Event Policies/Procedures

Reservations, Scheduling and Services

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A. Reservation Scheduling Priority
The facilities of �� are available primarily for the purpose of conducting the University’s instructional program. Time, place, and manner of non-instructional events and activities shall be determined by the University in accordance with relevant statutes, policies, and procedures. Event and Conference Services (ECS) is responsible for scheduling facilities for non-instructional events and coordinating services in the best interest of the University as well as serving our primary populations—students and the campus community. The Reservation Scheduling Priority is determined in the following user category “Client” order:
- First Priority: Recognized Student Organizations and Associated Students, Inc. (ASI)
- Second Priority: Campus Groups which include: Campus departments, groups with formal campus affiliation, and campus community members
- Third Priority: External Clients which include any client that has no official affiliation with the University
B. Reservation Procedures
All requests must be made a minimum of 3 weeks in advance of the event date.

To serve the greatest number of organizations, ECS reserves the right to change any room assignment if necessary to accommodate as many reservations as possible. This will be done based on information provided about the scheduled event and setup needs.

ECS may cancel any event or modify the extent of services provided in the event of utility interruptions, campus emergencies, threat of imminent danger, in the interest of public safety, or acts of nature.

Reserving Academic Spaces

Classrooms and Computer Labs designated for academic classes are categorized as "Academic Locations" in 25Live and are subject to the First 3 Weeks Rule. These locations cannot be requested until the 4th Monday of the fall or spring semester, unless the occurrence are on a Sunday or during U-Hour. Requests submitted before the 4th Monday of the semester will be denied and a new reservation can be submitted on the 4th Monday.
- U-hour takes place on Tuesdays & Thursdays 12:00pm-12:50pm through the
  academic semester.
- On or after the 4th Monday of the semester, requests for academic locations
  during that semester will be accepted and approved in the order in which they are received. A 10-minute buffer must be included before and after any
  academic classes.
- Finals Weeks - No Academic Locations can be reserved for events during finals weeks, including events during U-Hour.
Reservation Submission Windows
- Recognized Student Organizations and ASI may submit reservation requests up to 14 months in advance of the date of the event.
- Campus Groups may submit reservation requests up to 13 months in advance of the date of the event.
- External Clients may submit reservation requests up to 12 months in advance of the date of the event.
Certain Campus Groups have priority scheduling for summer months.

Reservation Status Options
- “T��Գٲ��پ��” - reservation denotes ECS has not reviewed your request, but will do so within two (2) business days.
- “C�ǲԴھ��” - reservation means ECS has reviewed and approved your request for space. You will receive a confirmation email from an ECS scheduler when your reservation moves to “Confirmed.”
- “�ٱ�Ծ��” - reservations may be for a variety of reasons, such as but not limited to: no space availability, incomplete information provided, or reservation guideline violation.
For events spanning multiple months and/or calendar years:

Monthly Recurrence

Requests should be submitted by month, including if your event takes place on the same day of each month in the same room at the same time, it is required that the events be separated by month (i.e.: January occurrences on one reservation, February on another, etc.). Requests that do not follow these guidelines will be denied and the Client will be asked to submit a new request.

Yearly Recurrence

Events with dates spanning two calendar years should be submitted by year, including if your event takes place on the same day of each year in the same room at the same time, it is required that the events be separated (i.e.: submit 2015 events on one reservation, 2016 events on another reservation, etc.). Requests that do not follow these guidelines will be denied and the Client will be asked to submit a new request.

