Facility Rentals Frequently Asked Questions
1. How far in advance can I reserve a facility at PC?
Generally, we are unable to accept reservations more than 6 months in advance. This is subject to change, depending on the specific facility requested.
2. How do I set up an appointment for a site visit to view your facilities?
Appointments are generally available Monday-Friday from 8:30 a.m. until 5:00 p.m. Evening and weekend appointments are available on a limited basis. To schedule a site visit, email your request to email@example.com and a staff member will contact you to schedule your visit. Please note that appointments may be limited during peak event times for the College.
3. How do I reserve a facility at PC?
You may request to reserve a facility at PC by simply clicking on the intake form link, titled “Facility Reservation Inquiry Form” which allows us to gather the necessary information to assist you in booking your space. You will be contacted within the week to discuss your event and availability of campus facilities.
4. Are there specific times of the year when campus facilities are unavailable?
Yes. Presbyterian College does not contract for external events during times the College is closed or during campus-wide events such as graduation, home football games, or large admissions events.
5. Am I required to use certain caterers or vendors at my event?
Presbyterian College has contracted with Sodexo to provide on-campus food service and catering. The College has agreements in place with Sodexo that makes it simple for Clients to arrange catering for other events. Contact Sodexo directly at 864-833-8391 to discuss their offerings and capabilities.
You may choose to employ a catering firm other than Sodexo for your function, if you wish. Caterers other than Sodexo must supply a certificate of insurance acceptable to the College at least 30 days prior to the event. Whatever your decision, the name and contact information of your caterer must be included in the rental agreement.
6. What is included in the facility rental fee?
All fees include use of the facility per day, 8:00 a.m. until 11:00 p.m. unless otherwise specified in the rental agreement. The following items are included with any PC facility rental:
- Housekeeping service before and after the event
- Fully stocked restroom facilities. Outdoor facilities will have designated restrooms in close proximity to your location.
- Campus Police to open and close the facility
- Parking spaces as available in close proximity to your event
7. What is NOT included in the facility rental fee?
- Set up times, rehearsal dates, or rain dates (unless otherwise specified in your rental agreement)
- Tables and chairs, unless they are included with your venue
- Food and beverage
- Audiovisual equipment, unless built into the venue
8. Is there a discount for nonprofit organizations, or if I am a PC alum, faculty, or staff member?
Currently we do not offer a discount to nonprofit organizations; however, a 25% discount will be extended to alumni, and 50% for current faculty & staff of the College. Discounts apply to the rental fee only, not the security deposit.
9. Am I required to pay a security deposit?
A $250 security deposit and 50% of the rental rate is required with the signed rental agreement to confirm a site reservation. The full balance due must be paid 30 days prior to the event. If a facility is booked within a 30 day window of the requested date, the full balance must be paid at the time of booking.
The security deposit will be refunded within 30 days after your event concludes, less any charges for damage or cleaning required, unless forfeited as described elsewhere in your rental agreement. If a scheduled event must be cancelled, the security deposit is non-refundable.
10. When can I get into the facility for setup and/or rehearsal?
All meeting, wedding, reception and special event sites are rented for the entire day of the function, 8:00 a.m. until 11:00 p.m. unless specified otherwise in the rental agreement for your contracted facility. Additional setup or rehearsal days are available at 50% of the normal rental rate and must be scheduled at the time of booking.
Rentals for wedding ceremonies held on campus will include 1 hour of rehearsal time. The rehearsal date and time is subject to the availability of the facility, and can be confirmed 4 weeks prior to your event. Every effort will be made to accommodate the request for the rehearsal time (typically the evening prior to the wedding), however, the only way to guarantee your preferred date and time is to book the facility for your rehearsal date at the time you book the event date.
11. Can alcoholic beverages be served at my event?
Service and consumption of alcoholic beverages must conform to South Carolina State law and Presbyterian College policy and requires the presence of a licensed bartender. All Clients who wish to serve alcohol at their event will be required to use Sodexo for all bartending services. Presbyterian College policy prohibits the presence or consumption of liquor on all campus property unless permission is otherwise granted by the College. Presbyterian College bears no responsibility for the purchase, distribution, or effects of alcoholic beverages served or consumed at events held on the premises or areas adjacent to the College.
12. Do I have to hire security for my event?
Presbyterian College reserves the right to require that the Client pay for campus police officers to be present at the event. Presbyterian College will hire and provide officers at its current hourly rate of $50 per officer (with a 3-hour minimum per officer) and the total fees will be charged to the Client. The requirement for campus police at each function is at the sole discretion of Presbyterian College and will be determined by several factors, including, but not limited to, the type, size and duration of the function and the intention to serve alcoholic beverages.
13. Are there any restrictions on décor at PC facilities?
Any decorative element that may cause damage to Presbyterian College property is strictly prohibited. Your decorations should not drip, leak, stain, burn, melt, scratch, or leave any type of permanent mark on any surface or fixture. This also applies to the all vendors associated with the event. Open flame candles may NOT be used at any event held on campus. Directional signage may be placed in the ground using metal stakes, and should not be placed on posts or other existing structures. Neither lights nor decorations may be placed on trees or plants. If you or your vendors damage any property on campus, your security deposit will be forfeited.
14. What is your cancellation policy?
Cancellation by the Client must be made in writing by mail or email. If a scheduled event must be cancelled, the security deposit is non-refundable. If a written cancellation is received more than 30 days prior to the event (before the remaining balance is due), the rental fees paid to date will be returned. If the written cancellation is received within 30 days of the event, rental fees paid to date will be returned, less an additional $100 administrative fee.
15. Will designated parking areas be available for my event?
Parking for your event will generally be available in close proximity to your event site; however, Presbyterian College does not guarantee reserved or designated parking areas for contracted events.
16. Can I play music at my event?
Yes. Presbyterian College does not provide amplification equipment or other audiovisual equipment for your meeting or event unless otherwise specified in the addendum for your contracted facility. Presbyterian College reserves the right to place restrictions on setup for music at your event, including at weddings and receptions, depending upon the date and location of the event. This is necessary in part because there are students and other groups on campus, and the music may be a distraction to other social or educational events. All music must cease at 10:00 p.m. per City of Clinton noise ordinance.
17. Who is responsible for the break-down and cleanup at the end of my event?
It is the responsibility of the Client and Client’s vendors to return the rental space to the condition in which it was found immediately following the event or the security deposit will be forfeited and additional charges for cleanup and damage repair may be assessed.
18. What are the requirements for liability coverage for my event?
All clients will be required to obtain and maintain a general liability insurance certificate covering the use of the Facilities by Client, its students, employees, agents and attendees for their event held on Presbyterian College’s campus. For specific requirements regarding liability insurance, please see rental agreement or email any further questions to firstname.lastname@example.org.
19. Who should I contact in case of an emergency?
Your event coordinator should call 911 for life safety emergencies. Campus Police will be notified by the 911 communications center, along with fire or EMS personnel, as appropriate. Campus Police may be reached directly for non-emergency security or safety matters by dialing 864-833-3949.