Facility use and equipment rental rates will apply to all activities. These activities include but are not limited to the following: continuing education programs, credit courses, non-credit courses, non-credit certificate programs, workforce development training programs, workshops, and special events.

The rental fees provide for a turn-key facility, marketing, on-site supervision, and IT support. Invoices for the facility space are prepared at the end of each month.

Additional equipment and other services can be provided for the following rates:

The following rules may apply:

• Events booked on holidays, after 5:00 pm, or other non-business hours may be charged a higher fee.
• Arrangements for serving refreshments and/or meals must be established prior to functions.
• In keeping with the mission of the center, public college/university functions and/or activities will have priority on the use of facilities at all times.
• The booking institution will be responsible for damage to equipment, property and/or facilities.
• Participants and/or sponsors of activities must abide by regulations of the Westerly Education Center – such as no smoking, no alcoholic beverages (unless a previously approved, catered event), attaching items to walls, doors, ceilings, etc.
• Absolutely NO equipment (especially lab equipment or audio/visual equipment) should be moved without prior approval by the staff.
• OPC reserves the right to alter space assignments at the center due to equipment failures, HVAC issues, or other unexpected interruptions of services.

Policies for serving food and beverages at the Westerly Education Center will be determined in accordance with municipal, state and federal laws and regulations. A list of approved vendors is available. Recycling of materials such as plastic beverage containers, soda cans and paper is strongly encouraged.

Facility charges for events held at the center are quoted based upon the type of room, number of participants, equipment needs, and length of engagement.

In accordance with our mission, Rhode Island public colleges and universities are granted priority on use of the facilities. Therefore, room assignments may be adjusted prior to an engagement. In this case, the organization sponsoring the event will be notified and appropriate signage will be posted to notify participants of room changes. No events will be cancelled due to another event if staff has executed a contract or proposal with the organization.

A signed contract is required for use of the facility.

For events whose estimated charges exceed $1,000, a $500 deposit is required. If a deposit is not received within 30 days of booking the event, OPC reserves the right to release the room(s) and rebook them for other events. Deposits can be transacted by mail or in person.

A certificate of general liability insurance coverage, with a minimum limit of $1,000,000 per occurrence, is required for all bookings. Coverage must name the OPC, its governing boards, the RI Council on Postsecondary Education and the RI Board of Education, and their members, officers, directors, employees and agents as insured for activities that will take place at the Westerly Education Center. Documentation must be submitted to staff before the event can be confirmed. Rhode Island state agencies are exempted from this requirement.

Activities are invoiced on the day of the event or at the end of the events held for multiple days unless previously designated in contract. Payment is due upon receipt by check, payable to RI Office of the Postsecondary Commissioner. Credit card payments are not accepted.

OPC reserves the right to deny future center facility use requests from organizations/entities with slow or delinquent accounts.

Should an organization/entity question an invoice amount, the Westerly Education Center Executive Director must be notified within 10 days of the invoice issue date. The amount in question will be reviewed by both parties. If it is deemed a correction is necessary, a revised invoice will be issued.

A cancellation of the multi-use room is required 20 business days prior to the scheduled event in order to avoid a 15% penalty fee and ensure a refund of deposit. For all other rooms, a 24-hour notice is required. To cancel a room reservation, contact the operations manager at tom.pearce@riopc.edu.