External Client Event Request

To request a reservation, complete an Event Request Form or email ECS. Reservation status updates and further event planning information will be emailed to the Client within two (2) business days.
- A deposit of 25% of total estimated charges is due within ten (10) business days of receipt of Event Estimate, along with signature on agreement.
- Non-payment may result in the loss of the reservation.
- The remaining unpaid balance is due one (1) business day prior to event. Variable and additional charges will be billed immediately following the event,and must be paid within thirty (30) days of invoice date.
- External Clients will be required to sign a Use of Space Agreement and provide Proof of Liability Insurance to rent facilities.
C. Campus Event Types
Meeting Only/Room Maintenance:

The Meeting Only/Room reservation is simply a space reservation and must meet all of the following criteria;
- Space must be requested through 25Live no less than three (3) business days prior to the meeting date
- Conform to established building hours
- Does not require dedicated service personnel
- Does not require equipment or campus resources
Campus Self Service

The Campus Self-Service model gives departments the opportunity to plan and coordinate events without the need for a planner. Below is a guideline for departments to follow. ECS will confirm the space location and work with department contact to create a layout that will fit the event venue. The services listed below will be provided by the campus service provider according to the department’s selection. Space for these events should be requested through 25Live.

Venues excluded from the self-service option include: The McMahan House, Kellogg Library Reading Room, USU ballroom, amphitheater, rooftop, fields and the Sports Center.

Typically, these events may include:
- Conforms to established building hours
- Set up:
  - Standard Indoor set up selection will be rounds, lecture, boardroom or classroom style
  - Standard Outdoor set up selection will be vendor, rounds, lecture or reception
  - Includes tables for catering and/or registration
  - Catering: Client will make all necessary arrangements with catering company per the campus “approved” list including: menu selection, delivery instructions for the venue location, parking permits, assure clean up post event and arrange payment directly
  - Audio Visual- IITS: Simple AV equipment to be checked out from the helpdesk to include: microphones and mic stands
  - Conference Telephone- IITS: Can be requested by calling x4530
  - Parking: Event Lots, Sponsored Guest or Standard Parking permits must be requested through the Parking portal. Lots will include generic “special event” signage for the blue sign holders based on the lot reserved. Lot attendant may be provided upon request for a fee. Pedestrian signs will not be provided.
  - Provide your chargeback number for billing
Campus Full Service

Event and Conference Services provides a service that will assure a successful and one stop event planning experience. By selecting Full Service, departments will meet with an Event Planner to coordinate all aspects of the event. The Event Planner will work with department to define the services needed to fit within the budget and campus venue. An event coordination fee will be applied to all full service events.

The following venues require an ECS Planner via the Full Service option: The McMahan House, USU ballroom, amphitheater, rooftop, Kellogg Library Reading Room, Fields and the Sports Center.

Typically, these events may include:
- University President will be speaking or attending event
- Exceeds Standard Business Hours
- Custom Set Up: Deviates from standard set up or a modified version of a standard set
- Linens, dishes, floral arrangements, market lights, entertainment or décor
- Catering: menu selection, presentation, set up/break down and logistics
- A/V Technology requires complex audio-visual equipment and/or stage lighting
- Parking: Event Lots will be processed through ECS. Lots will be assigned based on the guest count and location of the event.
  
  The cost for an Event Lot will include:
  - assigned Lot based on guest count
  - directional signs to the Lot and pedestrian signs to event location both will include the event name
  - A lot attendant may or may not be assigned for 1 hour based on the Lot location.
- Requires dedicated event planner or assistant
- UPD or CSO
- State Fire Marshall approval
- Special Event Insurance / Risk Assessment
- Alcohol /ABC License
- External Service Providers
- Request/require a policy exception
- Website and on-line registration
- On-site Registration

D. Services Provided/Fees

Self Service:

Self Service is available only to Recognized Student Organizations, ASI or Campus Departments/Groups.
Self Service provides Clients with a venue reservation with existing room equipment.
All other services, including but not limited to parking, catering, etc. are coordinated in full (including payment) by the Client.
Should the Client need day of event staff to support their event, additional fees will apply.
Reservations in The McMahan House, University Student Union or Library Reading Room includes an ECS staff member for the duration of the event.
Depending on the size and scope of the event, Self Service may not be an available option for Registered Student Organizations, ASI or Campus Groups.

Full Service:

All External Clients will receive full service, including but not limited to parking, catering, audio/ visual support, security, etc. and will incur an event coordination fee.
Recognized Student Organizations, ASI or Campus Groups requesting Full Service will be charged a Full Service Event Coordination Fee.

