Facility Use and Rentals

Facility Use Policies and Procedures

The College has a number of policies and procedures related to facility use.  By completing an event request or vendor table form, you agree to abide by these policies and procedures.  

Policies and Procedures are available on the College's Policy and Procedure website .  Policies and procedures related to facility use are located in the 100-199 Administrative/General Institutional tab.  Please make sure to review Policy, Procedure, and Procedural Guideline 120 - Use of Facilities. 

FAQ/Frequently Asked Questions

What are your campus hours?

For details on when our campuses are open, please see the campus hours website .    Events that require the College to open outside of these hours can incur additional charges for security, IT, after-hours energy use, and any other expenses the College incurs for opening a campus. 

Can College facilities be used for any kind of activity?

The College is not obligated to permit usage for any activity that may be contrary to public policy or the safety of the persons involved or property used; or in the best interest of the College.   

What events and programs have priority at the College?

Instructional related, programs, activities for students, and other College-related activities have priority over non-College activities.  We are not able to move classes out of a classroom to accommodate a request for space. 

When are classroom schedules published?

The classroom schedule for a given semester is not published until 2 weeks prior to the start of the semester to allow the College to add or cancel classes based on student needs.  Requests for classroom space during a semester cannot be finalized until the classroom schedule has been published.

Why does the College charge a rental fee for outside organizations?

State law requires that public entities, like colleges, receive "fair value" for the use of their facilities.  The College charges outside organizations a "fair value rent" for the use of facilities, tables, chairs, and technology equipment.  The College does offer discounted rental rates for non-profit organizations.  

The College may provide waivers of rental fees for events sponsored by organizations who work towards goals that benefit the College, our students, or whose primary function benefits CCC.   For additional information on fee waivers and the criteria used to evaluate fee waiver requests, please contact the Office of the President at This email address is being protected from spambots. You need JavaScript enabled to view it. or 928-226-4217.   To be considered for a fee waiver, an event must meet the following criteria:

1. The activity for which the facility is to be used relates directly to the College’s mission of education and training.
2. The value or benefit that the College receives from the activity is substantially equivalent to the amount of rent that the College is foregoing.
3. The event is for a professional organization in which the employee or District Governing Board member actively participates, and whose objectives directly relate to the employee's work at the College or to the District Governing Board member's College responsibilities. 
4. A CCC Employee or District Governing Board member participates in and is responsible for managing the event.

Can we serve food at our event?

Absolutely.  To meet the requirements of the College's insurance carrier, we ask that you use a professional caterer, local restaurant, or other professional food preparers such as grocery stores that prepare party trays. 

Does the College provide Linens?

The College does not provide linens. We asked that you work with your professional caterer. You may also contact local supply stores such as Mission Linen Supply or Total Grand Rentals.  

Does the College have a list of required caterers?

You are welcome to use any caterer in Flagstaff. There are several caterers who have consistently worked on events for the College including Jitter's Lunchbox (conveniently located in our Lone Tree Commons), Simply Delicious/Cafe Daily Fare, Main Street Catering, NAU Catering, and Southwest Food Services.   There are also many restaurants that will cater or deliver food for your event.  Some that we have worked with include Wildflower Bread Company, Pita Jungle, and Olive Garden.    If you are looking for a lower-cost option, you might consider ordering party trays from one of the local grocery stores. 

What are the college's insurance requirements for outside organizations?

Outside organizations are required to submit a certificate of insurance showing that the organization has insurance coverage, whether or not the group pays for the facility rental.  

We ask that the certificate of insurance list the College as an additional insured with the address of the site hosting your event.  Certificates of insurance should have general liability minimum limits of $1,000,000 per occurrence.  

Please contact your organization's insurance agent for assistance in issuing a certificate of insurance.  If you do not have a carrier for event insurance, the College's carrier offers a plan through Tulip. Tulip Insurance information

What is the difference between a Zoom Room and a Zoom Enabled Room?  Which rooms are which?

Zoom Rooms are set up specifically for distance learning and have additional equipment including a room controller (iPad).  IT must schedule a Zoom meeting in these rooms.  To schedule a Zoom meeting in one of these rooms, please submit an event request form. 

Zoom Rooms include:  Fourth Street C4, C10; Lone Tree 109, 122, 124, 460, 508, 514; Page D2, D6, D7, D9.

Zoom Enabled Rooms allow anyone with a Zoom account to schedule a meeting and have webcams and microphones in the room. If you would like a Zoom account, please contact the Help Desk. 

Zoom Enabled Rooms include: Fourth Street B34, C23; Lone Tree 113, 200 (Board Room), 201, 301, 439, 537 (APS Room), 602; Page D5.  

Set-up Styles, Tables and Chairs, and Staging Accessories

The College is able to accommodate a number of different set-up styles.  The diagrams below represent common set-up styles.  Information on which set-up style can be used in which room is in the meeting and classroom information below.

The College has 700 folding chairs, 40 60-inch round tables, and 53 72-inch x 30-inch rectangular tables available for events.  

Options for round tables and chairs                        

Lone Tree Campus Staging Accessories
 

Full Stage with Large Podium

Full Stage (side view)

Large Podium

Small Podium

Small Podium with slide-out tray

Diagram Library

Print the blank diagrams of Coconino Community College rooms and spaces.  Draw and record your desired layout needs on the page.  Scan your finished diagram as a PDF and upload it to your JotForm Event Request.  We also suggest visiting campus to see the facility spaces available to help you design your event's layout. 

Lone Tree Commons
Lone Tree Board Room
Lone Tree APS Room

If you need some inspiration, please review some commonly used layouts for events at CCC in the list below.  We may be able to customize any layout noted below.  Print the applicable set up and draw in any custom requests you may have.  Save the document, then upload it to your event request.

Lone Tree Commons Banquet Set-Up - 50 people
Lone Tree Commons Banquet Set-Up (large stage) - 100 people
Lone Tree Commons Banquet Set-Up (small stage) - 100 people
Lone Tree Commons Theater Set-up (small stage) - 300+ people
Lone Tree Commons Information Table Fair

Petitioner Requests

Coconino Community College welcomes petitioners, including organizations participating in voter registration campaigns, to our campuses and asks that you complete a  Petitioner Request Form to schedule your visit.  Petitioners are welcome to campus during regularly scheduled campus hours .  

Petitioners are subject to all College policies and procedures including  Procedure 120-02 Petition Signature Solicitation .  Petitioners are asked to avoid being an obstruction to student activities and to avoid disruptions to the College environment.  This procedure also prohibits distribution of any item except for materials related to voter registration or a political candidate or ballot initiative.  

Petitioners will be given a petitioner lanyard while on campus.

A table and chairs are available upon request and will be charged according to the Facility Use Fee Schedule (For-profit organizations $50, non-profit $25).