UNIVERSITY USE & LICENSE OF FACILITIES GUIDE

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1 Your business tag line here. C AL POLY POMONA UNIVERSITY USE & LICENSE OF FACILITIES GUIDE C AL POLY P OMONA U NIVERSITY 3801 WEST TEMPLE AVENUE Building 98-T5-22 POMONA, CA BOB HUTCHINSON USE & LICENCE OF FACILITIES COORDINATOR Phone: (909) Fax: (909) rdhutchinson@csupomona.edu Web Site: ~licensingofspace

2 POLICY GUIDE FOR THE USE & LICENSE OF UNIVERSITY FACILITES Thank you for considering Cal Poly Pomona facilities as a possible location for your event. This guide is designed to assist and answer some of the questions in regards to use of campus facilities. The University has a facility to meet most event requirements you may be planning. Some of the facilities available include the Athletic Facilities to meet most athletic event requirements with two gymnasiums that can also be used as an auditorium/hall for large indoor events, Kellogg Stadium, Soccer & Baseball Fields, Pools, University Theatre with seating for 516, Musical Recital Hall, Music Bowl for outdoor concerts, and other events, University Art Gallery, Classrooms for your group to hold a meeting or a seminar, the Rose Garden and the University Plaza Courtyard for a wedding or reception, the Japanese Garden for photos, the University Quad for outdoor events, and several large parking lots. We will be happy to find the best location on campus for your event. Listed below is an explanation of policies for the University to assist you with the planning of your event. This guide does not apply to Student (ASI) or Non-State (Foundation) facilities on campus, which may differ. PROCEDURES Use & License of Facilities Office will assist and verify the best suited location on campus to meet the needs and requirements for your event. Reservations: To use campus facilities listed your representative will need to contact the Use & License of Facilities Coordinator and may be referred to (Venue Operator at the Athletics, Music, Art Gallery or Theatre Facilities). The requestor will need to complete a License Application (green areas) a minimum of six weeks in advance of the event and return to the Use & License of Facilities Office. You will need to provide information as accurately as possible for the event, listing the purpose/type of event, date(s), both the total time(s) and event time(s), attendance, special requests, and equipment. If you know the facilities you wish to use please list them. Return the completed application to the Use & License of Facilities Coordinator. An estimate of the charges will be prepared based on the information provided and your application with those charges listed will be returned for your approval. At the time you submit the application and make the reservation, a non-refundable license processing fee of $ is due. For events at the Theatre or Music facilities a non-refundable application filing fee of $ is also required. Until the application is submitted with the processing fee, the reservation will not be held. Cashier or certified checks or money orders must be made payable to Cal Poly Pomona. Cash is not accepted. Please note that if your event is going to be co-sponsored by a University Department, College, Club or Organization they will be required to sign the application to approve and provide a charge back account number to be invoiced for the charges listed on the application. If they do not provide a charge back account number you are responsible for the charges listed on the application. The License Coordinator will prepare and execute the License by State University President in accordance with administrative and campus policies. The license must be signed and returned to the License Coordinator by the due date listed on the license with the full balance, and an insurance certificate that meets University requirements (see Insurance below). Failure to comply will result in cancellation of the event and forfeiture of all fees and deposits. 2

