VENTURA COUNTY OFFICE OF EDUCATION
FACILITIES USE REGULATIONS
The Ventura County Board of Education Policy No. 3513, Administrative Regulation No. 3513, Superintendent of Schools Policies No. 3513.5 and 4234.1, Sections 38130-38139 of the California Education Code and the Self-Funding Authority’s list of red light activities govern the Ventura County Office of Education (VCOE) facilities use and are hereby incorporated in the application even though not stated. Copies of any of the aforementioned documents are available upon request from the Facilities Assistant.
A. Facilities Event Coordinator
All facilities users must designate a representative who shall be held responsible for the group or organization, for responding regarding concerns or questions about the event, for completing all of the facilities use application requirements, for communicating all of the facilities use regulations to the event participants and for making sure the facilities are left in an orderly and clean condition suitable for subsequent use. Please copy and distribute these regulations to your set-up team and presenter(s).
Any failure to leave the facilities in an appropriately tidy condition may result in an additional charge to remedy the condition and possible revocation of future facilities use.
B. Facilities Use Applications
Reservations for the use of meeting rooms at the Administrative Services Center (ASC) at 5189 Verdugo Way in Camarillo and the Conference & Educational Services Center (CESC) at 5100 Adolfo Road in Camarillo are made now through www.facilitron.com.
All requests for facilities use shall be made now through www.Facilitron.com/vcoe93012. Completed applications shall be e-signed by the applicant and forwarded, with payment, a general liability insurance certificate and an endorsement naming VCOE additional insured, through Facilitron.com. Upon verification of availability and Facilities Director approval, the request will be approved and a permit will be generated for use of the facility.
Applications (signed agreement and payment) must be provided at least four (4) weeks in advance of the scheduled event. The Facilities Assistant cannot “hold” dates for applicants.
Even if approved and fees collected, all reservations made more than four (4) weeks in advance of the scheduled event date shall be considered “tentative” until four weeks prior to the scheduled meeting date. Any date changes or cancellations made more than four (4) weeks prior to a scheduled event may be made without penalty.
The penalty to the applicant for a date change or cancellation made during the fourth (4th) week prior to a scheduled event shall be a forfeiture of 10% of the original cost of the event. The penalty to the applicant for a date change or cancellation made during the third (3rd) week prior to a scheduled event shall be a forfeiture of 20% of the original cost of the event. The penalty to the applicant for a date change or cancellation made during the second (2nd) week prior to a scheduled event shall be a forfeiture of 30% of the original cost of the event. The penalty to the applicant for a date change or cancellation made during the first (1st) week prior to a scheduled event shall be a forfeiture of 40% of the original cost of the event. The penalties for VCOE sponsored events shall be as follows: The penalty to the applicant for a date change or cancellation made during the second (2nd) week prior to a scheduled event shall be a forfeiture of 10% of the original cost of the event. The penalty to the applicant for a date change or cancellation made during the first (1st) week prior to a scheduled event shall be a forfeiture of 20% of the original cost of the event.
Any application may be revoked by VCOE without previous notice when unforeseen or unavoidable circumstances develop and the facilities are needed for educational or emergency resource purposes.
Facilities use applications are not transferable.
The use and occupancy of the facilities shall be primarily for public education related activities. Other use or occupancy shall be secondary and subordinate to this primary purpose.
Applicants must be responsible citizens living in Ventura County and/or the benefits of the facilities use event must insure the educational interests of Ventura County.
The application priority of facilities users shall be as follows:
b.) Government/Non-Profit Organizations
c.) General (all others)
Event coordinators may begin making reservations for facilities use up to one year prior to a scheduled event.
VCOE encourages proactive planning. However, booking in excess of the actual anticipated use (“over-booking”) is not permitted and may result in facilities use fee forfeiture.
Use of school buildings may be granted for the conduct of religious services for temporary periods only.
C. Facilities Fee Schedule
A current fee schedule is attached and describes the minimum charges expected for the type of user (VCOE, Government/Non- Profit, General) and each level of support required.
Other than the charge for the Technology Instructor, the support charges for the Facilities Assistant, custodial, audio/visual and technology support is for initial set-up during normal VCOE operating hours.
After-hours activities and other requests that expose VCOE to additional costs will require directly corresponding additional fees to be borne by the facilities user. As much as possible, VCOE endeavors to reveal such charges as they occur, but under no circumstances will VCOE be responsible for absorbing costs generated by facilities users other than VCOE.
