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Terms and Conditions

  1. Campus space requests for special events must be received via the Request to Use University Facilities Form at least two weeks in advance of the event. For non-university groups, the Request to Use University Facilities Form must be received at least 40 working days prior to the event along with the required proof of insurance, after advisement that the space has been tentatively scheduled for your event. Space Management is designated to determine and authorize appropriate use of University facilities.
     
  2. Event sponsorship by a campus program or department implies that the space request is for a University event. The campus program or department assumes responsibility and liability for the event. The department agrees to give Space Management a chartstring in advance and pay for all charges. A department representative may be required to provide event supervision. If it is determined that the event is not a University sponsored activity, the policies governing non-university requests are required.
     
  3. Facilities must be reserved prior to the arrangement of supporting services. After the services have been requested via the request form, the customer should arrange specific details of the required services directly with the service departments. For custodial, grounds, tables and chairs, and electrical services, call (916) 278-6242 ; for media services, call (916) 278-5760 ; for campus police services, call (916) 278-6851 . Estimated service charges may be adjusted to actual cost after the event. The customer accepts responsibility for payment of all event charges which may include charges for energy use and for cleanup. Parking, Foundation, and Ticket services are arranged under separate agreements. If allowed by University Enterprises , the sale and dispensing of food from donated sources or off campus vendors requires a County Health permit and compliance to all County Health and Sac State policies. All facilities meet Americans with Disabilities Act requirements and related Federal and State laws. Customer is responsible for additional accommodation.
     
  4. The customer is responsible for returning facilities to their original condition and will be charged after the event for extra cleanup, damages, and losses. Classrooms reserved for events include the existing furniture. Moving furniture in or out of classrooms to accommodate activities is not permitted.
     
  5. An events manager may be required to unlock and lock doors and/or to coordinate services during the event. This will be determined at the time the reservation is made. Space requests for the stadium and athletic facilities require the services of an events manager.

    6. For Non-university Space Requests Only:  

  6. Space reservations with fees totaling $100.00 or less, must be paid prior to the event. Other requests require a 50% minimum deposit or as quoted. Rental and service fees will apply and must be paid. Remaining balance is billed after the event. MAKE CHECKS PAYABLE TO CSUS. IF DEPOSIT IS NOT RECEIVED PRIOR TO THE EVENT, THE CONFIRMED RESERVATION IS NULL AND VOID.
     
  7. When fees are involved, only one request for change(s) to original confirmed reservation will be honored without charge. To cover administrative/business services costs, a fee of $10.00 or 10%, whichever is less, will be charged for each additional request for change(s). A change is defined as an addition or even exchange of facilities, dates, services, times, etc., and does not include cancellation of facilities, dates, or services when fees are affected.
     
  8. CANCELLATION OF FACILITIES, DATES, SERVICES, AND /OR EVENTS: A non-refundable cancellation fee will be charged to cover administrative/business services costs in the following manner:
     
    1. No charge for cancellation up to two weeks in advance of event.
       
    2. Ten percent (10%) of total billing for cancellation six to ten working days prior to event.
       
    3. One third (1/3) of total billing for cancellation up to five (5) working days prior to event with the following exception: if notice of cancellation is not given at least one (1) full working day in advance of event, no refund will be made. There will be no refunds after the event for unused space or services.
       
  9. A contract is required for all use of facilities by community groups and requests which the Office of Space Management deems necessary to have a contract. Compliance with the contractual terms and conditions is required. THE CONTRACT MUST BE SIGNED AND INSURANCE REQUIREMENTS MUST BE MET AND RECEIVED PRIOR TO THE EVENT OR THE CONFIRMED SPACE RESERVATION IS NULL AND VOID. Please contact (916) 278-7233 concerning insurance requirements for event sponsors and for approved non-university vendors or visit Risk Management and (916) 278-7322 for contracts information.
     
  10. The University does not permit the use of the Sacramento State name, pictures, logos, or titles, on the brochure of a private or public agency advertisement when the use of such pictures, logos, or titles would imply sponsorship or active cooperation of the University in the activity. All sign postings must be approved by Facilities Services, 278-6242 .
     
  11. The LESSEE agrees to defend, indemnify and save harmless California State University , Sacramento , its Trustees, officers, agents, and employees, from all claims, costs, loss, damage, or liability arising from the negligence of the LESSEE. LESSEE also agrees to pay for all use charges and any damages to the University's property arising from the LESSEE'S occupancy of the property.
     

07/08