Facility Rentals

1. Choose the space that best fits your needs.
2. Check for space availablity with the associated Building Manager
   1. Please note that you may need to be flexible with either the space or event date or time.
   2. Building Manager will review general rental polices
3. If space is available:
   1. Building Manager "holds" date in Archibus.
   2. Internal Building Manager sends intake link and general policies to the renter.
   3. External Building Manager sends intake link, rental agreement, and discusses COI requirement.
   4. Hold will be finalized once intake, rental agreement, and COI are returned.
4. Does your event need a marketing requiest? If so, do immediately
5. Once rental in confirmed:
   1. External 2-week out, non-refundable deposit is due. If deposit is not paid, reservation is canceled.
6. 2-weeks out, work orders are due.
   1. Internal Renter/Event Host completes work orders.
   2. External Building Manager completes work orders for renter based on intake.

Unless otherwise noted there is a 4 hour minimum required for weekend use.

Rates listed are per hour.

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Customizable Setups

For rooms that are marked customizable you have five options for the setup.

1. U-Shape: Tables will be setup in a "U" shape with chairs on the outside of the U.
2. Banquet: You will have several round tables setup with approximately 6 chairs around each table.
3. Auditorium: One table and the front of the room with chairs around it.  Other chairs in the room will be placed in rows facing the front of the room.
4. Conference: There will be one table setup with chairs around it.
5. Classroom: Rows of tables will be setup with approximetly 2 chairs at each table.

The mission of West Kentucky Community and Technical College (WKCTC) is to provide excellence in teaching and learning, promote student success, and support economic development. The WKCTC vision is to empower individuals to achieve excellence through innovative and equitable learning opportunities.

While we make every effort to ensure you have the room requested, please note that to accommodate organizations/departments with a greater number of participants, WKCTC reserves the right to move your event to another space when necessary.

WKCTC supports free speech and the exchange of ideas. Views expressed by speakers are their own and do not necessarily represent WKCTC's endorsement or an official position. Attendees are advised that presentations may contain different perspectives and language.

Required Insurance: Before rental, the renter is required to provide proof of one ($1) million in Certificate of Liability Insurance. WKCTC/KCTCS must be listed as additionally insured. The insurance policy period must cover all dates the renter will use WKCTC/KCTCS Property.

Event Reservation: No reservation is final until the Rental Agreement has been returned, COI documents provided, and Facility Reservation Intake form is complete and submitted. These documents and requirements will be provided to you upon reservation agreement. Room Set Up: Set-up details are due a minimum of two weeks before your event. However, if tables and chairs need to be moved once you arrive for your event, please contact WKCTC staff. Please do NOT move tables and chairs.

Technology: Any group utilizing technology in any WKCTC facility should contact Clay Ryckert at 270.534.3104 at least two weeks prior to their event to schedule a time to review WKTC equipment. This review date should be at least one day prior to said event so that our staff will have ample opportunity to assure that all equipment is working properly.

Weekend Rentals: Weekend rentals require a four-hour rental minimum and a Custodial fee of at least $50 unless otherwise approved by WKCTC Cabinet members.

After Hours Staffing: Any after hour staffing is based on availability only and must be inquired at least 2 weeks prior to your event. IT Technician: $35/hour, 4 hour minimum. Custodian: $35/hour, 4 hour minimum. Security: WKCTC Security is 24/7. If additional services are required, fees will apply and services are based on availability only. Catering: Dependent on event, guest count, menu.

Decorations: Displays must not interfere with crowd movement. Decorations shall be exhibited without defacing buildings either interior or exterior, windows, doors, or grounds. Use of nails, tacks, screws, tape, or other adhesives are not permitted. NO candles, glitter, or confetti, please! All decorations and/or displays are to be removed as arranged with WKCTC; otherwise, they will be discarded.

Food and Drink: Food and drinks are only permitted in designated areas. No food or drinks are permitted in computer labs. Catering: Based on availability, catering is available through WKCTC Campus Dining and Catering. If unavailable, outside catering is allowed but must be approved by WKCTC.

Alcohol: See KCTCS policy 3.3.13.2. Alcoholic beverages may be served and consumed at official KCTCS functions and non-KCTCS functions as approved by the College President/CEO consistent with College regulations and procedures enacted to implement this policy. A caterer with the appropriate liquor license must be used. Non-alcoholic beverages and food must also be provided at any event at which alcoholic beverages are served. Events at which alcoholic beverages are served will be closed to the general public. Only those persons specifically invited will be admitted.

Damages: The renter is financially responsible for any damage to the facilities, including damage to buildings, grounds, furniture, and equipment.

Pets/Animals: Service or therapy animals should be registered with the Disability Services Office before being permitted on WKCTC property. No other pets are allowed.

Smoking Policy: WKCTC is a “Tobacco Free” Campus. This includes E-cigarettes, vapor cigarettes, and all tobacco products.

Safety & Security: WKCTC Security Officers are on campus 24/7. Based on the nature of the event, WKCTC may determine if the Renter shall be required to provide security by trained law enforcement. WKCTC reserves the right to have security officers present at any event.

Weapons, Flammable & Explosive Items: No items containing flammable or explosive substance (s) shall be allowed in WKCTC buildings. All deadly weapons, materials, substances, equipment, or objects that can endanger life or cause bodily injury to buildings, property, or occupants are strictly forbidden on campus.

Restricted Dates: WKCTC Campuses are closed on KCTCS Designated holidays such as Martin Luther King Day, President’s Day, Good Friday (1/2 day), Memorial Day, Juneteenth, Independence Day, Labor Day, Presidential Election Day, Thanksgiving Day, Day after Thanksgiving Day, and Institutional Closing. WKCTC reserves the right to restrict additional dates at the discretion of WKCTC or KCTCS.

Inclement Weather: During periods of inclement weather the college may decide to delay or close the College or keep it open at normal business hours. If the College is closed due to weather conditions customers would not have access to the buildings. This also applies to College holidays.

Parking: Guests must park only in designated parking spaces. Guests must have a valid and legal Handicap Permit for handicap parking. Guests are not allowed to park on the grass, sidewalks, yellow curbed, loading or unloading areas that are marked. Failure to follow the parking guidelines will result in vehicles being towed at the owner’s expense.

WKCTC reserves the right to have an Information Booth at any Event.