Since the buildings are alarmed, Saturday non-VCOE facilities events will require a minimum of four (4) hours of custodial support to provide building access.
The labor portion of the Custodial, Audio/Visual, and Technology support rates will be charged at time and one half for Saturdays and off normal VCOE operating hours on weekdays.
No compensation shall be paid to any school employee or VCOE contracted vendor employee in the form of a tip or gratuity.
At the new Conference & Educational Services Center, for one dollar ($1) per anticipated event participant for each half- day meeting and two dollars ($2) per anticipated event participant for each full-day meeting, a “Beverage Package” may be purchased that will allow the Facilities Event Coordinator access to VCOE’s supply of regular and decaf coffee, hot water with an assortment of regular and herbal teas, bottled water, regular Coke, diet Pepsi, and Sprite. Soft drink selections may be substituted as necessary. Those events which utilize catering or where food is served will also require the purchase of the beverage package.
Permission for the use of non-building areas such as parking lots and the main courtyard for events is not allowed.
The patio adjacent to the Hueneme and Oxnard rooms is for the exclusive use of those renting the Hueneme and Oxnard rooms.
Permission and rates for high intensity use such as filming will be considered on a case-by-case basis but will normally cost no less than $1,500 per day.
If exclusive use of a meeting room is required to preserve a particular set up for a multiple day event, the fee offset for preventing others from using the meeting room will be the normal charge to use the facility for each meeting session for which others are prohibited from using the meeting room.
Beverage Package is not available for the VCOE department meeting rooms. The beverage package is only for meeting participants.
D. Technology & Audio Visual (AV) Requests
VCOE prohibits the use of outside wireless systems inside our facilities.
Arrangements which include the use of any VCOE AV equipment (including, but not limited to, the items listed in the next sentence) will require payment of the scheduled fee for AV Technician support and advance coordination with VCOE’s AV Technician. Most rooms are equipped with a VCR and DVD player, computer connection point, LCD projector and screen.
Arrangements which include the use of any VCOE teleconferencing equipment will require payment of the scheduled fee for VCOE’s AV Technician support and advance coordination with VCOE’s AV Technician. The Ventura Room and the Board Room and are equipped with teleconferencing capability.
Facilities Event Coordinators must alert the Facilities Assistant that they have AV or teleconferencing needs when they make their application for facilities use.
Arrangements which include the use of any VCOE Technology Labs will require payment of the scheduled fee for Technology support and advance coordination with VCOE’s Technology Services Department. Technology Lab arrangements need to be made directly with VCOE’s Technology Services Department. The Senior Secretary for the Technology Services Department can be reached at (805) 383-1978.
VCOE does not provide computer laptops for use.
Mac users need to provide their own Mac related connectors and adapters.
E. Facilities Hours and Operations
Cell phone use is prohibited in the meeting rooms, first and second floors, as well as reception and common areas. As a courtesy to all participants, attendees are asked to turn off cell phones and exit the facility when using phones.
All facilities use permits are issued for specific rooms and for specific hours. The Facilities Event Coordinator is responsible for seeing that unauthorized portions of the buildings and grounds are not disturbed and that the facilities are accessed timely and vacated promptly as scheduled.
An additional custodial support charge will be assessed if the facilities are not left in a tidy condition upon event completion or if VCOE custodial staff is prevented from accessing the meeting rooms in a timely manner to set up for the next event.
Normal VCOE operating hours run from 8:00 AM until 5:00 PM weekdays. Meeting rooms are available from 8:00 AM until 10:00 PM Monday through Friday and 8:00 AM until 5:00 PM on Saturday.
VCOE holidays, traditional holidays, Saturday evenings, Sundays and holiday weekends are not available for Facilities Use events.
Half-day rates apply for a period of 4 hours or less reservation time. Full day rates apply for any session that exceeds 4 hours reservation time. At least one hour between meetings is required for VCOE Facilities Staff use to prepare room.
With the exception of VCOE staff, only Facilities Event Coordinators and their support staff are allowed access to the meeting rooms thirty (30) minutes prior to an event for set-up and fifteen (15) minutes after an event for clean-up.
Under no circumstances should anyone other than VCOE custodial staff occupy any portion of the buildings or grounds after 10:15 PM.
VCOE has four standard furniture configurations: a.) classroom style, b.) conference square, c.) theater seating and d.) workshop style. Moving furniture and equipment, AV accessories (cords, clickers, velcro), and beverage package supplies between and/or within meeting rooms is prohibited. Please do not sit on the meeting room tables.
