Facility Partnership Agreement
Assessment Checklist
Criteria for approval:

Fit with the mission, vision, values, and operating culture of Red Deer College.

Fit with strategic directions of Red Deer College.

Assessment of risk exposure for Red Deer College.

Assessment of whether a “related party” situation exists (e.g. review Related Parties Standard Practice,
Conflicts of Interest and Mandatory Disclosure Policy).

Degree of direct competition with activities of Red Deer College.

Effect on future decision-making ability for Red Deer College.

Overall cost-benefit impact for Red Deer College.
Routing:

Vice President for initial assessment

Service Departments for consultation

Financial Services/Risk Services to review draft Agreement

Vice President College Services for approval

Contract initiator (to forward to other parties to the contract for signing)

Financial Services for record keeping with a copy to Facility Bookings
Consultation for approval:
(Ensure consultation is completed in a timely manner. Initials or attached email required.)
Director of Marketing & Communications or delegate
CIO or delegate
Director of Community Relations or delegate
Director of Campus Management or delegate
Director of Financial Services or delegate
Director of Human Resources (including Health and Safety) or delegate
Other <please list>
I <contract initiator>
understand and accept the responsibilities of the
sponsorship/partnership agreement and confirm that I have consulted with College services and are requesting the
approval of the following Agreement.
Signature
Date
For further information please see the Partnerships with External Organizations Policy or contact Financial Services.
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Facility Partnership Agreement
Preamble
College facilities are managed to support the institution’s mission and mandate. College facilities exist for
the primary use of RDC students and staff for the purpose of educational instruction, student
development and engagement, and administrative activities. The College has an ongoing commitment to
the community, and makes its facilities available to external users when not required for College activities.
The College may subsidize facility use that supports its mission and values through sponsorships and
partnerships with external groups.
I.
AGREEMENT:
This establishes a partnership agreement in principle between <Institution/Business Name> and Red
Deer College. < Provide Description of Partnership here> <Include any expected benefits or specific
limitations of the agreement; qualify and quantify expectations of each party, be as specific as possible.>
<If applicable, enter any provisions to review and renew this agreement>
Eg: Red Deer College agrees to provide a gift-in-kind sponsorship equivalent to the external rental fee of
$xxx charged for facility use to <Institute/Business> in exchange for:
a. The promotion of Red Deer College at the event and on advertising for the event through the use
of the RDC Logo (list types of promotional materials, the size of ads, frequency of their
publication/run etc.).
b. The provision of mental health services to Red Deer College students for three days each month.
All intellectual property developed or created as a result of this partnership will remain the property of Red
Deer College.
II.
RESPONSIBILITIES:
Red Deer College will:
<Below is a recommended example of what to include if the partnership requires use of the facility>
1. Waive the external rental fee for the use of the facility as described below:
Campus Location - <Room(s) Number and/or Specific Venue>
Time of Event - <From xx am to xx pm>
Term - <Enter Month, Day, Year > through to <Enter Month, Day, Year >.
Value – <Enter total Room Rental Rate>
2. Provide an option to purchase liability insurance and a Facility Rental Contract.
3. Provide logistic support for room set-up and take-down during normal business hours at a rate of
$xxx per [unit]. <Ensure appropriate consultation is conducted as outlined on the attached
checklist. Agreements with incomplete checklist will be returned to the originator.>
4. < Include Additional Responsibilities Here if Applicable>
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Facility Partnership Agreement
<Institution/Business Name> will:
<Below is a recommended example of what to include if the partnership requires use of the facility>
1. Provide a Certificate of Insurance indicating Red Deer College as an additional insured effective
on the first day of rental and remaining in effect for the duration of this agreement.
2. Agree to pay for insurance through Red Deer College’s insurance provider if no Certificate of
Insurance is provided.
3. Agree to all terms and conditions of the Red Deer College Facility Rental Contract and to abide
by all Red Deer College Policies related to the use of facilities including, but not limited to, the
following policies:
a. Partnership with External Organizations
b. Alcohol Consumption
c.
Facility Booking and Rental
d. Advertising and Sponsorship On Campus
e. Vendors On-Site
4. Agree to pay for all catering, parking, audio-visual services and janitorial expenses that may be
requested or incurred as a result of the use of the facility <list specific requirements here>.
5. Actively promote the mutually beneficial relationship with Red Deer College by:
a. <Add Specific Details>
b.
6. Respect the contractual obligations of Red Deer College with the College’s providers of food
services, ticketing and cleaning and maintenance.
7. In addition to this partnership agreement, complete a “Facility Rental Contract” and abide by all
terms and conditions of that contract.
8. <Include Additional Requirements Or Conditions Here>
III.
CONTACTS
Red Deer College
100 College Boulevard
PO Box 5005
Red Deer, AB Canada T4N 5H5
Ph: 403.342.3300
Facilities Booking Office
[email protected]
403.342.3405
<Enter Other Contact Information Here: name and address of organization, contact person, email and
phone number>
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Facility Partnership Agreement
IV.
TERMS OF AGREEMENT
Unless otherwise provided, this partnership is limited to the single event described under Section I of this
agreement.
The term of this partnership agreement is for the period as described in Section II.
Terms and conditions of the Facility Rental Contract form part of this Agreement.
The Partner may not assign or transfer any or all of its rights and obligations under this Agreement in
whole or in part to any third party without prior written consent of RDC.
The signing of this partnership agreement is not a formal undertaking. It implies that the signatories will
strive to reach, to the best of their ability, the objectives stated in this document.
For Red Deer College:
___________________________________
Name:
Title: President/Vice President
_________________________
Name:
Title: CFO/Director Financial Services
___________________________________
Date
_________________________
Date
For <Insert name of Organization>
___________________________________
Name:
Title:
_________________________
Name:
Title:
Date
Date
Original:
Cc:
Financial Services
Facility Booking Office
Attachment(s): Facility Rental Contract
Certificate of Insurance (If applicable)
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