Contact Facilities:
• Debra V. Garcia
• Email: dvallejo@accd.edu
• Phone: 210/731-6761
• Fax: 210/731-6763
• Location: Koehler Cultural Center, 1300 San Pedro, San Antonio, TX 78212

Approvals
All conferences held on the campus are subject to approval by the President of San Antonio College.

• This approval can be obtained by submitting a memo to the President’s Office.
• The memo should state:
• The purpose of the event
• Your affiliation to the group
• Number of expected attendees
• Date and time of the event
• The type of facilities requested
• Any pertinent information needed for the President to make an informed
decision

Reservations
If approval has been granted, reservations for use of facilities can be made by contacting the following departments:

• Call Facilities Management to reserve the Koehler Cultural Center, Loftin Student Center, Visual Arts & Technology Center Room 120, Chemistry Geology Room 201, any general lecture classroom or outdoor space.
• Call the Theatre and Communication Department at 733-2715 or the Auditorium Manager at 733-2719 to reserve McAllister Auditorium or McCreless Theatre.
• Call the Kinesiology and Physical Education Department at 733-2761 to reserve Gym facilities.

Fees
An Application For Use Of Facilities must be completed.

• Fees will be assessed in accordance with ACCD Use of District Building and Facility Rental Fees.
• Facilities Use Fees may be waived by the President of the College if other ACCD activities occur during regular business hours.
• Fees for personnel will not be waived.
• Please note that events held after 5:00pm on Friday or anytime Saturday/Sunday is considered a weekend and is subject to additional charges.
• See Academic Calendar for holidays in which the campus is closed.
http://www.accd.edu/sac/sacmain/html/calendar.htm

Furniture Set-Up
All furniture set-up requests (work orders) must be submitted to the Facilities
Management Department at least one week prior to the event.

• Special Maintenance requirements must be submitted at least two weeks prior to the event.
• Due to limited furnishings in each location, you may need to rent furnishings ex: tables and chairs.
• You can obtain help locating vendors by contacting ACCD Acquisitions at 208-8089. Web site: http://www.accd.edu/district/purchase/home.htm
• Questions on room accommodations should be directed to the
appropriate department.

Housekeeping / Groundskeeping / Moving / Maintenance
Requests for Housekeeping/Groundskeeping/Moving or Maintenance Personnel
should be submitted to the SAC Superintendent of Facilities, 733-2235.

• All overtime forms with proper authorization should be submitted at least two weeks prior to the event. This request is to allow time to acquire personnel to work the event.
• The number of people hired to work each event is dependent on the number of guests.
• In the event of a cancellation, housekeeping, groundskeeping, moving or maintenance personnel must be notified prior to the event. Contact the SAC Superintendent of Facilities at 733-2235. If notification is not given, you will be required to pay a call out charge of 2.5 hours overtime for each individual who was not notified of the
cancellation.

Security Services
• Must be ACCD Officer/Guard, security services cannot be out sourced.
• Overtime Requests to hire security services should be sent to Deputy Chief Adams with ACCD Campus Police at least two weeks in advance of the event. The number of officers/guards is determined by the number of guests in attendance.
• In the event of a cancellation, fax notification to DPS at 299-5232.
If notification is not given you will be required to pay a call out charge of 2.5 hours of overtime to each officer/guard who was not notified of the cancellation.

Parking Services
Requests for Event Parking Permits should be made in memo form and sent to the Facilities Management Department at least one week prior to the event.

• Facilities Management will issue an Event Parking Permit. This permit can be reproduced then mailed or faxed to the attendees.
• When it is unclear who the attendees are, a memo requesting a no ticket parking day should be submitted. Memo should include: name, location and time of event, along with the number of expected attendees.
• Requests to block off parking spaces in faculty/staff or student lots should be sent the President’s Office for approval at least one week in advance of the event.

Questions to think about before calling Facilities:

• What is the purpose of your event?
• What is the date and time of your event?
• What type of room arrangement is needed?
• How many people are you expecting?
• Will food be served at your event?

Motorpool

Contact the Motorpool:
• Gary Sanders, Supervisor
• Email: gsanders@accd.edu
• Phone: 210/785-6250
• Fax: 210/785-6252
• Location: 1300 San Pedro Ave., Motor Pool Building Room 107
San Antonio, Texas 78212-4299

Services Offered:
• Rental of mini-vans and large vans

Guidelines for the Use of Motorpool Vehicles:
• Reservations can be taken 1 month in advance.
• All request forms must be completely filled-out and received by the Motor Pool at least 7 days in advance. Failure to submit the request in advance may result in vehicle non-availability.
• The mileage rate charged is 36.5 cents per mile.
(rate subject to change without notice)
• Department Heads or Directors approving requests for vehicles should insure the proper account number is given and has sufficient funds.
• The Motor Pool will verify that all drivers have a current Driver’s License
and are approved to operate a District vehicle.
• The driver will report to the Motor Pool at least 15 minutes before the estimated departure time to receive instructions, obtain keys and credit cards, and for a pre-condition inspection of their vehicle.
• A follow-up inspection will be done after the vehicle is returned to the motor pool and at this time the using department would be notified of any damage found, reported or unreported, that must be paid by the department.

Equipment
• Three mini-vans with a seating capacity of 7 (includes driver)
• Four large vans with a capacity of 15 (includes driver)

Questions to think about before calling the Motor Pool:
• What size vehicle will be needed?
• What is the estimated round trip mileage?
• When will the vehicle be needed?
• Is the driver approved to operate a District vehicle?

Facilities Use Policy

Application for Use of Facilities

Vehicle Request Form

Vehicle Dispatch Form

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