Fees

A. FEES

Space rental and event related fees are based on the Client’s user category, venue selected, the length of time it is reserved, and additional services requested or needed. View ECS Rate Sheet

Co-Sponsorship Fees: Depending on the nature of the relationship, a Campus Group co-sponsoring an External Client’s event may be eligible to receive the discounted Campus Group rate. A Co-Sponsorship Agreement Form must be submitted along with reservation request in order to receive the discounted pricing. A Recognized Student Organization or ASI co-sponsoring a Campus Group or External Client event may be eligible to receive the student discounted rate. A Co-Sponsorship Agreement Form must be submitted along with reservation request in order to receive the discounted pricing.

B. FINAL GUARANTEE

Final head count and final menu selection are due no later than ten (10) business days prior to your event.

C. PAYMENT POLICY

All payments must be processed in one of the following manners:

Chargeback number or project number (Recognized Student Organizations, ASI and Campus Groups)
Debit or credit cards via �� secure online payment system
Check made to �� and mailed to:

California State University San Marcos
Event and Conference Services
Attn: (Event Planner)
333 S Twin Oaks Valley Rd
San Marcos, CA 92096

*Personal checks over $500 will not be accepted. Returned checks will be subject to a $25 fee.

External Client Payments

Client is to provide a deposit of 25% of the estimated charges within ten (10) business days of receipt of the Event Estimate. An additional payment of 50% of total estimated charges is due ten (10) business days prior to the event. Non-payment may result in the loss of the reservation. Remaining balance plus any additional charges assessed as result of the event will be billed immediately following the event. Payment is due within thirty (30) days of Final Invoice. Late fees will be assessed if full payment is not made after thirty (30) days. Groups that are ninety (90) days past due on any invoice will not be allowed to make future reservations until account is cleared and any existing reservation may be canceled.

Client Payments
Payment Schedule	Payment Amount Due
Within 10 days of receiving Event Estimate	25% of total estimated charges
1 business day prior to event	Remaining balance
Within 30 days of final invoice date	Any additional charges assessed as result of event
30 + days after event	Remaining balance plus late fees

E. Insurance and Liability

Recognized Student Organizations and ASI: Student Life and Leadership require their own procedures be followed to complete a Risk Assessment Form for any student event determined to be of high-risk. Please refer to your SLL or ASI advisor for guidance on necessary information and timeline for completing the form.

Campus Group: At the discretion of ECS, events determined to be of high-risk must acquire Special Event Insurance. To obtain a quote for Special Event Insurance from ��, please contact your ECS planner.

External Clients: Must sign a Use of Space Agreement and provide Proof of Liability Insurance to rent facilities. Endorsement of Additional Insured must name the State of California, Trustees of the California State University, California State University San Marcos, and each of their officers, officials, employees, authorized representatives, agents and volunteers, the “University” as additional insureds and carry a general liability limit of no less than two million dollars ($2,000,000) per occurrence and four million dollars ($4,000,000) aggregrate. Workers Compensation Insurance and Vehicle Liability Insurance may also be required if applicable. A copy of the Certificate of Insurance must be on file with ECS no later than ten (10) business days prior to event.

If you cannot provide insurance as required, Special Event Insurance must be purchased at an additional cost. For insurance question or to obtain a quote for Special Event Insurance, contact your ECS planner. Home owner’s insurance is not acceptable.
F. Change Fees
The scheduling of resources needed to support successful events often begins well before the actual event and is based on information provided to ECS by the Client. Last minute changes often require changes to staffing levels, scheduled work hours, work flow, work assignments, or building systems programming. These changes require additional coordination outside of normal procedures to make sure all information is passed on to appropriate staff. Therefore, it is important that any changes to an existing reservation be communicated to ECS staff within the timelines outlined below.

Changes can be made up until five (5) business days before event. Any change(s) made after this deadline will incur a Change Fee plus the cost of requested items. Changes to existing reservations that are requested less than five (5) business days prior to event may not be possible. Some changes may require additional staff or work hours that might not be available within the requested time frame.

