Availability

The Mildred Sainer Pavilion, is available on weekends for special event rentals on a limited basis during the academic year.  Strict limitations are necessary to preserve and protect the facility. New College of Florida reserves the right to control all aspects of an event. Campus Space Scheduling must approve the scope of each event.

Scheduling priority is given to New College’s Humanities faculty with activities related to their academic programs; senior theses/projects have top priority.

Restrictions

Candles and open flames are not prohibited inside the facility due to fire code regulations.

No birds, insects or animals (other than Seeing Eye or Hearing Dogs) are allowed in the Mildred Sainer Pavilion.

Taps, metal cleats or other shoes that may cause damage to the stage surface may not be worn at any time.

In the Pavilion, works of art must be exhibited without using nails, tacks, adhesives, or any other devices that would leave a permanent mark on the walls. Please make use of the chain system, which is installed, throughout the lobby.

Political campaigns, lobbying activities and fundraising groups other than the New College Foundation or the New College Library Foundation are strictly prohibited. Likewise, events that are detrimental to the purpose and image of the College are prohibited.

Smoking is NOT permitted in any College facilty.

Capacity

Building capacity for the Mildred Sainer Pavilion is 260 people.  The PepsiCo Aracade & Forum may accomodate 500 people. 

Duration of Event

The CSS Director must approve exact rental hours, no functions may occur between the hours of midnight and 7:00am. In some instances, approval by the Sainer Use Committee and/or the Provost’s Office may be necessary.

Showtimes

Shows or events running two hours or more Monday through Saturday will start at 7:00 pm.¹

Shows or events running one hour Monday through Saturday may start at 8:00 pm.¹

Saturday Matinee’s will start at 2:00 pm.¹

Sundays are setup and breakdown days for student shows or events running multiple days.  Student shows or events can only be booked for a maximum of three performance days.

_{1 These restrictions may not apply to outside rentals or events, their application will be determined by the Director, Campus Space Scheduling.}

Parking

Events expecting more than 150 attendees may require special parking arrangements. These arrangements must be made at least ten (10) days prior to the event. It is the responsibility of the Licensee to make these arrangements. The New College Police do not provide parking services or traffic control. The CSS Director is available to assist you with this service.

Restrooms

The restrooms of the Complex will be made available to all outdoor functions taking place in the Caples Fine Arts Complex.

Vendors

The New College of Florida Office of Campus Space Scheduling requires that all outside vendors be approved. All new vendors must provide proof of insurance, Federal Tax ID number and appropriate licenses for our records. We reserve the right to deny access to any vendor or service that does not meet our approval.

The scope of each rental, including catering, decorations, entertainment, staging, any tents must be approved in advance by Campus Space Scheduling lighting, floor plans, and tent set-up must be approved in concept by Campus Space Scheduling.

If entertainment is contracted for your event, Campus Space Scheduling must approve the name and nature of the entertainment. We reserve the right to restrict the type, the number of musicians, and the volume of the music played.

Caters

Caterers are to be reminded of the following:

• All spills are to be cleaned up immediately.
• No foodstuffs shall be poured down any sink, especially grease or hot oil.
• All garbage must be removed at the conclusion of the event by the carter or wedding party. The facility does not provide garbage sites for caterers.
• Instructions from Campus Space personnel and Campus Police must be followed.
• Caterers will ensure that the facility is returned to its original condition at the conclusion of the event.
• All activities must be coordinated with the Office of Campus Space Scheduling.

Alcohol

Persons under the age of 21 shall not be served or given alcoholic beverages. Licensee assumes full responsibility for attendees’ intoxication and subsequent actions. All alcoholic beverages must be served by a caterer holding a current off-premise liquor license. Verification of such a license is required for all caterers.

Tents

Outdoor tenting and miscellaneous installations may take place prior to the event if scheduling permits and only with the approval of Campus Space Scheduling. Tent installation must comply with Environmental Health & Saftey Guidelines.

Control Booth

All Event Organizers who are using the Pavilion and their technicians are required to be trained on Pavilion equipment before the first day of their show or event. No eating or drinking is permitted in the Control Booth. Only trained and authorized persons are allowed in the booth.

Internet Access

You must not use NCF resources and/or facilities to gain or attempt to gain unauthorized access to remote computers or network. Granting access to NCF resources to individuals external to the University through your network connection is prohibited. You must not deliberately perform an act which will seriously impact the operation of computers, peripherals, or networks. This includes, but is not limited to, tampering with components of a network or otherwise blocking communication lines (Denial of Service Attacks), or interfering with the operational readiness of a computer.

Special Effects

The CSS Director must be made aware of any special effects that will take place during events or performances that could cause harm or injury (i.e. strobe light, gun shot, etc.).

Set-Up

Set-up for the Midlred Sainer Pavilion must occur on the day of the event and should be coordinated with Campus Space Scheduling at least 10 days in advance.

Break Down

All catering equipment, floral, scenery, garbage, etc. must be removed from the Midlred Sainer Pavilion immediately following the event in order to clean and prepare the venue for public access the following day.

All stage sets, props, musical instruments, decorations and other materials must be removed from the Caples Fine Arts Complex as part of clean-up. No items may be left in the storage rooms without the advance authorization of the CSS Director. Failure to remove all items will result in confiscation and possible fees.

For more information, please contact Campus Space Sheduling.