Guidelines for use of the Alumni House
For the protection of the delicate, 78-year-old house, and its furnishings, many of which are irreplaceable antiques, certain policies for usage have been established. So that Sunny Gables may continue to serve for years to come, the College, on behalf of the Alumni Association, requires that all guests agree to adhere to the stipulations outlined below.

Sunny Gables is ideal for small receptions, dinners, luncheons or meetings. However the antiquity of the interior of the house makes its unsuitable for dances and musical performances.

• 1st The President's Office
• 2nd The Alumni Association
• 3rd Vice Presidents on behalf of corresponding College departments
  and organizations
• 4th LaGrange College Alumni, Trustees, Leadership Council, Faculty and Staff for personal or private functions

Prior to the beginning of each academic fiscal year, the Campus Events Coordinator will be responsible for reserving all dates required for the President's Office, Alumni Association, and Advancement Division for the coming academic year.

All other events will be scheduled no more than six months (180 days) in advance.

The Alumni Association reserves the right, on rare occasions, to cancel any event or room reservation scheduled in the Alumni House up to ninety (90) days prior to the event date if the facility is needed for the President's Office, Alumni Association, or Advancement Division events. The Alumni Association owes no further obligations to the reserving individual, department or organization.

Living room, Library and Foyer: These large rooms provide a reception area for up to 75 people. This area is suitable for committee meetings and receptions.

Dining room: This room seats 14 for dinner. This room also can be used for board and committee meetings.

Building Hours of Operation: Business hours are Monday - Friday from 8:15 a.m. - 5:00 p.m. Events scheduled in the building must end by 10:00 p.m., Sunday - Thursday. On Friday and Saturday evenings, they must end by 11:00 p.m. The Alumni House will be locked during all non-business hours except during special scheduled events.

Building Reservations: All events in the Alumni House must be booked in writing through the Campus Events Coordinator at least ten days before the event. Student organizations wishing to reserve Sunny Gables for an event, must all go through the appropriate Vice President and they must have a faculty/staff sponsor who will be responsible for the event, and who will be present at the event from start to end.

All reservations will be confirmed in writing within 24 hours of requests. For requests from alumni of the College, the Campus Events Coordinator will contact the Office of Alumni and Parent Relations immediately upon receiving the requests to verify alumni status.

Facility Fees and Deposits: The operation of Sunny Gables Alumni House is non-profit. However, facility use fees to cover items such as wear and tear and general overhead will be charged for all events except those events sponsored by the College.

Photography Session (on the grounds) - $ 25.00

House - $ 300.00 (entire amount due when reservations are made)

Grounds - $ 1,500.00 (A facility use deposit, which will be credited toward the
final facility use fees, will be collected for use of the grounds for all events not sponsored by the College. For events utilizing the grounds, 50% of the facility use fees will be required as the deposit. The balance is due 10 days prior to the event. The right to specify other forms of payment is reserved by the Campus Events Coordinator.)

Additionally, a damage deposit of $200.00 for house and $3,000.00 for grounds will be collected. The fee will be refunded within 3 working days after the event if no damage to the facility, furniture, fixtures, or grounds has been sustained.

If damage occurs during an event, all charges associated with repairing the damage will be the responsibility of the sponsor. If damage occurs during an event, the sponsor may be denied future use of the facility.

Cancellation and refund of damage and facility use deposits: Facility use deposit refunds will be made as follows:

• Cancellation 90 or more days before an event - 100%
• Cancellation 30-89 days before an event - 50%
• Cancellation 29 or fewer days before an event - no refund
• Full (100%) refund of the damage deposit will be made for all cancelled events.
• Refunds of deposits paid to caterers and other outside contractors are to be resolved between the event sponsor and the outside contractor.

Security Fees: The nature of some events may require uniform security personnel, determined by the Campus Events Coordinator. These costs would be incurred by the event sponsor.

Service: The College provides limited tables and chairs for events. Set-up requirements are to be submitted to the Campus Events Coordinator, 10 days prior to the event. Excessive set-up requests or excessive clean-up following an event, will be billed at $50.00 hour.

Food and Beverage: All food and beverages must be purchased from Aramark or a registered caterer. People under the age of 21 may not be served alcoholic beverages. All caterers must be registered with the Campus Events Coordinator 10 days prior to the event. Partial catering is not permitted.

Menu selections for Aramark should be submitted to the Campus Events Coordinator at least two weeks prior to the date of the function. Event planner must guarantee total number of guests 72 hours in advance of the event. For Sunday, Monday and Tuesday events, guarantees should be called in by 5 p.m. the prior Thursday. The number guaranteed will be reflected on the bill from Aramark. Aramark provides a set number of servers according to the number of guests expected.

Music: A limited amount of space for music is available. The Campus Events Coordinator must approve all music groups two weeks prior to the event.

Liability: LaGrange College shall bear no responsibility or liability for any damage to or loss of any equipment, merchandise, or articles brought on the premises of Sunny Gables Alumni House or its surrounding grounds, no matter how caused. The sponsor of the event shall be responsible for the payment of any and all charges relating to the event, including any costs, charges or expenses relating to any claims of third parties arising from or related to the sponsor's event.

Operating Guidelines:

1. Sunny Gables cannot be utilized for partisan political activity, political or interest group fundraisers.
2. Events open to the public or by general announcement are strictly
   prohibited. All events must be by written invitation only.
3. Any department, organization, or individual reserving the house must be the
   same as the one which will utilize the facility for the originally stated
   purpose.
4. Ten days prior to the event the sponsor must either designate and identify to the Campus Events Coordinator someone from the organization/department as the person responsible for the guidelines below, or they may elect to hire an events manager through the Campus Events Coordinator. The fee for this service is $25.00 per hour, beginning, one-half hour prior to the event start time and one-half hour after the event end time. For functions of LaGrange College alumni, the Campus Events Coordinator will handle the guidelines below:
• Picking up key and alarm code the last working day before the event or overnight stay and returning the key in person by noon of the first working day following the event or overnight stay.
• Attending the event, unlocking and locking the house, 30 minutes before and 30 minutes after the event, and to include setting the alarm.
• Ensuring the facility is cleaned and all trash is removed from the premises before leaving.
• Ensuring all appliances are turned off, all doors are locked and all lights are off before leaving the premises.
5. No posters, charts, signs, decoration or other items may be attached to walls, doors, and stairways or hung from the ceiling or light fixtures.
6. Smoking is not permitted in the house and is only permitted in one designated area outside the building.
7. No tents may be erected without prior permission from the Campus Events Coordinator.
8. Vehicular traffic on any lawn is not permitted.
9. No furniture/sculptures/art may be moved without approval from the Campus Events Coordinator.
10. Removal or pruning of plant material is not permitted.
11. Repairing or replacing any damaged furniture or equipment and the covering of any necessary cleaning costs, is the responsibility of the sponsor of the event.
12. No pets allowed in the Alumni House.
13. The Office of Alumni and Parent Relations, housed in Sunny Gables, does not provide support for meetings/events held in the facility.
14. Open flames (candles) or sterno are only allowed on the dining room table.
15. Events should be timed to stay within the boundaries of city ordinances, such as the Noise Ordinance.
16. Parking spaces are limited. Only 40 spaces are available in the parking lot; first come, first served.
17. LaGrange College Alumni, Trustees, Leadership Council, Faculty and Staff hosting a personal or private event at Sunny Gables are required to purchase a $1,000,000 general liability insurance policy and submit proof of the policy to the Campus Events Coordinator 10 days prior to the scheduled event.