Types of changes that would incur a fee if requested less than five (5) business days before the event include, but are not limited to:
- Substantial room setup style changes
- Addition of any service and or equipment not previously requested

G. Cancellations

The scheduling of resources needed to support successful events often begins well before the actual event and is based on information provided to ECS by the Client.

Cancellation of a reservation must be made by the primary contact or an authorized person designated at the time the reservation is originally requested. Cancellation notice must be given in writing to ECS.

Cancellation Info
Cancellation Timeline	Amount Due
30+ days prior to event	External Clients: 10% of total estimated charges
Less than 30 days prior to event	External Clients: 25% of total estimated charges
Less than 10 business days prior to event	External Clients: All payments madeAll Other Clients: 50% of total estimated charges

General Usage Guidelines

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A. Additional Policies
Additional policies may apply, depending on venue.
B. Alcohol

�� is not licensed to purchase, distribute, or sell alcohol. Alcohol is not permitted on the �� campus without a completed and subsequent license from the California Department of Alcoholic Beverage Control if applicable. An Alcohol Approval Form must be completed and submitted eight (8) weeks prior to the event; your ECS planner will assist in the process of routing this form for appropriate signatures. Please refer to the for further information.

All alcohol must be provided by a third party beverage vendor. �� requires that only approved campus vendors be used for food, beverage and alcohol service. Please refer to the �� Corporation Approved Caterers.
C. Audio-Visual Equipment
�� provides basic, smart technology instructional media equipment such as LED monitors, LCD projectors, screens, and computers with audio capabilities. Additional audio-visual items are available at extra cost. Complex events requiring AV support will be charged the hourly rate for the support staff (2 hour minimum). Please contact ECS for availability and pricing. Clients and/ or performers who wish to use their own audio-visual equipment must notify ECS at least ten (10) business days in advance of event. An equipment test may be necessary to ensure compatibility and must be scheduled prior to the event. ECS assumes no responsibility for equipment brought into the facility. Audio-visual equipment belonging to �� may only be used on �� premises.
D. Custodial Services and Excessive Cleaning
ECS provides basic custodial cleaning services in both the public and private access areas of our facilities. Cost recovery for excessive cleaning may be assessed if the facility and/ or its contents are left in a manner other than how it was provided to the Client. The Client is responsible for reasonable cleanup of the facility after use of food, beverages, and/ or other materials. Excessive cleaning includes but is not limited to: clearing of excessive trash, boxes, removing flyers, directional signs, cleaning up spills or leftover food. Cost recovery for excessive cleaning may be assessed in advance of the event if extra cleaning or maintenance is anticipated. ECS reserves the right to charge all expenses to the Client for all cleaning situations deemed as being excessive.
E. Damages
ECS reserves the right to ensure �� facilities and/ or equipment are used and maintained properly. Accidental damages to �� facilities and/ or equipment will be handled on an individual case basis. For intentional damages to �� facilities and/ or equipment, individuals responsible for such damages will be responsible for all replacement costs including materials and labor associated with returning an item back to its original state.
F. Decorations

All décor must be constructed of non-flammable materials. To ensure safety and guard against property damage, and/or personal injury, decorations may not obstruct entrances and exits and must allow for emergency egress at all times. Decorations cannot cover emergency signs, fire lanes or exits, or be posted in elevators or stairwells.

Posters and signs may not be placed on �� facilities or campus grounds without prior permission from ECS. Painters tape is the only accepted fastening material. Scotch tape, nails, pushpins or potentially damaging fasteners (staple guns) may not be used to hang signs or other materials. Confetti, glitter, rice, and shredded tinsel are not permitted. Use of these materials will result in cost recovery for excessive cleaning.
G. Event and Conference Services Staff

ECS may require, and will arrange for, staff to support any event hosted on campus. This includes audio-visual, operations, event coordination, and/ or event support staff. Due to the nature and complexity of an event, or if required based on the facility, staff may be required as an additional labor cost to the Client. ECS staff are scheduled to the event one hour prior to the event access time until one hour after the scheduled end of the event OR the time the last person leaves in order to secure the facility. Please contact ECS for information.

