Conferencing and
Campus Events Rentals

North Idaho College is a community college, and in addition to serving as a resource for education, training, and information, the college is also utilized by the community for its facilities. North Idaho College's campus is located on the shores of beautiful Lake Coeur d'Alene, which provides a scenic backdrop to the campus that is spread across 45 acres. With more than 25 buildings on campus and facilities ranging from classrooms to informal lounges to large banquet halls, NIC's Conferencing and Events Department has the facilities and equipment to accommodate the needs of events large and small.

Reservations

Requests require approval from the Campus Events Committee and Union Operations. Any individual or group not directly related to North Idaho College will be required to purchase liability insurance for one-time event coverage unless proof of liability insurance can be furnished.

Steps For Reserving NIC Facilities

1. Call appropriate person for availability of facility.
• Classrooms: Pam Claflin (769-3305)
• Student Union, Parks, Bulkhead, Beach and Parking Lots: Sharon Hoffman (769-3361)
• Computer Labs: Shelly Cobetto (769-3380)
• Schuler Performing Arts Center: Justin Van Eaton (769-3424)
• Athletic Facilities: Patty Stewart (769-3348)
• Todd Lecture Hall: Nancy Edwards (769-3215)
2. Submit a completed Facility Request Form to the Office of Conferencing & Events.
3. The Campus Events Committee will review the request and provide an Estimate of Costs in writing.
4. The event will be scheduled upon return of signed copy of the Estimate of Costs, approval by Campus Events Committee (meets bi-weekly) and payment of any deposits that may be required.
5. Written notification of approval/denial will be sent to reserving party.

ADA Accommodations
The facilities of Edminster Student Union are wheelchair accessible. It is the responsibility of the individual or organizations reserving space in the Union to provide any additional ADA accommodations such as interpreters, large print, etc.

For more information:
Stop by the Office of Conferencing & Events (Edminster Student Union 112) or call us at (208) 769-3361, or e-mail us at sub_reservations@nic.edu.

Mission

Conference and Events will be a single source of service to assist in the coordination of those wishing to plan all public and private non-regularly scheduled educational, professional and entertainment events at North Idaho College.

Goals

• Assure that use of all College facilities align with the mission and values of North Idaho College.
• Create a consistent and appropriate method of determining use, taking into consideration the Colleges internal activities, public safety and the benefit to the community.
• Create systems and guidelines to include facility use requests, fee structure and scheduling system prior to each event and a review process to follow each event.

Guiding Principles

NIC Conference and Events office and staff will follow these Guiding Principles to the extent possible.  We acknowledge that when multiple groups are requesting the use of NIC facilities, we must consider competing priorities and will consult with an exception committee to get clarification and assist in making the best possible decision for NIC.  One of our primary challenges in the Office of Conference and Events is to balance the following principles and guidelines while maintaining our fiscal stewardship for North Idaho College.

• Support the NIC Mission, Vision and Values on all event scheduling;
• Provide quality, ethical, non-discriminatory, standardized / equitable services and pricing to all users;      
• Provide facilities and services for NIC student functions;
• Provide facilities and services for NIC instruction and administrative functions;
• Provide facilities and services to community (non-NIC) groups to
  1. Serve as the educational and cultural hub of the region and local community
  2. Increase the number of campus visitors and users to enhance NIC’s visibility
  3. Generate revenue to offset reductions in state and institutional support of NIC self sustaining operations;
  4. Assure a priority for NIC sponsored events with alternative facilities and/or dates to maximize use and returns for NIC;
  5. Assure preservation of NIC standards and values as well as codes and guidelines established by local, state and federal agencies;
• Support the activities of co-curricular programs, including (but not limited to) athletics, music, theatre and official student organizations;
• Provide facilities and services for alumni to stay connected to their alma mater;
• Support activities of NIC partner institutions, especially for University of Idaho and Lewis Clark State College;
• Provide facilities and services for  local K-12 partners in education;
• Support activities of NIC partner state organizations including but not limited to the State Board of Education, area Legislators, representatives of Joint Appropriations and Finance Committee and area Governmental Representatives;

