Student Experiences Gear Rental & Space Usage Policies
All persons renting spaces or eqipment from the department of Student Experiences must follow the following policies:
Gear:
1. Gear must be returned on or before the due date.
2. Gear should be returned in the same or better condition than it was prior to rental.
3. If any damage or incident occurs while using any equipment, please let an Student Experiences Staff member know immediately.
4. Rental Periods: You are permitted to rent any equipment for up to 3 days. Please indicate your pickup date and time on the rental request form.
5. Please inspect and report any damages to our equipment before you use it.
6. By signing below you agree to repair or replace any damaged or lost equipment.
Spaces:
1. Reservation Requests: Requests should be made to the Student Experiences office. The Student Experiences Office and Carson-Newman University reserve the right, on an individual basis, to refuse rental events deemed inappropriate to the facilities or to the mission of Carson-Newman University.
2. Rental fees: Fees are based on facilities needed, time needed, and number of guests.
3. Facility availability: Student Experiences facilities may be made available to rent at times that can be managed within the normal programming of Carson-Newman University. The University functions and programs are the first priority for facility scheduling. The Student Experiences Office reserves the right to deny, change, or cancel a rental event that interferes with a university program in our facilities.
4. Reservation Timeline: All reservation requests must be made at least 2 weeks prior to the anticipated event date.
5. Liability: All parties and groups renting our facilities must provide their own liability insurance policy up to 1 million dollars’ worth of damages with Carson-Newman University added as additionally insured to the policy. The renting group agrees to indemnify and hold Carson-Newman University harmless from all liabilities arising out of use of university property and/or facilities, including but not limited to personal injury, property damage, court costs or attorneys’ fees.
6. Rental Fees: Your rental fee must be paid in full to hold your rental date. Rental contracts and fees must be paid a minimum of two weeks in advance of your rental date. Fees may be paid by card within the rental contract form, or by check to Student Experiences, 2130 Branner Ave. Box #71882, Jefferson City, TN 37760. Additional equipment rental may incur additional charges as well as if Maintenance equipment is needed.
7. Cancellation: 75% of rental fees will be refunded for events cancelled more than one week in advance of your event start time. 50% of rental fees will be refunded for events cancelled more than 72 hours in advance of your event start time. Refunds may be offered for extenuating circumstances at the discretion of the Student Experiences office for cancellations within 72 hours.
8. Security Officers: By state law, functions that exceed 500 persons in attendance require at least one armed commissioned law enforcement officer in the state of Tennessee and who (for our facility rental) must be employed in Jefferson County. The armed security officer for each event will be scheduled by the Carson-Newman Director of Public Safety and paid by the renting group. The use of security officers is not limited to the above stipulations: Carson-Newman University reserves the right to require the services of security officers at the renter’s expense for any function that the University deems necessary. Likewise, the renter can request the services of officers when they are not required to employ them or employ more officers than are required.
9. Event Staff: Carson-Newman will have staff present during the event to monitor the facility, assure that contract requirements are being met, make emergency phone calls, assist the renting group as appropriate, and work with the security officer and housekeeper.
10. Event Setup: Our facilities have a limited number of tables and chairs which may or may not be available depending upon other programs offered concurrent to the rental. We do not provide linens. You may request tables and chairs in coordination with the Student Experiences office. These requests will be handled with our Maintenance department and may incur additional charges.
11. Decorations: Decorations, banners, or fliers may be hung with blue painter tape. All decorations and rental equipment must be removed immediately following your event. Our staff is not responsible for the removal or security of rental equipment.
12. Clean up: Carson-Newman University is not responsible for items left behind and items left behind may not be available for return. The renting group is responsible for removing all decorations, equipment, trash, and supplies not belonging to the facility immediately after the event and leaving the facility in clean and orderly condition.
13. Prohibited Items: Possession and/or use of firearms, weapons, fireworks, explosives, tobacco products, and alcohol products/beverages are prohibited on the campus of Carson-Newman University. For Mossy Creek Amphitheater, open flames are also prohibited.
14. Right to alter or end an event: Carson-Newman University or the Department of Public Safety maintains the right to alter or end any event at any time it is determined necessary to assure the continued public safety, health, and welfare of event participants, CNU visitors, or the surrounding community.
15. Violation of rules: Any person violating the existing rules and regulations or, in the opinion of a Carson-Newman employee or security guard, constituting a public nuisance or potential hazard to persons or property, or exhibiting disorderly conduct, shall be served notice, and expelled from the facility. Such violations can be subject to prosecution in accordance with state and local laws and ordinances.
16. Damages: Damages for which the renter is responsible include, but are not limited to, scratches or other damage to floors, tables, and chairs; damage to walls, brick, counters, fixtures, and equipment, whether made by the lessee, his or her employees, agents, or guests. The Student Experiences office will determine whether any damage has occurred, and whether the damage is of the nature that the lessee will be held responsible.