Facilities External Space Requests

External events are planned and carried out by an external organization. College staff may be there to support the event, but not to facilitate it.

​Facilities External Space Requests

 

Not-for-profit community, educational, civic, youth, and social organizations that request to use space at Malcolm X College are considered external requestors. These events may involve Malcolm X College employees or students, but are not required to do so. External events are planned and carried out by an external organization. College staff may be there to support the event, but not to facilitate it. All external organizations must ensure their event coincides with the mission of the City Colleges of Chicago and adhere to its Operations Manual Section 9.01.

External requestors must submit an online application (coming soon). Call 312-850-3526 for more information.  Applications must be submitted at least 45 days prior to the requested event date. Rental rates apply. All external applications will be reviewed and responded to within approximately 14 calendar days. If the event is approved or denied, an email will be sent to the event coordinator. During the review of an event, a walk-through may be scheduled. This walk-through will in no way guarantee an event. A quote is sent. After such has occurred, if the event is approved, a contract is requested. Once the contract request is approved and returned, the requestor must sign a legally binding contract and provide general liability insurance. The fully executed contract and insurance requirements must be met seven days prior to the event taking place or the event is subjected to be cancelled.

 The Process

  • An online application form is completed (coming soon). Call 312-850-3526 for more information.
  • A space confirmation receipt is forwarded electronically reporting: a walk-through must be scheduled within seven days (or application is subjected to be voided), estimate, and consideration notice.
  • The quote is sent for internal review. Approved/disapproved events receive an electronic response
    Pending/approved events are posted on the online Events Calendar.
  • A signed quote must be received to request a contract at least 45 days prior to the requested event date.
  • A contract request does not guarantee that a contract will be generated. Should the contract requested be denied, the event coordinator is notified electronically.
  • Facilities coordinate space acquisition and building access in conjunction with Engineers, Maintenance, and Public Safety and Security.

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Rental Fees

Fees are based on the cost to the District to provide the required space (i.e., additional security, engineering and janitorial staffs, and additional utility costs).

 

Key Points

  • All reservations must be made online
  • Equipment (if applicable) will be facilitated by Facilities Staff (rental fee applies)
  • The requestor must sign a quote in order for a contract to be requested
  • The requestor must sign a legally binding contract
  • The requestor must provide general liability insurance
  • The College does not host personal or private events such as weddings, showers, anniversaries, parties and talent shows