ALAMO COLLEGES

Koehler Cultural Center

310 W. Ashby

San Antonio, TX 78212

(210) 486-0876

FACILITIES USE POLICY

San Antonio College (SAC) one of the Alamo Colleges will make available certain areas of its Koehler Cultural Center (KCC) for general use by the public by reservation only.  Reservations are made on a first-come first-serve basis regardless of the nature or size of the event being held.  The applicant and his/her guests are allowed in public areas (1^st floor and grounds) of the facility only.  Use of any other area is strictly prohibited.  Please call to schedule an appointment to tour our historic facility.

In order to minimize the unprecedented high cost of maintenance of this fragile facility and still allow its use and enjoyment by the public, certain regulations are in effect.  Alamo Colleges requires all applicants and their guests to be aware of these regulations and abide by them.  Therefore, the facilities use policy must be read and agreed to prior to negotiating a contract for use.  All events are subject to approval by the Vice President of College Services of San Antonio College and are not confirmed until approval (signature) has been acquired.

Groups/organizations not affiliated with San Antonio College or the Alamo Colleges are prohibited from collecting fees, charging admission and/or selling tickets/products for fund-raising purposes, unless approved by the College President or Vice President of College Services. If approved, a portion of the proceeds will/may be required for payment of additional personnel hired to service the event. Groups/Organizations or Departments affiliated with Alamo Colleges require approval from the College President or the Vice President of College Services prior to engaging in any type of fund-raising activity.  If approved, fees will be assessed in order to cover the cost of security services and must be paid for by said group, organization or department one week prior to the start of the event.

The applicant is responsible for the conduct and behavior of his/her guests and/or any person(s) hired to service the event.  Anyone displaying disruptive behavior will be asked to leave and will be escorted off the premises.  SAC has adopted a smoke-free policy.  Therefore, KCC is a smoke free facility.  We respect the rights of smokers and allow smoking in the San Antonio College parking lot(s) only.

Use of the Koehler Cultural Center is restricted to the hours between 8:00 am and 12:00 midnight on the day of the event.  Alamo Colleges (KCC) will not contract with groups/organizations requiring use of the facility after midnight or on scheduled college holidays.

REGULATIONS FOR USE

Applicant must hire a caterer to oversee the serving of food and/or non-alcoholic beverages.  Food preparation by open flame, barbeque pit or deep fryer is strictly prohibited.  Applicant and/or caterer must provide linens and/or protective covers for all furniture where food and/or drink will be placed or served.  The linen or protective cover must remain on the furniture during the entire event.  Caterers must dispose of all solid waste by placing such refuse in trash bags and placing said bags in the dumpster located in the parking lot.  Liquid waste including water or ice is to be disposed of in the sink and not in flower beds or on the lawn.  Caterer must return the kitchen facilities to the condition in which it was acquired.  General clean-up to include sweeping/mopping  and wiping down counters/sinks and specific clean-up  to include wiping the inside and outside of kitchen appliances used to store, prepare or serve food  is required before vacating the premises.  The caterer must discontinue serving food and drinks 30 minutes prior to the end of the contracted time. 

And

If you plan to serve wine, liquor, and/or can or bottled beer, a TABC Certified Bartender must be hired.  If you are serving champagne for the purposes of consumption throughout the entire event, a TABC Certified Bartender must be hired.  A valid copy of the bartender’s certification must be submitted to KCC personnel two weeks in advance of the event.  If the caterer hired will also serve wine, liquor, champagne and/or bottled beer, the caterer must provide a copy of their Certificate of Liability Insurance specifying Liquor Liability.  This certificate must also be provided two weeks in advance of the event.  The bartender or caterer must discontinue serving drinks 30 minutes prior to the end of the contracted time.

Or

Applicant may provide (2) kegs of beer OR two (2) margarita machines OR (1) one of each for the event to be set-up outside on the porch or grounds.  “Bring Your Own Bottle” or “Cash Bars” are strictly prohibited.  Champagne can be served for toasting purposes only without hiring a TABC Certified Bartender.  If serving champagne for the purposes of consumption throughout the entire event, the rule above applies.  KCC assumes no responsibility arising from the serving of alcoholic beverages.  The applicant assumes all liability on or off the premises.  KCC personnel will position and instruct security personnel to not allow drinks to be dispensed from the above equipment beginning 30 minutes prior to the end of the contracted time.

And

Entertainers (musical or otherwise) must end all performances 15 minutes prior to the end of the contracted time. Band or disc jockey fog/smoke/mist machines of any type are strictly prohibited.  Excessive noise and/or extremely loud music are prohibited.  Musical entertainment must reduce sound level upon request by KCC personnel.

And

Use of open flame candles, sparklers and luminaries are strictly prohibited.  Candles must be contained within glass votives or hurricane lamps.  Only mechanical lighters may be used to light candles. No exceptions. 

At no time shall entrances, exits, walkways, stairways or handicapped access be blocked or cause to be non-functional.  No exceptions.

And

Children must be accompanied by an adult who will assume responsibility for their welfare.

Animals of all kinds, with the exception of service animals, are strictly prohibited inside or outside the premises.

Tent structures, barbeque pits, fireworks, firearms, drugs and/or gambling of any type are strictly prohibited anywhere inside or outside the premises.

Bicycles, roller/in-line skates, scooters and/or skateboards are strictly prohibited inside or outside the premises.

And

Balloons (helium or otherwise), confetti, glitter, icicles, potpourri or any other loose decorations are strictly prohibited.  No rose petals, birdseed, rice or bubbles may be distributed, used or tossed inside the facility.  Such items are permitted on the lawn only.  A $50 fee will be deducted from the damage deposit should these items be tossed/spilled inside the facility.

