All events must have one coordinator to be the single point of contact to work directly with event staff on all items listed in guidelines. The client coordinator is responsible for all day-of event programming and securing outside vendors.
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Event Management
Event Management
Community Partners and External Clients
The Welcome Center has many flexible spaces of different capacities to host events. Many organizations choose to host award banquets, fundraisers, conferences, large meetings, retreats, and more at the Welcome Center.
Please submit a request using the Welcome Center space request form with your preferred dates. An event manager will follow up within 2 business days with available dates for the best space for your event.
Availability is very limited in December and May due to college Commencement and Celebration Week ceremonies. Additionally, the college closes for two weeks at the end of December. Space is booked on a first-come, first-served basis so planning ahead increases the chance of booking an event in these months.
Available setup arrangements and maximum capacities for each space are available on our rate sheet.
Standard reservations are six hours long, and this time includes your setup and teardown of your materials. Additional rental time can be added to your reservation for $100/hour/space.
Submit a request using the Welcome Center space request form. Toward the bottom of the page select "yes" to schedule a tour and someone from the Office of Events will review your request and reach out to find an available time.
If your event is denied for any reason, an event manager will notify you and cancel the tour.
At this time only spaces in the Welcome Center can be rented out to community partners and other clients.
Aims employees booking events at Aims facilities for personal celebrations with family and friends or on behalf of another organization are considered external clients and do not receive any additional discounts.
As one of many facilities in the area where organizations host events, we keep our rates consistent with the community standard to ensure fair business practices. We provide a 25% room rental discount and a 10% A/V discount for all non-profits. All spaces have a rental fee. Please see the Welcome Center room rates for full pricing information.
"Submit a request using the Welcome Center space request form. If you have not been to our building before, we highly suggest signing up for a tour at the bottom of that form. Once an event date has been scheduled, you will receive a facility use contract through AdobeSign, estimated total cost, and deposit invoice. To secure the date and start planning your event, sign the contract and pay the deposit. Then an Event Manager will reach out to begin coordinating event logistics with you. You will also need to provide a Certificate of Insurance (COI) and if applicable, your tax-exempt certificate prior to the event.
These items are included with every reservation:
- Tables and chairs set up in the way you request
- Podium
- Meeting rooms have built-in whiteboards and TV displays
- Guest Wi-Fi access on an open network
- Access to the space 2 hours prior to your event time
- Access to the space 1 hour after the end of your event time
The below items come at an extra cost:
- Microphones
- Projection package
- Hardline internet connection
- Bar setup and alcohol
- Ballroom stage
- Dance floor
- Comprehensive sound for a DJ
- Dance floor lighting
- Outdoor heaters
Fire pit use (available with Courtyard rental only) - Additional portable whiteboards
- Access to the venue more than 2 hours prior and 1 hour after
- Decorations, table cloths, or chair covers
Full pricing information is available on the Welcome Center room rates sheet.
Additional information about equipment is available on the Welcome Center tech specs sheet.
Please follow the external client timeline for planning your event. In general, please get information to the event manager as soon as possible. Early notification allows supporting departments to better accommodate requests.
A clear bag policy will be enforced for all events in the auditorium or with 500 or more guests that do not have a ticketing or registration process. Aims Campus Safety and Security may also choose to enforce a clear bag policy at their discretion.
The following bags will be permitted in the Welcome Center:
- Bags that are clear plastic, vinyl or PVC and do not exceed 12” W x 12” H x 6” D
- One-gallon clear plastic bags (Ziploc or similar) are permitted
- One (1) personal item, such as a small clutch or wallet not exceeding 4.5” x 6.5” in size may be brought in
Exceptions to this policy will be made for medically necessary items after a thorough inspection.
All decorations must be disclosed to the event manager by the set-up request deadline.
Materials brought in for the event cannot damage the stage or other parts of the building and furniture.
Fire codes prohibit the use of open flames, hay, straw, cornstalks or other dry tinder. The use of candles is not permitted.
The use of any tacks, nails, tape of any kind, dry ice fog, confetti, glitter, non-fire-resistant artificial decor and bubble machines is not permitted. In addition, hanging materials from ceilings and/or fire suppression pipes is not permitted and decor must not cover hallway/exit lights, block doorways/hallways/windows or fire alarm equipment.
