Tips for a Successful Event

1. Plan ahead. Please allow a minimum of 4 weeks advance notice before your event to reserve space at Shoreline Community College. For large events, more advance time is recommended, especially if you plan to serve food or alcohol, or need extensive media to support the event. All facilities used for teaching or other campus activities planned during regularly scheduled class time on week days may only be reserved after the academic quarter schedule is determined. Academic quarter scheduling is usually completed 8 weeks before the beginning of the quarter. Conference areas, weekend and weeknight rental uses may be able to be scheduled sooner. Reservations planned for weeks between academic quarters are more likely to be available.
2. Get Information. Email Suzanne Gugger at sgugger@shoreline.edu for information and to set up a tour of the college facilities. The Facility Rental office is located in the #1400 building on campus. The Facility Rentals webpage is also filled with important information and photographs of the campus and facilities that are available for rental uses.
3. Submit a rental application.The more we know about the event, the better service and support we can provide for you.  Make sure to include: full description of your event, scheduled time, media requirements, set up/clean up time, food and beverage plans, and all other pertinent details about your event. 
4. Reservation. Once your event has been approved, a reservation confirmation will be emailed to you for review. Adjustments can be made to the event time, set up/tear down time and location of the event.  
5. Filming or recording on campus will require completion of a Permission to Film/Record on Campus application, insurance, talent waivers and/or comprehensive Production Plan proposal. For inquiries contact Tony Doupe, Shoreline Film Office at 206-546-5829. Note: if you are an Shoreline CC student, please use the Student/Faculty filming permissionform and make sure to get the proper approval from campus security and your class instructor.
6. Rental Agreement. Make sure to accurately fill out and sign the facility rental contract. You will be invoiced after the Rental Agreement is signed by both parties. Facilities cannot be held or reserved without a 50% deposit and a signed contract. The final payment will need to be paid 10 days before the event based on an adjusted invoice to account for final charges for personnel and other required charges. Additional charges may apply during the event and an invoice for the charges will be sent following the event date. 
7. Catering and food service. Does your event require catering, beverage service, or a concession stand? Effective January 2020, the College does not have a dedicate onsite caterer. If you want to bring in an outside caterer or bring your own refreshments, please email Suzanne Gugger at sgugger@shoreline.edu for approval forms and current information. There is no access to a commercial kitchen or refrigeration on campus, and additional procedures and insurance will apply for all outside food and beverages.
8. Alcohol service. If you are serving alcohol, plan early and get the college applications submitted as soon as possible! You will need to fill out the application for approval to serve alcoholic beveragesform. Return the application to the Facility Rental office at least 3 weeks prior to the event date. No hard alcohol is permitted on campus. The college administration must review and approve the application before you can apply for a liquor permit from the Washington State Liquor & Cannabis Control Board. You MUST comply with State law and hire MAST certified and trained liquor servers for every event serving alcohol on campus. Additional Security is required for all events serving alcohol which may include hiring College security and/or an off duty King County Officer. The College Director of Safety and Security will assist in determining the level of security required for every event on campus. 
9. Insurance. Some events held on the property of Shoreline Community College Campus may require additional insurance. Provide the College with a copy of public liability insurance policy which should cover bodily injury and property damage with limits of not less than $1,000,000 per occurrence. 
10. Media equipment. The College can provide AV media equipment, digital projection, amplification and sound systems, projector screens, microphones and instructional media access in classrooms, dining facilities, theater spaces and other locations on campus. If you plan to use college media equipment, a media or audio/theater technician will be required to work the entire event. The College will hire a staff or student technician at your expense. Additional time for the technicians to set up the equipment and/or do sound checks prior to the schedule event time is required. Please fill out the Media Requirements formand submit to the Facility Rentals office 2 weeks prior to the event. 
11. Provide facility set up details. The College will arrange for staffing to provide room set up and custodial services. Providing a sketch or a very detailed description is helpful. Consider the number and size of tables and chairs, table placement, podium and stage size, gymnasium bleachers and room divider, portable screens, sandwich boards, flags, etc. The gymnasium floor cloth will be put down if tables, chairs or other equipment are to be placed on the hardwood flooring in the #3000 building.  
12. Parking passes. Make arrangements for parking passes at least 10 days in advance of the event. Parking passes are required for weekdays until 4 p.m. Parking on campus is free on weeknight evenings after 4 p.m., weekends, and holidays. Pre-purchased electronic parking or hanging tags may be obtained for a discounted rate of $1.50/day by contacting the Facility Rental office. Parking passes can also be purchased on campus in the kiosks located in the parking lots. Campus parking information is posted on the website. 
13. Wi-Fi access. If you want Wifi access for guests, contact the Facility Rentals office at least 1 week in advance of the event for log in and password details. Read information about connecting to the campus wireless network once you have received your temporary access details.
14. Advertising. Please confirm with Suzanne Gugger at sgugger@shoreline.edu if you want to distribute information via flyers, posters, or promotional materials for your event. 
15. Decorations and signage. Confirm if you need to reserve sandwich boards to display your directional signage and alert the College what time your set up will begin. Complete details regarding what is permitted and/or prohibited on campus is included in the Facility Rentals policies document. The College does not supply ladders or other set up equipment. 
16. Send directions. Forward campus maps to your invited guests to better assist them in finding the campus and locating the room where your event is scheduled.  
17. Final payment. The final payment for the rental is due 5 days before the event date in the amount indicated on the invoice. This fee may not include additional charges for equipment, custodial fees, technicians, event managers, sound equipment, etc as these charges may need to assessed after the event. Payments can be made by check, cash or credit card. 
18. Security. Know the emergency contact number for Safety & Security: 206-235-5860. Security, event monitors, or technicians will arrive at the designated set up time to give access to the classroom or building. Contact the on-duty staff assigned to your event with any questions or concerns.
19. Bring a copy of the contract and any permits with you on the event day and post prominently in the room.
20. Clean up the space after the event. Remove all items you brought, place all waste and recyclables in the receptacles provided in the room, and leave the space in good condition before you leave the premises. Additional custodial charges may be assessed to you if the facility is left in poor condition after the event. 
21. Have a great time!