulations

TOBACCO, ALCOHOL, AND/OR SUBSTANCE USE IS PROHIBITED ON THE PROPERTY.  OIC OF WASHINGTON IS A WEAPON-FREE ZONE.

APPLICATION: Applications shall be submitted to OIC of Washington’s Facilities Director 14 days prior to the day of the event (applications submitted within the 14 days it will be rejected). The Facilities Director will notify the Chief of Building and Technology of the request and they shall determine the availability of facilities requested space according to the schedule and acquaint the applicant with the existing policies, regulations, and service charges. The request will be submitted to the Chief Executive Officer who is authorized to approve or deny applications. Applications requiring facility charges shall be approved by the Chief Executive Officer according to the prevailing fee schedule and must be received at least fifteen (15) days prior to use. OIC of Washington facilities may be used for open meetings subject to the policies of OIC of Washington. OIC of Washington activities shall have priority over community requests for facility use. A single application may be made for a series of meetings of like characters. Facilities used shall be limited to those specified on the approved application. OIC of Washington reserves the right to reject any application when it believes it would be more appropriate than a commercial facility be used.

CANCELLATION: OIC of Washington reserves the right to cancel any permit, and refund the unearned portion of any payment made when it deems such action is in the best interest of OIC of Washington. The applicant shall give at least a two-day (2) notice to the Facilities Director of any cancellation of previously scheduled facility use. In case of failure to do so, OIC of Washington will charge for expenses incurred.

FACILITY USAGE: OIC of Washington furniture or equipment shall not be removed from facilities to which they belong except by authorized OIC personnel. Gym shoes are required for activity-type games such as basketball, volleyball, etc., on the gymnasium floor. Prior approval will be required before decorations or other materials may be applied to walls or floors. Applicants are required to remove, at their expense, decorations, tape, materials, equipment, furnishing, or rubbish left after the use of facilities. Lit candles or combustibles materials are not permitted. The rental of portable toilets will be required for use of outdoor facilities. Prior to leaving the building, groups shall be responsible to clean up and put in order those areas used by them.

DAMAGE: Facilities will not be made available for any use which might result in undo damage or wear. Use of kitchen and kitchen equipment will be permitted only when supervised by approved OIC personnel or otherwise approved in advance. All applicants may be held responsible for any expenses incurred by OIC of Washington arising from the use of the facility. In the event of damage, each applicant agrees to pay promptly OIC of Washington’s statement of the amount due.

RESTRICTIONS: There will be NO substance use including tobacco or alcohol in any of the facilities; no food is allowed in classrooms in computer labs or around computers. OIC of Washington is a weapon-free zone. Games of chance and lotteries will not be allowed in OIC of Washington facilities. Community dances in OIC of Washington facilities for revenue-raising purposes must be pre-approved. Keys to the building or facility requested will not be issued to any individual or group for entering the building for meetings or social gatherings. Doors will be opened by the maintenance crew or other OIC personnel.

PAYMENTS AND FEES: The Facilities Use Agreement is not completed until the payment of fees has been paid, including the $50.00 non-refundable deposit. All charges shall be paid to OIC of Washington’s Accounting office. Use fees shall be paid in accordance with the prevailing schedule and OIC of Washington policies. Additional charges may be made for custodians, technology, and supervisors when the use necessitates payment of salaries beyond regular hours. A charge shall be made for use of special equipment such as public address systems, projectors, and stage equipment. No OIC of Washington equipment shall be removed from a facility without prior approval from the Chief Executive Officer.

MISCELLANEOUS: Satisfactory sponsorship and adequate adult supervision, including police and fire protection surveillance, where necessary, shall be required for all activities. Adult leaders of organizations using OIC of Washington facilities shall remain with their groups throughout their meetings and be responsible to the maintenance supervisor. An orientation meeting with the maintenance supervisor may be required in order to familiarize the applicant with that facility’s policy, regulations, and procedures. An OIC of Washington employee may be present at all times when an OIC facility is in use by any group, and the employee will be responsible for closing and securing the building after use.

INDEMNIFICATION & LIABILITY: OIC of Washington shall not be liable for any injury to, or death of, any person or for any loss of or damage to any property occurring upon the rented premises from any cause whatsoever. The applicant will defend, indemnify and hold OIC of Washington harmless from all loss, damage, liability, or expense resulting from any actual or alleged injury to or death of, any person or from any actual or alleged loss or damage to any property caused by or resulting from any act or omission of the Applicant or any officer, agent, employee, guest, invitee or visitors of the Applicant. The applicant shall, at its own expense, maintain liability insurance with an insurance company acceptable to OIC of Washington with at least $300,000 single limit liability coverage for both personal injury and property damage. OIC of Washington shall be named as an additional insured on such policy and shall be furnished a copy of the such policy upon OIC of Washington’s request.

All applicants may be held responsible for any expenses incurred by OIC of Washington arising from the use of a facility. In the event of damage, each applicant agrees to pay promptly OIC of Washington’s statement of the amount due.

Posted February 08, 2024