3 Venue Operators (Music, Theatre & Athletic Facilities) may further assess with the needs for your event and the availability of the facilities. The Venue Operator will determine their staff and equipment requirement for your event. Deposits: A Facilities Management Deposit may be assessed and to be paid by a separate check payable to CAL Poly Pomona if required and will be returned if there is a positive inspections of grounds impact by event and no additional labor/supplies are required. Cancellations & Changes: For cancellations, the License Coordinator must be notified in writing a minimum of 30 days before the first scheduled event date. Please note that both the License Processing Fee & Application Filing Fee are not refundable. Changes in time, rescheduling, etc., must be done in writing, and are subject to availability. If the license needs to be amended there will be a $ processing fee payable at that time. The University may cancel upon notification to the Licensee within 24 hours of the event as deemed necessary for unforeseen circumstances beyond the control of the University due to inclement weather, acts of God, emergencies, etc. The License Coordinator will determine from the various offices/departments the costs expended by them to support the event up to the date of cancellation, and actual costs will be invoiced to the Licensee. Please note that if your event should end earlier than scheduled or if your attendance is lower than listed you will not receive a partial refund. If your event should run longer than scheduled or if the attendance is greater than listed you may be invoiced for the additional charges. Warranties: Licensor makes no warranties, either express or implied, as to the condition, fitness for any particular purpose, or any other matter concerning the Premises. The Premises is being occupied and used by LICENSEE as is based on the LICENSEE S own inspection. Insurance Requirements: The University requires public liability insurance from a carrier with a rating of A or better, and a financial rating of 7 or better by AM Best, in an amount not less than $1,000,000 for injuries, including accidental death, to any one person, subject to the same minimum for each person, in an amount not less than $1,000,000, for each accident and property damage insurance in an amount not less than $500,000, General Aggregate $2,000,000, is required. Lessee shall furnish the University a certificate and endorsement of insurance by the due date listed on the license. Certificates of insurance are acceptable as long as they are followed by an endorsement a minimum of 14 days prior to the event. The certificate and/or endorsement will include the following as additional insured: That the State of California, the Trustees of the California State University, the University and the employees, officers, and agents of each of them are included as additional insured. Additional insurance requirement information may be obtained through the License of Facilities Coordinator or Venue Operator. An insurance certificate and endorsement that meets all the University requirements must be provided at the time the license is due. The only exception is wedding photos that does not require insurance. Public Safety: Will determine if the proposed event poses any inordinate risk to the University, or if there are requirements for additional CSU police personnel. Only Cal Poly Pomona Police and Cal State University officers may be used. See the License Application Risk Assessment for additional information. Facilities Management: Will determine their costs for your event for Custodial, Grounds, Utilities, Supplies and other related costs. Parking: Please note that all vehicles must have a valid parking pass or purchase daily permits weekdays at $5.00 and weekends at $3.00 (subject to change without notice) per car/per day. Parking fees are charged Mon. thru Thur. 7:30 am to 11 pm and Friday 7:30 am to 8:00 pm and Sat. and Sun. from 7:30 am to 6 pm. This fee is not included in the license and is payable at the time of parking. When booth is closed parking permits must be purchased from daily parking dispensers located in all of the lots (see campus map for locations). Advanced payment for parking for your guests may be arranged and included in the license or through Parking Services. Parking officer(s) may also be required for your event, depending on the scope. Online form go to Food & Non-Alcohol: Environmental Health and Safety will review your requests to serve food and/or non-alcoholic beverages from sources other than Cal Poly Pomona Foundation Services. They must approve and will advise you of the requirements for Health Permits necessary to serve food and non-alcoholic beverages. Random checks to ensure permits 3

4 have been obtained and are properly displayed are routinely accomplished. Information on the requirements may be obtained through the License of Facilities Coordinator, Venue Operator, or Environmental Health and Safety. Alcoholic Beverages: The lawful sale and service of alcohol at designated campus entities (Kellogg West Conference Center, The Restaurant at Kellogg Ranch, Round Table Pizza, CTTi Books and Foundation, Inc. in specifically approved restaurant operations) only. Please note Events serving alcohol are required to use only Cal Poly Pomona Foundation services. Off-campus alcohol providers such as bar service companies or catering companies are prohibited from providing alcohol for your event on campus. Authorization to Consent to Medical Treatment for Minors: If there will be any minors (under age 18) at your event without their parent or adult guardian present at all times, an Authorization to Consent to Medical Treatment form must be completed for each minor. California State law requires that the parents or guardians of a minor name someone to act as their agent by signing a consent to treat form. The form may be obtained from the Venue Operator, Office of Student Life, License of Facilities Coordinator or Student Health Services. License Fees and Charges: The following pages contain the State University facilities that are available to license, the cost and related support charges. Charges and rates subject to change without notice. The University is required by CSU Executive Order 1000 to recover all costs in regards to the license use of State owned facilities. Disclaimer: Licensee event or function is not to be in competition with instruction offered by the university either through the regular instructional programs or through the College for Extended University. The University reserves the right to refuse use of University Facilities for events that would pose an unacceptable risk to people or property; conflict with established University Use and License of Facilities policies; or is inconsistent with established priorities. The University reserves the right to impose limits on the time, place, manner and size of an event. The University will terminate reservations for any facility during an activity if it is determined that damage is resulting from its use, or that activities are taking place which endanger the health or safety of other persons. Activities scheduled may not interfere with the operation of the University or infringe negatively in the surrounding community. Events must be conducted in a manner consistent with existing laws and University policies. At the discretion of the License of Facilities Coordinator the Facilities Use Committee may review unusual requests, large venue requests, and requests for use considered to be of a controversial nature. Reassignment of space may be occasionally necessary to accommodate the priority university programs or facility services. Such reassignment will be determined by the License of Facilities Coordinator, or designee. Rate Schedule: Note: All of the following unless noted will require a license application and license agreement. For Profit Groups/Businesses/Organizations Rate A and Direct Cost Non Profit Organizations Rate B and Direct Cost Non-profit organizations must provide a copy of their IRS 501(c)(3) documentation to include the tax ID number listed, at the time the reservation is made and the application is submitted. If not provided, the organization will be charged (rate cost A) plus all direct costs. Cal Poly Pomona Alumni Association and Cal Poly Pomona Rose Float Alumni Association Members Members that are able to provide a copy of their valid membership card at the time the reservation is made will receive a 10% discount off on the basic facilities use fee Rate A. Note: Direct Costs are costs such as Public Safety, Custodial and Grounds staff, utilities, supplies, etc. 4