No nails, screws, staples, tacks, metal hooks, adhesive foam, or tape of any type etc. can be driven or placed on any wall, paneling, molding, ceiling or light fixture(s) inside or outside the facility.  We recommend using pipe cleaner to attach decorations or flowers to the staircase railings.

Acknowledgements

Applicant hereby indemnifies Alamo Colleges/SAC/KCC from and against: (i) any and all liability to any third party, and (ii) any and all damages to Alamo Colleges/SAC/KCC property, arising out of applicant’s use of the facility.

San Antonio College and Alamo Colleges reserves the right to cancel any agreement or any part of the agreement involving the Koehler Cultural Center at least forty-five (45) days in advance where a conflict may occur with college instructional programming and/or college business.

Use Fees

Koehler Cultural Center fees are based on the number of guests in attendance and the number of hours of use with a three hour minimum and six hour maximum use time. In addition, a $200 damage deposit is required at contract submittal.  KCC does not accommodate events with over 200 guests in attendance. 

                 Note:  Rates are subject to change without notice.

The above rates include:

• Use of the main floor, porch and grounds (fountain excluded).
• Management/housekeeping personnel and security services.
• A two hour set-up time prior to the event (additional set-up time will be charged an hourly rate of $75 and must be arranged 30 days in advance) and clean up of the facility during and after the event.
• Set-up and tear-down of up to 150 folding chairs, eighteen 48” round tables, and six 6' rectangular folding tables on the 1st floor and porch areas only.
• The facility is available for portraits and rehearsals at a basic charge of $75 (non-refundable and non-transferable) per hour with a maximum two hour use time. 

 Additional fees will be assessed if the total number of guests in attendance on the day of the event significantly exceeds the contracted amount.  The amount assessed will be deducted from the damage deposit.

Additional fees will be assessed for services or requests that do not appear in this policy.  This amount will be due 30 days prior to the event.

KCC does not ensure that all furniture located on the 1^st floor will be readily available on the day of the event due to breakage, theft or refurbishing.  Antique furnishings and/or the piano must not be moved from its original location.

KCC folding furniture will not be placed on the lawn.  Therefore, additional furniture necessary to accommodate guests must be rented by the applicant. An additional fee of $50 will be assessed for extensive set-up or tear-down of rental furniture if assistance is required of KCC staff.  This amount is due 30 days prior to the event.  On the day of the event, should assistance be required and was not previously arranged, the $50 will be deducted from the damage deposit.   

A charge of $100 will also be deducted from the damage deposit if a guest/child sets off a pull station, causing the fire alarm to sound. This fee will cover the fine charged by the fire department to reset the fire alarm panel.

Inspection of the facility will take place immediately after the event. Any damage to the facility or its contents by the applicant or his/her guest(s) will be deducted from the damage deposit. The difference will be returned to the applicant within four weeks.

Payment For Use

All personal checks, cashier’s checks and money orders must be made payable to Alamo Colleges – Koehler Cultural Center.  Please schedule an appointment with KCC personnel to make your payment arrangements.

Cash or credit card payments (valid ID required) must be made in person directly to the SAC Bursar’s Office during their normal hours of operation.  You must first pick-up a deposit slip with the appropriate account number from KCC personnel prior to making your payment.  The Bursar’s Office is located at:

San Antonio College

Fletcher Administration Center

Intersection of Lewis St. @ Dewey St.

Room 201

 (210) 486-0200

Payments by out of town clients can be made by mail to the address listed below.  You must include a copy of your contract with your payment.  Do not send cash by mail.  Please notify KCC personnel once your payment has been mailed. 

San Antonio College

Facilities Management c/o Koehler House

1300 San Pedro Avenue

San Antonio, TX 78212-4299

APPLICANT’S RESPONSIBILITIES

The applicant must submit the contract for use of the Koehler Cultural Center with the following:

• Fifty percent (50%) of the total amount due at contract submittal.  The 50% deposit is non-refundable and non-transferable if the reservation is cancelled.
• A $200 damage deposit.  The damage deposit will be refunded up to four weeks after the event if no damage occurred or charges incurred.  Written notice of event cancellation is required before the damage deposit is refunded.
• A Vendor Application and W-9 (social security number required) form provided by Koehler personnel.  Our Alamo Colleges – Acquisitions Department requires this information be placed on file in order to refund the damage deposit.  For more information call 485-0100.

Thirty (30) days prior to the event, the applicant is responsible for the following:

• Pay balance due in full including any extra set-up time or portrait setting fees.
• Submit a floor plan showing placement of furniture on date of event.
• Provide KCC personnel with a listing of all vendors hired to service the event.  The applicant must provide such vendors with a copy of the KCC policy.
• Schedule appointments with KCC personnel to acquaint vendors with the layout and/or set-up of the facility, if necessary.
• Inform KCC personnel of all delivery arrangements.  All deliveries must be received on the day of the event at the scheduled opening time and must be picked up immediately after the event. A $100 storage and handling charge will be assessed for items not picked up after the event.  This amount will be deducted from the damage deposit.
• Submit in writing your request for any additional electrical needs not readily available.  KCC personnel will review your needs and notify you as to whether or not we can accommodate your needs.

The applicant is responsible for all personal items.  KCC is not responsible for property belonging to the applicant or his/her guests left behind or unattended.

All decorations must be removed from the facility immediately following the event. If any decorations are left inside or outside the premises they will be disposed of and a charge of $50 will be deducted from the damage deposit.

Applicant and guests must vacate the premises immediately after the event. EXCEPTION:  Persons involved in clean-up and removal of food, furniture, and personal items.  However, everyone must vacate the premises 30 minutes after the event.