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Visitor Facility Request Form Information

Overview
High Point University is a private institution devoted primarily to the education of its students. The facilities of the university are to be used primarily to support the instructional program of the university and the related activities of regularly enrolled HPU students. From time to time outside groups request the use of the facilities for various programs or events.

In order to utilize the facilities more effectively and to be of service to the community, HPU may make arrangements for appropriate individuals or groups to use facilities if available. Use of facilities must not disrupt the regular academic program, scheduled extracurricular events, or maintenance schedules. The approved programs or activities should support and contribute to the educational, cultural, spiritual and/or physical development of the participants.

Groups or individuals using the campus facilities will be subject to appropriate university rules, policies, regulations and fees.

Catering of any sort must be contracted with ARAMARK, the University’s contracted food service. No other caterer may provide food service on the University campus.

Because programs or activities held on the HPU campus are identified with the university, events of a controversial nature may not be approved if the general public of HPU’s constituents may interpret the institution as being supportive of a particular position, issue or activity.

Facility Requests
Outside groups requesting the use of a HPU facility should contact Melissa Anderson at 336.841.9220 or manderson@highpoint.edu. An inquiry is not a reservation. To allow time to secure approvals needed and coordinate setup requirements, a Facilities Request Form should be submitted at least thirty (30) days in advance, not to exceed one hundred eighty (180) days in advance. After the completed form is received, the request will be reviewed and considered by a special staff committee at High Point University.

Security
Outside groups using HPU facilities are required to have adequate security if deemed necessary by HPU. This security must have jurisdiction in Guilford County. If the group does not have the ability to obtain security, the HPU security office will schedule security at a rate of $22 per officer per hour. HPU will determine the number of officers needed for the event.

Insurance
Outside groups must submit a certificate of insurance listing “High Point University” as additionally insured along with a signed “Release and Indemnity Agreement” at least one week in advance of the event. Coverage will not be less than: Bodily injury $500,000 each person, $1,000,000 each occurrence, $500,000 property damage each occurrence. Failure to do so could result in cancellation of event.

Billing
To cover maintenance costs, High Point University charges outside groups a facility usage recovery fee as well as any direct costs associated with facility usage. A deposit of $250.00 is due no later than 10 days following approval/confirmation along with completed and signed Facilities Usage Agreement or event will become null and void. The remaining balance becomes due one week prior to the event. All facilities with a total usage recovery fee of less than $250.00 require full payment no more than 10 days after approval/confirmation along with the Facilities Usage Agreement. Non-profit and educational groups may receive reduced facility usage recovery fees.

 

 

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