Events / Facility Guide

Basics/Background

The New Mexico Junior College (NMJC) Events Office serves the campus staff, faculty and surrounding community to ensure that room reservations are handled efficiently, that there are no double-booked rooms and that needs for meetings and events held on campus are met. In addition, the NMJC Events Office serves as a liaison to other campus departments to ensure that meetings and events are set up properly and that facility usage is reported accurately.

Scheduling/Reservations/Agreements

NMJC Staff

NMJC student organizations, staff and faculty may schedule use of the NMJC campus facilities by calling the NMJC Events Office at 575.492.2650 during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m.

All reservations are tentative until a confirmation is received from the Events Office. Staff and faculty are responsible for reviewing the confirmation and notifying the Events Office of any changes, including but not limited to set-up instructions, food service needs or audio/video equipment needs.

Community Use

Please contact the NMJC Events Office at 575.492.2650 during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. with information regarding your needs. A staff member will discuss room availability and pricing with you.

All reservations are tentative until a Facility Usage Contract is filled out completely, turned in and a confirmation is received from the Events Office. NMJC reserves the right to change facility assignments based on conflict with activities that are associated with the educational mission of the institution.

Reservations made through the Events Office include use of all NMJC rooms and facilities, including but not limited to conference rooms, class rooms, the Bob Moran Multi-Purpose Room and Watson Hall Theatre.

NMJC reserves the right to change facility assignments based on conflict with activities that are associated with the educational mission of the institution.

Food, Beverages and Catered Events

All food and beverage service requests must be submitted to the Food Services Department by calling 575.492.2586, preferably two weeks prior to event. NMJC Food Services (Great Western Dining) has right of first refusal for all food/beverages brought on campus. Please call for pricing and available menu(s) or any special requests.

Audio/Visual Equipment

All requests for audio/visual equipment for campus events and/or community use should be made at the time the room reservation is made. NMJC is able to furnish overhead projectors, digital projectors, laptops, portable screens and portable sound systems. In addition, many NMJC rooms are equipped with “smart classroom” capabilities (room equipped with a screen and projector that is connected to a desktop PC, an additional port if laptop is provided, DVD/VHS player and is also wired for sound).

Audio/video equipment for instructional (credit course) use should be handled by individual Deans/Department Secretaries.

Scheduling Precedence

Scheduling a room for college or community use is generally handled on a first come, first served basis. NMJC reserves the right to prohibit activities or functions that in their opinion are deemed inappropriate to the mission of NMJC and reserves the right to change facility assignments based on conflict with activities that are associated with the educational mission of the institution.

Non-Solicitation Policy

NMJC reserves the right to prohibit activities or functions that in their opinion are deemed inappropriate to the mission of the College, including but not limited to solicitation of products and services while utilizing NMJC facilities. Solicitation includes verbal and written communication, the distribution of e-mails, circulars, handbills or other literature or any kind.

Capacity

Estimated attendance should not exceed the fire code regulation for each room. Please contact the Events Office to determine the maximum occupancy of individual rooms.

Set-up and Clean-up

NMJC will ensure that reserved rooms are set up according to set-up information provided at the time the reservation is made. If no set-up instructions are furnished, discretion will be left to NMJC staff. Customers are responsible for returning the room to its original arrangement and ensuring that trash is placed in trash containers. NMJC custodial staff thoroughly cleans each room after use.

Custodial Services

The NMJC custodial staff is available from 7:00 a.m. to 11:00 p.m. for general custodial needs. If an event ends after normal custodial hours, an additional after-hours fee may apply.

Custodial staff is not authorized to unlock campus facilities for general use.

Campus Security

Security personnel conduct foot and vehicle patrol of the campus and residence hall areas daily and are on duty 24 hours a day, seven days a week, including holidays.

Campus security serves as a deterrent to NMJC rule violations relating to alcoholic beverages, illegal drugs, firearms, dangerous weapons on campus, and parking and driving violations that occur on the campus.

Campus Security is available to lock/unlock campus facilities based strictly on the event schedule and also available for other campus-related security issues. NMJC Campus Security can be reached at 575.399.2033.