Co-Sponsorship and Facility Use

• Sponsorship by a College affiliate of a non-college group / event does not automatically qualify that non-college group / event for reduced costs for the use of college facilities and / or services, or for free use of facilities and / or services.
• Should a College group choose to co-sponsor an event with a non-College group, a representative from the College group must act as the primary contact for the event (making the reservation, providing the details, etc,).   In addition, in order to receive the College rate, the invoices must be paid through a College department account. Outside invoices for College sponsored events will not be allowed.
• To support their fund raising efforts, NIC recognizes that student organizations may co-sponsor an event, as long as the student organization receives value equal to the waived or reduced costs. Value must be in the form of cash, registrations, paid advertising, etc.   Proof of value received is required prior to the event and must be provided to the Conference and Events office.
• Additionally, the student organization must take an active role in producing the event or activity (participation by officers, volunteers, promotion, programming, etc.). An officer of the student organization must be the primary contact for the event (making the reservation, provide details of the event, etc.).
• Student organizations should discuss their event with the Conference Events office beforehand if they have any questions.
• Edminster Student Union is not scheduled for academic class use. Academic classes (regularly scheduled, special or seminars) are coordinated through the Office of Instruction.
• Meetings, events, or conferences sponsored by an NIC department where registration fees, tuition, admission or similar fees are charged to the attendees will be subject to the Non-profit or Public Agencies rate.

Waiver Committee

VP for Resource Management - Ron Dorn
VP of Instruction - Jay Lee
VP for Community Relations and Marketing - John Martin
VP for Student Services - Sheldon Nord
Director of Schuler Performing Arts Center - Justin Van Eaton
President of ASNIC - Chloe Van Zandt
Director of Auxiliary Services - Lanny Stein

The Waiver Committee will convene upon receipt of waiver request by the Administrative Assistant in the Conference and Events Office.     These meetings are traditionally held early in the day as the members schedules will allow. The decision of this committee will be addressed in a letter from the Conference and Events Office to the requesting organization.

Criteria considered for determining Waiver of Fees:

1. Is the requester an NIC organization
2. Is this event considered a student recruitment event for NIC?
3. Does the event fulfill the administrative need directly related to the college’s success and the fundamentals of the Guiding Principles referred to above?

Edminster Student Union Room Rental Rates

Room	Public		State/Fed/Non-Profit
	Minimum 1/2 Day	Day	Minimum 1/2 Day	Day
Lake CdA	N/A	$600	N/A	$510
Driftwood Bay	$150	$300	$127.50	$255
Blue Creek / Echo Bay	$150	$300	$127.50	$255
Blue Creek	$100	$200	$85	$170
Echo Bay	$100	$200	$85	$170
Powderhorn Bay	$75	$150	$63.75	$127.50
Black Rock Bay	$50	$100	$42.50	$85
Cottonwood Bay	$50	$100	$42.50	$85
Crescent Bay	$50	$100	$42.50	$85
Ts'elusm Dining Room	$200	$400	$170	$340
Silver Beach Gallery***	$100	$200	$85	$170
Half Round Bay Lounge	$50	$100	$42.50	$85
Windy Bay Lounge	$50	$100	$42.50	$85
Plaza***	$125	$250	$106.25	$212.50
Activity Center	$250	$500	$212.50	$425

State/ Federal/NonProfit Rate - Room Rental fees rooms for above are @ 15% discount of Public Rate.

*** Plaza/Silver Beach Gallery - Rental fee required for exhibit space, plus $8.00 per table/day Vendor Fee.

Food/Room Rental Policy - Room rental fee may be discounted up to 10% if the total food costs are a minimum of 50% of the total charge.

Room Rental Fee - Includes set up, table, chairs.

Vendor Table Rental Fee - $45 per table/day.

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Classroom Rental Rates

Room	Public			State/Fed/Non-Profit
	Per/Hour	Minimum	Max/Day	Per/Hour	Minimum	Max/Day
10-25 Capacity Classroom	$10	$40	$80	$8.50	$34	$68
26-50 Capacity Classroom	$20	$80	$160	$17	$68	$136
51-100 Capacity Classroom	$30	$120	$240	$25.50	$102	$204
Todd Lecture Hall	$30	$120	$240	$25.50	$102	$204
MSHB 102	$40	$160	$320	$34	$136	$272
MSHB 106	$40	$160	$320	$34	$136	$272
Schuler Performing Arts Center	Call	N/A	N/A	N/A	N/A	N/A
Christiansen Gym	N/A	N/A	$800	N/A	N/A	$500

A/V equipment and technical fees not included.

