Meeting and Conference Services

South Georgia College Policies and Procedures for Conference and Catering Services

Thank you for choosing South Georgia College for your event. We are excited to have the opportunity to host your group, and will do our best to ensure the success of your event. The following procedures and policies will be helpful to you in planning your program at our facilities. Please take a moment to read and carefully review the guidelines for the rental of our facilities.

Facilities Reservations:

Reservations for meeting space must be made through the Division of Continuing Education.

Off campus agencies and organizations must use the Facilities Request Form to request the use of SGC facilities.

On campus organizations, faculty, and staff must use the Online Registration System.

Building Information:

Our campus includes several buildings that have spaces that can be used for various events. Please visit the Available Facilities page for information on the available locations. Every attempt will be made to accommodate you in the desired location.

All SGC events take precedence over all other activities.

Payment:

Deposit – A deposit is required as specified in the agreement. This will secure the event dates.

Balance – The rental balance is due as specified in the agreement. Failure to pay rental balance in a timely manner will result in the cancellation of your event and forfeiture of your deposit.

Cancellation – SGC retains the right to cancel an event at any point should the renter fail to comply with any of the terms and conditions of the signed agreement, acts of God, notice of violation of state or federal laws, special security issues, or other occurrences beyond the control of the college. In such instance, as much advance notification as possible will be provided and fees paid will be reimbursed. All event cancellations on the part of the renter are subject to a cancellation fee.

Payment policy for state and federal agencies – No charge will be made to state and federal agencies for single-use, single-room use or for events co-sponsored by SGC, except for Wellness Center. A clean up fee will be charged for all non-educational events.

Agreement:

An agreement is required for all rentals at South Georgia College. This is a standard document outlining responsibilities and details of the event. A copy of the agreement is available upon request.

Catering and Provisions:

Catering – ABL Management food services has first refusal of all catering events. Should food services not desire to cater an event, outside food may then be brought on campus. Approval of outside food vendors must be made through the Continuing Education department.

Arrangements for catering with ABL must be made in advance and the party must guarantee a minimum number of people. The guarantee may be updated five (5) days before the event. The guaranteed number is the minimum number that will be billed.

If ABL Management is used for food services for an event, a rental charge for the facilities only will not be imposed.

Responsibilities of the caterer – The responsibilities of the caterer will be for food preparation and service. The caterer will also furnish linen and eating utensil service and setup as specified in the agreement. The caterer is not responsible for preparation of event location or decoration of the area.

Responsibilities of the Continuing Education department – The Continuing Education department will collect information regarding setup expectations. The necessary information will be forwarded to the appropriate on-campus department. ABL Management will be contacted by Continuing Education as it is deemed necessary or contact information will be given to the renter to directly contact ABL for food service needs. The Continuing Education department will verify room setup and food arrangements with the appropriate on-campus department and check the event location before and after the event.

Necessary custodial and maintenance services will be supplied by the College. There will not be a technician available during non-working hours. Heating or air conditioning equipment will be set and checked for proper operation during the last work day before the event.

Responsibilities of the renter – The renter is responsible for decorations for the event and for basic clean up after the event. The renter will be responsible for any damage that occurs to the building or equipment either inside or to the grounds beyond normal wear and tear.

Flower arrangements and plants should be pest-free and should be removed immediately following the event. Free standing displays and table decorations are permitted.
No tape, glue, or other adhesive material will be utilized in posting signs, charts, or other material on walls, nor should anything be suspended from the ceiling. Glitter should not be used in decorations.
No College property will be re-located without advance permission of the College and the renter should confine its activities to the specific areas set forth in the signed agreement.
Avoid using decorations that might stain, scratch, or mar surfaces.
The use of fireworks, sparklers, tiki torches, or any fire related products are prohibited unless special arrangements are made with SGC.
Candles are allowed for table decorations only if they are contained in a votive or hurricane holder. The renter is responsible for any wax drips on floors, carpet, or equipment.
Do not block any door that has an EXIT sign above it.
SGC is not responsible for the security of private property or damages to private property used by or left on campus by any group.
All property of the group should be removed with 5 working days of the activity. Any property not removed within 5 working days will be disposed of by the College.
A walkthrough of the event area may be required before and after the event with the renter and a South Georgia College official being present.

Insurance Requirements and Alcohol Policy:

The client/group must agree to provide a certificate of adequate liability insurance in an amount not less than $1,000,000 (one million dollars) to cover themselves and South Georgia College. The client/group agrees to indemnify, protect, and save harmless South Georgia College and the Board of Regents against all claims growing out of the client/group’s activities and/or use of the facilities. You will need to provide proof of insurance with your signed contract.

No alcohol is permitted on the campus of South Georgia College.

Safety and security:

The renter agrees to observe all federal and state laws, and to strictly adhere to fire codes. Questions concerning capacity should be addressed to Mr. Jim Folds (260-4387).

Smoking is prohibited in all campus buildings. All smoking areas should be 25 feet from the front and back entrances.

Public Safety officers and/or security officers patrol and protect the campus 24 hours a day, 7 days a week, and 52 weeks a year. Reasonable care and concern will be given to groups while on campus. If an event is in need of additional security, the renter should secure their own security with approval from the South Georgia Public Safety department. The non-emergency number is 260-4401. The 24 hour emergency number is 260-4444. For events after school hours or on weekends, contact the Public Safety office for lock up of the building being used.

Please read the South Georgia College Emergency Operations Plan.

Equipment:

Please visit the Available Facilities page for information on the available equipment for meeting and events.

Parking:

Guests may park in one of the many convenient parking areas located within close proximity of the event location. A campus map may be viewed at Campus Map or by requesting one through the Continuing Education office. Parking is not permitted on any grassy areas. SGC is not responsible for the safety and security of any vehicles or the contents therein.

Camp Lodging guidelines:

All dormitories are air-conditioned and heated. Bed linens, towels, pillows, and toiletry items must be supplied by the visiting room occupant.

Keys will be given at the discretion of the SGC and the renter. All keys, interior and exterior, must be returned to SGC upon departure or a fine will be imposed.