Facility Policies and Procedures

Click here to download the Facility Rental Policies and Procedures.

The following Policies and Procedures apply to all property and facilities owned and/or operated by the Jeffersonian Institute Inc., and will be referred to here in as "the Facilities". These properties include, but are not limited to: the Cypress Valley Education Center and the Lafayette Center.

The Policies and Procedures set forth in this agreement apply to all individuals who may use or rent the facility, this includes any employees of other entities or institutions where office space is leased within the facilities, event renting parties and their guests, students attending classes and the general public. The Jeffersonian Institute Board of Directors establishes written policies, rules and procedures of general application governing conduct by facility guests in all properties. In addition, the President may establish additional rules and procedures consistent with those established by the Board.

Conduct which causes or which creates a reasonable likelihood that it may cause a disruption or interference with any officed employee or authorized event, activity, or purpose, or that interferes or creates a reasonable likelihood that it will interfere with the health, safety or well-being of the rights of facility guests or employees is prohibited. The facilities are private properties, and the Institute reserves all rights in denying access to the facilities to anyone.

A. General Procedures. Any proposed use of the facilities must be appropriate to and suited to the size, structure, and purpose and operating costs of the facility. All proposed events must be conducted in accordance with applicable state and federal laws and regulations as well as the rules, regulations and policies of the owner, Jeffersonian Institute, Inc. Users must demonstrate to the satisfaction of the Facility Director that they have the staff, experience, contracting authority, financial status or other qualifications necessary for carrying out the proposed program in a satisfactory manner.
1. Review of Contracts. All contracts related to the presentation of a program including contracts between users and speakers, performers, subcontractors, managers and others, must be provided in advance to the Director.
2. Hazards. If the Director determines that a proposed program poses a potential hazard of public safety, the program may be canceled or denied. No user may install or operate any equipment, fixture or device, nor operate or permit to be operated any engine, motor or other machinery, or use gas or other flammable substances in the facility except with prior written approval of the Director, and under such conditions and restrictions as the Director may specify. The staff of the Institute must make all electrical connections and personnel of the Institute must operate all house equipment. No equipment, device or fixture may be used which in the opinion of the Director endangers the structural integrity of the facility. No open flames or burners are allowed.
3. Jeffersonian Institute (CVA) Interest. A program shall not be permitted for any purpose, which although in accord with the general purpose of the Institute, is of such character or occurs at such time or in such circumstances that it is contrary to the interests of the Institute.
4. Management Functions. Management functions are retained by the Director and may be delegated to users or others only with the written permission of the Director. These functions include, but are not limited to the following:
All facets of ticketing and ticket policies, including scaling, acquisition, distribution and sale.
All matters of staffing, crowd control, technical arrangements, promotion and advertising.
5. Concessions and Catering. Use of the facilities does not carry the right for the user to control concessions or catering. The Director will coordinate all catered events. Approval must be received prior to the event for the sale and distribution of food, beverage, souvenirs, or other concession items. All caterers conducting business on property owned by the Jeffersonian Institute are required to present evidence that they have liability insurance and provide the Facility Director with a certificate of insurance naming the Jeffersonian Institute as an additional insured.
6. Signs, Displays and Furnishings. Signs, messages or wall hangings may be posted, displayed, distributed or announced in, on or adjacent to the facilities only in assigned locations and with prior written approval of the Director. Such materials may not be fastened to any part of the facility except in spaces provided for this purpose and may not be permitted to interfere with crowd movement and safety. No furniture shall be used without the prior approval of the facility Director.
7. Beverages and Food in Classrooms and Offices.
Consumption of food is prohibited in any offices.
Consumption of beverages is allowed in offices.
No consumption of food is allowed in any classroom, unless provided by the Jeffersonian Institute Staff as a purchase for refreshments, or supplied by an approved caterer.
No consumption of food is allowed in any meeting room, unless provided by the Jeffersonian Institute Staff as a purchase for refreshments, or supplied by an approved caterer.
All food shall be stored in cabinets or the break room refrigerator.
The break room refrigerator will be emptied of opened containers every Friday afternoon.
Students attending classes cannot consume food in the classrooms; all food shall be consumed in a break room, the Golden Era Room, balconies or courtyard.
8. Tobacco. The facilities are tobacco-free. In accordance with this policy, no use of tobacco or tobacco products are allowed on the properties, including the parking lots, balconies and the adjacent sidewalks.

B. Fees. The current approved fee schedule will be available in the Office of the Director. Fees are subject to change without notice.
1. Deposit. An advance deposit is required for confirmation of a reservation for programs sponsored by non-educational organizations. An advance deposit may be required for educational organizations.
2. Bond and Insurance. Users of the Facilities may be required to provide a contract performance bond. All users may be required to provide liability insurance covering injury to persons, including those resulting in death, and property damage insurance, including damage to the Facilities, in amounts and under policies satisfactory to the Director. Copies of such policies shall be furnished to the Director no later than 30 days prior to the program and in all cases prior to the announcement of the program.
3. Payment for Damage. All users and sponsors shall be responsible for payment for damage to the Facilities and equipment, whether caused by the user or its patrons; ordinary wear and tear accepted.