Aims Safety and Security determines security needs and provides staff. Security is paid for by the client at the rate listed on the current rate sheet.
Law enforcement must be present at all events serving alcohol. Aims will work with local agencies to schedule officers.
Parking on all Aims campuses is free and no permit is required. Do not park in spaces or lots reserved for specific purposes.
Firearms and weapons of any kind (real or simulated) are not permitted on any Aims Community College campus property.
All presenters and attendees have access to the internet through the Aims Guest Wi-Fi network. This is an open network, and sometimes a presenter’s organization has security restrictions against accessing it. Presenters should work with their organization’s Information Technology department ahead of their arrival on campus to ensure they can use their computers and arrive early to test the setup.
A hardline internet connection is available in certain locations within the ballrooms for an additional fee. Port use is for a single computer or computing device, and connecting a router, hub, switch, or other network distribution/splitting device is not allowed. Any network connections provided to presenters or participants have Internet access only, with no internal access to Aims resources.
Aims does not provide laptops, chargers, or Mac adapters for external clients. Aims does not provide adapters for computers that do not have native Ethernet/RJ45 ports.
Event decor and equipment can be delivered to the Welcome Center one business day prior to the event. Event materials can be stored in the Welcome Center for up to one business day following the event.
Aims Community College maintains relationships with preferred vendors for catering and bartending services. A current list of approved vendors is available from the Aims Office of Events. These are the only businesses authorized to provide these services at Aims facilities. The client is responsible for the coordination of all services directly with vendors.
Aims is a contracted Pepsi campus.
The Welcome Center maintains a liquor license so no other permits are needed to serve alcohol at your event.
Alcohol may be served for a maximum of 6 hours. Bartenders will announce last call 45 minutes before and stop service 15 minutes before the event ends.
Aims Community College provides all of the alcohol, mixers, bar tools, mobile bars, POS Systems, and any other necessary items required for the service.
Aims maintains a set comprehensive inventory of beer, wine, and liquor that can be served at events.
Request approval for donated alcohol at least 45 days prior to the event. All donated alcohol must be delivered to the Welcome Center by a licensed alcohol distributor with a $0 invoice.
Aims is a contracted Pepsi campus. Canned Pepsi products are available at all bars.
The below guidelines are in addition to the rules that all external events must follow.
The Welcome Center is in high demand during graduation season. Celebrations and commencement ceremonies for Aims typically take place during the first two weeks of May, and other events may be booked outside this time frame. Space is booked on a first-come, first-served basis up to a year in advance.
Rehearsal must be booked at the same time as the ceremony and will ideally happen as close to the ceremony as possible. Charges apply for space reservations, A/V equipment, and staff needed for rehearsals.
The auditorium has 1,313 seats and 12 wheelchair cutouts. All participants, including students, faculty, staff and other dignitaries, and guests must fit in this capacity. There is limited space on the stage.
There are two options for graduate staging areas on upper floors of the Welcome Center. A skybox can hold up to 50 people for lineup and a ballroom can hold up to 200 people for lineup. These capacities go down if any furniture is added.
The Welcome Center is a mixed use building, and parking lots must be shared with Aims Students Affairs staff who meet with students during regular business hours. There are 389 parking spots immediately adjacent to the Welcome Center, and additional parking throughout campus.
Ticketing is required for all ceremonies regardless of expected attendance and must be managed by the school.
The number of tickets per graduate should be calculated after determining reserved seating for students and school personnel. The Office of Events can provide a map of the auditorium seating layout to assist with planning.
A security plan must be finalized 30 days prior to the ceremony. The plan may be developed between a school’s security team and Aims Safety and Security, or if the school does not have security, Aims will create a plan and provide personnel.
Traffic control is only provided at the roundabout for pedestrian safety.
Lobby space outside the auditorium is limited. Guests and graduates must be instructed and directed to meet outside the Welcome Center following the ceremony to prevent dangerous overcrowding.
The high school must provide staff or volunteers to act as ushers and otherwise assist all participants.
Aims provides staff for A/V equipment, bag checks, custodial, and other facility needs. Charges apply for A/V technicians and security personnel.
Ceremonies held in the auditorium can be livestreamed for guests who are unable to attend in person.
If using Aims equipment, then Aims staff must run the equipment and charges will apply. A link will be provided for the school to share with guests.
Schools may bring in their own equipment and staff to livestream the ceremony.