Due to parking space limitations, Facilities Event Coordinators need to request that all meeting participants consider carpooling and other alternative transportation options to reduce congestion in the parking lots. Off-site parking is not allowed in the Mission Oaks Business Park.
Tackable wall surfaces are available only in the Ventura, Camarillo, Oxnard, and Hueneme Rooms. Only pre-glued “Post-it” type chart paper may be applied to the meeting room wall surfaces. Nothing may be applied to any of the walls in the Board Room and any of the operable walls that divide the Salons. One chart rack will be provided for each meeting room. Facilities use participants are responsible for providing their own push pins for the tackable wall surfaces, chart paper and writing pens.
Where marker boards are provided,only dry-erase pens may be used on the markerboard surfaces. Facilities Use Participants Are responsible for providing their own dry-erase marking pens and for wiping the markerboards clean upon meeting conclusion. VCOE provided erasers need to remain in the meeting rooms.
Activities need to be confined to the meeting rooms and immediately adjacent common areas. Under no circumstances should other meeting or common areas, the VCOE staff lounge or VCOE staff lounge equipment be used by the meeting participants.
VCOE promotes the appropriate use of the recyclable containers provided in each meeting room and in a main lobby.
F. Facilities Safety and Security
At no time shall there be more persons admitted to the rooms than the legal seating capacity will accommodate.
The Salon room dividers may only be operated by VCOE staff. Do not touch or attempt to move the folding walls in the Salons.
Decorations shall be fire resistant or flameproof in accordance with the State Health and Safety Code.
Except as required to keep catered food warm, no flames or other incendiary devices of any kind are allowed in any VCOE buildings. No explosives or fireworks are allowed on any VCOE property. No cooking or smoke producing devices of any kind are allowed inside or outside any VCOE buildings.
All catered food service is the responsibility of the Facilities Event Coordinator. The Facilities Event Coordinator must meet the public health requirements for any food served. Whenever food is served, the Facilities Event Coordinator must see that leftovers, containers and debris are immediately removed from the premises after serving.
The Preparation Kitchen is the staging area for the “Beverage Package” only. There is no cooking equipment available or permitted in the Preparation Kitchen. Food, specialty or personal items are not allowed in the Preparation Kitchen.
All VCOE property must be protected from damage and mistreatment and ordinary precautions for cleanliness must be maintained. Immediately notify the Facilities Assistant if a spill or other damage to the facilities occurs.
VCOE’s insurance only covers against claims against VCOE. Each organization or group using the facilities must obtain public liability insurance to protect them from any claim that may arise from their activities. VCOE requires a $1,000,000 general liability certificate and additional insured form naming VCOE additionally insured to be provided with the application.
No events involving animals shall be allowed on VCOE property.
Each organization or group using the facilities must provide adequate supervision to maintain strict order at all times while on the premises. If doors are banded, the meeting coordinator must be present at reception to prevent unauthorized entry.
Depending upon the type of program, and at the discretion of the Facilities Director, groups may be required to employ a security service to assist with supervision and control. The cost for this requirement shall be borne by the group using the facility.
There shall be no use, possession or selling of alcohol, drugs, tobacco or electronic nicotine delivery systems (ENDS), no quarrelling, fighting, profane language or weapons, and no betting, gambling, lotteries or raffles allowed on any VCOE property.
The Facilities Event Coordinator shall have the power of a peace officer to carry out the provisions, intents and purposes of Education Code Section 40052 to maintain strict order on the premises.
Criminal or suspicious activity during normal work hours should be immediately reported to VCOE. Criminal or suspicious activity off normal work hours should be immediately reported directly to the Camarillo Police Department.
G. Reprographics Services
1. VCOE’s Graphics Department is located on the first floor of the CESC at 5100 Adolfo Road in Camarillo and, for a fee can be requested to provide assistance with your duplicating needs during normal VCOE operating hours. Advance coordination is recommended.
H. Disaster Response
All event participants are expected to participate in VCOE disaster and fire drills should they occur during meeting time.
In the event of an Earthquake, participants are required to duck, cover and hold until the movement stops then leave when safe to do so or otherwise as instructed by the Facilities Event Coordinator. In the event of a Fire, participants should leave the building by the nearest exit in an orderly manner and follow the instructions of the Facilities Event Coordinator.