C. Reservations. Application for use of the Facilities shall be made to the Director or his/her designee.
1. Eligibility and priority. The Director shall make determination of priority. Application for use should be made at least one month prior to the date of the proposed program, although any application, regardless of its date, may be denied if there is insufficient time to prepare adequately for the proposed program.
2. Tentative Reservations. Tentative reservations may be made for proposed programs through the Director or his/her designee. Such reservations may be canceled by the Director if, at the time a second reservation request is made for the date, the prior applicant fails to show appropriate evidence (e.g. contract etc.), that the reservation will be used.
3. Confirmed Reservations. Tentative reservations become confirmed upon execution of a use contract or memorandum of agreement. Educational programs and classes for credit shall be confirmed six months from start date, room assignments subject to student enrollment. Educational programs shall be confirmed six days from the schedule event date; entertainment, and social events shall be confirmed three months from the event date; and programs sponsored by non-educational organizations shall be confirmed one month from the event date.
4. Cancellation. Confirmed reservations are subject to cancellation if the user fails to comply with the terms of the reservation, fails to comply with the conditions stated therein, fails to show adequate financial resources for presentation of the program, is not willing or able to adequately perform all required duties and responsibilities related to the program, or similar cause. A user of higher priority cannot preempt a program for which a confirmed reservation has been granted.
5. Identification of Sponsor. The user may not assign or delegate any control or responsibility to any other user or co-sponsor, agent or third party without prior written approval of the Director. All users or co-sponsors of a program must be clearly identified prior to confirmation of a reservation. Reservations for presenting one program may not be used for presenting a different program without the prior written approval of the Director.
6. Assignment of reservations. No reservation, tentative or confirmed, may be assigned in whole or in part to another user by the original user.

D. Scheduling Conflicts. The Director or his/her designee will schedule programs at the Facilities. The Director will attempt to resolve any conflicts with users. The Director will bring unresolved conflicts before the Board of Directors for resolution.

E. Alcohol, Drugs and Weapons.
Illegal drugs are not tolerated in any form. A guest, visitor or employee is not allowed to posses, sell, give away, or use, or be under the influence of any illegal drug. If an individual does not comply with this policy the individual will be escorted off the premises and the proper authorities will be notified.
Firearms of any type, or any items that could be defined as a weapon are not allowed. If an individual has in their possession a weapon of any type the individual will be escorted off the premises and the proper authorities will be notified.
The Institute shall not sell any alcoholic beverage at any function. Guests who rent the Facilities may cater upon proof of state license of the caterer. The renting guests or alcohol service agents are required to present evidence to the facility Director of liability insurance along with a certificate of insurance naming the Jeffersonian Institute as an additional insured. The renting parties shall hold harmless the Institute, its employees, officers and agents for any and all injuries or actions resulting in damage by the actions of the guests of the renting parties which serve alcoholic beverages during or after a scheduled event.

F. Visitors. Visitors are required to check in with the Facility Director upon entering the building to receive permission before proceeding on the property. A visitor is defined as anyone who does not maintain an office in the facilities; this includes event renting parties, family, friends, or business associates of employees who office in the facilities. No loitering or unapproved solicitations allowed.

G. Disruptions. In order to protect employees and renting guests and sustain an environment free from disruption the Institute may take action against any person who:
Interferes with the movement of people in an exit, an entrance, office, or hallway of the facilities without authorization from the Facility Director.
Interferes with an authorized activity by seizing control of all or part of the facilities.
Uses force, violence, or threats in an attempt to prevent participation in an authorized activity or event.
Uses force, violence, or threats to cause disruption during an authorized activity or event.
Disrupts an authorized activity or event while on the Facilities property, including parking areas or outside building walkways.
The Facility Director or an agent of the Facility Director will notify the proper authorities to circumvent any disruptions.

I. Dress Code. Cleanliness, neatness, appropriateness, modesty, and effect in the facilities environment are the criterion that dictates the dress of guests and employees. A guest or employee is not appropriately dressed if he/she is a disrupting influence while occupying the facilities because of his/her mode of dress. Renting parties are charged with the responsibility of ensuring that modesty, appropriateness and neatness of dress are maintained. The following are examples of unsuitable dress but are not limited to:
See-through clothing.
Visible undergarments.
Unacceptable short-shorts. (Bottom hem of shorts not to exceed three inches above the knee).
Unacceptable short skirts. (Bottom hem of skirt not to exceed three inches above the knee).
Lack of shoes.
Lack of shirt or top.
Suggestive clothing that displays symbols, language or pictures that is inappropriate to professional conduct.
Clothing with slits, tears or holes.
Exposed obscene tattoos or body drawings.
The Facility Director or an agent of the Facility Director has the authority to escort anyone who is deemed not in compliance with the dress code off the property.

Click here to download the Facility Rental Policies and Procedures.