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.

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 Events team will review your request and reach out to find an available time. 

If your event is denied for any reason, the Events team will notify you and cancel the tour.

Please submit a request using the Welcome Center space request form with your preferred dates. A member of the Events team 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. 

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.

Available setup arrangements and maximum capacities for each space are available on our rate sheet. 

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 Events team 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 catering needs must go through one of our preferred caterers. The current list of caterers is available from the Aims event staff.

Events that will have fewer than 50 attendees can order boxed lunches, snacks or beverages directly through Aims.

All decorations must be disclosed to the Events team by the set-up request deadline.

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.