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Conference Room Rental Rates

Room	Public			State/Fed/Non-Profit
	Per/Hour	Minimum	Max/Day	Per/Hour	Minimum	Max/Day
FSOQ (Capacity 15)	$20	$80	$160	$17	$68	$136
Haught 101G (Capacity 12)	$20	$80	$160	$17	$68	$136
Sherman (Capacity 12)	$20	$80	$160	$17	$68	$136
Winton 2 (Capacity 10)	$20	$80	$160	$17	$68	$136
Seibert 156 (Capacity 8)	$20	$80	$160	$17	$68	$136
Lee 102 (Capacity 8)	$20	$80	$160	$17	$68	$136

A/V equipment and technical fees not included.

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Computer Lab Rental Rates

	Public		State/Fed/Non-Profit
	Minimum	Per/Hour	Minimum	Per/Hour
Classroom		$30		$25
Room & Computer Set Up	$100	$80	$100	$65
Administrative Fee	$35		$25

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Parking Lot Rental Rates

Lot	Capacity	Public	State/Fed/Non-Profit
Molstead North	442	$250	$212.50
Residence Hall	119	$125	$106.25
Kildow	96	$100	$85
Hedlund East	90	$100	$85
Winton	72	$100	$85
McLain South	72	$100	$85
Lee West	42	$50	$42.50
Sherman	30	$50	$42.50
Boswell	29	$50	$42.50
Garden West	27	$50	$42.50
Hedlund South	20	$50	$42.50

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Grounds and Field Rental Rates

Location	Public			State/Fed/Non-Profit
	Per/Hour	Minimum	Max/Day	Per/Hour	Minimum	Max/Day
Ft. Sherman Park	$60	$240	$480	$51	$204	$408
Rose Garden	$25	$100	$200	$21.25	$85	$170
Bulkhead	N/A	N/A	N/A	N/A	N/A	N/A
Eisenwinter Soccer Field	$50	$200	$600	N/A	N/A	N/A
Tennis Courts	$25	$100	$200	$21.25	$85	$170

A/V equipment and technical fees not included.

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Equipment Rental Rates

Equipment	Public	State/Fed/Non-Profit
Sound
C/D Cassette Player	$20	$17
Fender (3 Channel)	$100	$85
House Mixer (12/16 Channel)	$300	$255
Microphone (Standing)	$15	$12.75
Microphone (Wireless)	$30	$25.50
Lavaliere (Lapel Mic)	$30	$25.50
Video
16MM Movie Projector	$20	$17
35MM Slide Projector	$40	$34
LCD (Beam) Projector	$150	$127.50
Computer/Laptop	$95	$80.75
Overhead Projector	$45	$38.25
Computer with Beam Projector	$245	$208.25
Screen (Large)	$20	$17
Screen (Standard)	$10	$8.50
VCR	$45	$38.25
VCR with 25" Monitor	$50	$42.50
VCR with Beam Projector	$175	$148.75
Supporting Equipment
Chairs (Stacking) /day/ea	$2	$1.70
Tables (6' folding) /day/ea	$8	$6.80
Tables Vendor (6' folding) /day/ea	$45	$38.25
Easel (Wood)	$5	$4.25
Easel w/pad	$8	$6.80
Flip Chart	$15	$12.75
White Board (Dry erase)	$15	$12.75
Laser Pointer	$10	$8.50
Lectern (Table)	$10	$8.50
Lectern (Standing)	$20	$17
Lectern (Standing w/PA)	$30	$25.50
Piano	$50	$42.50
Skirting	$5	$4.25
Speakerphone	$30	$25.50
Stage (Per 4'x8' Section)	$25	$21.25
Internet (IP Address)	$25	$21.25
Telephone Line	$25	$21.25
Specialty Fees (Hourly)
Technician (AV)	$40	$40
Technician (Computer)	$40	$40
Security	$60	$60
Set Up	TBA	TBA
Student Supervision	$15	$15

Technical Support is defined as any service, equipment or supervision required for Audio/Visual presentations.

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Updated: 5/6/11