5 Faculty/Staff and College or Department Rate B plus Direct Cost For faculty and staff wishing to use campus facilities and event is not related to the department. This type of use will not be counted towards the College or department limit of one event per month and will not require the College or departments approval. For Professional Organizations. Rose Garden and Gazebo: Use of these facilities for Weddings of employees children. When College or departments on campus co-sponsor more than one event per month. Direct Cost Only No Charge Each College or department on campus may co-sponsor a maximum of one event per month. No basic facility cost will be charged for a single day event. For additional dates there will be a basic facility charge at a reduced rate B. The sponsoring College or department must sign the license application to approve and provide the account number direct charges are to be invoiced or the group must sign the license and pay the charges the full amount by the due date listed on the license. For faculty and staff that wish to use campus facilities and can demonstrate the use is related to the department, space will be provided at no charge for a single day event. For additional dates there will be a basic facility charge at a reduced rate B. The department or College must sign the license application to approve and provide the account number direct charges are to be invoiced. This type of event will be counted towards the College or Departments limit of one event per month. Where the event is not sponsored by the College or department, the requesting individual is responsible for all direct cost and is required to pay the full amount by the due date listed on the license. Rose Garden and Gazebo: Use of these facilities for Weddings of employees will be at no charge for the facility. The requesting individual is responsible for all direct cost and is required to pay the full amount by the due date listed on the license. A letter signed by the University s CFO must be submitted to the License of Facilities Coordinator. Filming For filming or photography (other than weddings that are licensed) applicants must contact the Use and License of Facilities Coordinator Bob Hutchinson (909) See charges listed under Commercial Filming on campus. Note: Direct Costs are costs such as Public Safety, Custodial and Grounds staff, utilities, supplies, etc. 5

6 Chartered University Clubs/Organizations Note: For any Chartered University Club or Organization that is sponsoring an event the advisor will need to sign the application and provide the account number to be invoiced for the charges listed. The event will be counted towards the Club or Organization limit of one event per month. Rate A plus Direct Cost For events utilizing an outside organizer, with a charge for admission, participation will be considered an outside license. Large events, at the discretion of the License of Facilities Coordinator, will be approved by the University License Committee. Rate B plus Direct Cost For club sponsored events, where attendance by Cal Poly Pomona students is less than 50% of the total anticipated attendance. The sponsoring Clubs advisor must sign the license application to approve and provide the account number charges are to be invoiced. Direct Cost Only No Charge For club sponsored events, where attendance by Cal Poly Pomona students is 50% or more of the total anticipated attendance, facility space will be provided at no charge for a one day event only direct cost. For additional dates there will be a reduced charge of rate B plus direct. The sponsoring Clubs advisor must sign the license application to approve and provide the account number charges are to be invoiced. For regular club meetings, space will be provided at no charge. Space should first be arranged with the sponsoring department, school or college. Please note a Scheduled Event application must be completed. Note: Direct Costs are costs such as Public Safety, Custodial and Grounds staff, utilities, supplies, etc. CONTACTS Use & License Coordinator Bob Hutchinson (909) Fax (909) Building #98-T5-22 rdhutchinson@csupomona.edu Wedding Events & Photos Oscar H. Villanueva (909) Building #76 Kellogg West ohvillanueva@csupomona.edu Office of Student Life Anita Roberts (909) Fax (909) Building # arroberts@csupomona.edu Athletic Facilities Venue Operator Wendy Nasmyth (909) Fax (909) Building # wsnasmyth@csupomona.edu Theatre Venue Operators Building #25-106A Jonathan Bastow (909) jdbastow@csupomona.edu Fax (909) Music Venue Operator Will Wright-Hooks (909) Fax (909) Building # wwrighthooks@csupomona.edu Art Gallery Curator Quinton Bemiller (909) Fax (909) Building 35-A qpbemiller@csupomona.edu Environmental Health & Safety Staff (909) Fax (909) Building 98-B1-102 ehs@csupomona.edu 6