Policies Regarding External Groups
All organizations holding events at High Point University must respect the mission and values of the University. In order for an external group to gain access to University facilities, there should be a significant University interest in hosting the event. There should also be a strong nexus between the event the group wishes to hold at the University and the educational and research mission of the University or its standing as a member of the community. The external group must identify a University Sponsor (Academic Department, Administrative Office, SGA, or Athletics Department).
Other policies regarding external groups include the following:
- The university does not rent facilities for fundraising activity.
- An external group must have a formal, written contract with the University.
- An external group is required to provide the University with evidence of insurance coverage at the time it enters into the contract with the University.
- An external group is required to pay the University a facility use fee (rent) and to pay for other event-associated costs (i.e., Catering, Transportation, Showpros, etc).
- Religious groups will not be permitted to rent space on campus to perform religious services.
- Private parties are not permitted on University property (i.e., wedding receptions, birthday parties, reunions, bridal showers, etc.)
External Groups
External Groups are defined as outside participants who have no affiliation to the university. The outside group is responsible for all charges associated with room rental, catering, or other significant charges, and other support services needed for a successful event. The outside organization must be involved in the overall planning and organization of the event. If media is expected, High Point University Office for Communications must be consulted.
The outside organization will be expected to provide a certificate of liability insurance in the amount specified in the Facilities Use Agreement and a 50% deposit based on the estimated event cost, as well as a signed contract. If the event is canceled, the deposit is forfeited. The Facilities Use Agreement will be drafted and sent to the external group once the event is approved to be held on campus and the space is tentatively booked.
Outside organizations wishing to use High Point University facilities for events, conferences, workshops, meetings, or seminars may be charged a facility fee. The rate covers the operational costs to maintain the space and equipment.
All AV, catering, transportation and other support services needed by the group are considered extra charges and are billed accordingly.