ORANGE COUNTY COMMUNITY COLLEGE 

Room Reservation Procedures for Outside Organizations

 

Thank you for choosing Orange County Community College for your event. 

 

To use the college facilities, follow these steps: 


1. Contact the Central Scheduling Office at (845) 341-4720. 



2. Complete the APPLICATION FOR USE OF FACILITIES BY OUTSIDE ORGANIZATIONS. 



a. Be sure to list special needs, such as scoreboard operator for athletic events, lighting 
technician for stage events, or slide projector, etc. This includes the setting up of tables and 
chairs. 



b. 
Insurance Certificates for Use of Facilities 
Each request by an outside organization for use of Orange County Community College 
facilities must provide an original certificate of insurance for $3 million naming the College 
as an additionally insured. 




 
Insurance certificates with ALL of the following information will be accepted: 
o An original copy from a recognized, state approved vendor. No photocopies 
or blanket coverage is accepted. 


o The certificate must clearly state name of event, the specific activities to take 
place, campus location, and hours of event, including set up and clean up 
time. 


o The certificate must be for three ($3) million dollars and the college named as 
an additionally insured. 






 

3. Sign and return the formal written application to: 





Orange County Community College 

Central Scheduling Office 

115 South Street 

Middletown, New York 10940 


Once your Application is approved: 


o You will receive a telephone call to confirm your use of facilities. 



o The Central Scheduling Office and/or Building Supervisor or College Representative is your 
liaison for the event. 



o After the facility application is processed, a cost estimate will be provided based on the 
information specified on the application submitted. 



o The College will bill you after the event based on actual costs incurred, minus the 30% deposit 
previously made. 



o Any additional requests regarding the set up of your event made within ten (10) days of the 
event date will be included in the invoice for the use of facilities. 
Cost Estimate 
If there is a cost associated with your event, you will receive a written estimate prior to the date ofyour event and an actual invoice with charges incurred after the event.