At least one (1) ECS staff member is required for all events held at The McMahan House.

For events scheduled outside of regular facility hours, ECS staff are scheduled and charged to the event starting one hour prior to the event access time until one hour after the scheduled end of the event OR the time the last person leaves the facility. The Client is responsible for (in addition to any charges for facilities or services rendered) all costs of the extra hours of operations, including labor, utilities, and supplies.
H. Food/ Beverage Policy

�� requires that only approved campus vendors be used for food, beverage and alcohol service. Please refer to the �� Corporation Approved Caterers.

The expectation is that rooms will be left as clean as they were found upon the Client’s arrival. Cost recovery for excessive cleaning may be assessed to events at which food is served and proper cleanup is not completed. ECS may require the use of additional trash receptacles at a cost to the Client, depending on the size and complexity of your event to ensure facility preservation. If you are a recognized student organization or campus group and require ECS assistance securing and coordinating catering, an event coordination fee will apply.

Food is not allowed in classroom space unless prior, explicit authority is granted by ECS.
I. Parking

�� parking is enforced 24 hours a day/ 7 days a week.

Self-Service Clients: Clients are responsible for securing necessary parking permits or parking lot reservations from Parking and Commuter Services to accommodate their guests. For parking options and current permit prices, please refer to the Parking and Commuter Services website.

External Clients and Full Service Clients: Parking may be included in your Event estimate, ECS will secure necessary parking accommodations and directional signage for your event.
J. Open Flame

In order to avoid triggering the fire suppression systems, open flames and the burning of any material are strictly prohibited within all indoor areas. To ensure safety and guard against property damage, and/ or personal injury, decorations may not obstruct entrances and exits and must allow for emergency egress at all times. Decorations cannot cover emergency signs or exits, or be posted in elevators or stairwells.

Upon approval by the Director of ECS or designee, open flames may be permitted in exterior spaces, provided it is ten (10) feet or more from entrances and overhangs. Sterno candlelamps for the sole purpose of heating a chafing dish are allowed, but require direct and constant supervision. See �� campus policy regarding Open Flame on Campus.

Fog/ smoke machines or related equipment which may activate fire alarms are prohibited in indoor spaces. ECS reserves the right to deny use of equipment and equipment providers.
K. Security

ECS, in consultation with the �� Police Department, reserves the right to require Community Service Officers and/ or private security for your event dependent on factors such as: nature of event, duration of event, expected attendance, and/ or presence of alcohol. Client is responsible for all direct staffing costs associated with the use of security. Client may make separate arrangements for security, pending UPD approval. Contact ECS for further details.

Per , toy weapons or replicas are strictly forbidden from campus.
L. Set-Up Configurations
�� offers an array of rooms that provide some fixed and some flexible set-up configurations, based on code compliance and equipment inventory. Clients will not be charged for standard room configurations. ECS may be able to provide alternate furniture arrangements for rooms dependent upon time and labor availabilities. Custom set-up configurations in any room will be granted on an as available basis. Dependent upon configuration, pre-approval may be needed by State Fire Marshal. Set-up configurations must remain in the same order as when you arrive and also as pre-determined in the reservation. The moving and/ or changing of furniture inside �� facilities is strictly prohibited.
M. Smoking and Tobacco Products
In accordance with �� Smoking Policy, smoking is prohibited anywhere on campus.
N. University Building Hours

Each facilitity has varing operating hours. Your event planner will help assess if an event will be after hours.

All �� facilities are closed on campus holidays and during campus closures. For a current list of observed holidays, please visit the �� Holiday Calendar.

All outdoor activities must comply with City of San Marcos noise ordinance restrictions. Amplified sound may not be audible at a distance of fifty (50) feet from any place in which it is located during the hours of 10:00 PM and 7:00 AM Monday through Friday, and between the hours of 11:00 PM and 7:00 AM Saturday through Sunday.

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