Campus Event Guidelines

II. Event Types

Events held in University facilities generally fall into three categories of use: Internal Events, Sponsored Events, and External Events (see Section IV for full definitions and criteria).

• Internal Events are planned and executed by University departments, recognized student organizations, auxiliaries, and other campus units.
• Sponsored Events are jointly coordinated with external organizations for recruitment, collaboration, or community engagement.
• External Events are hosted by organizations with no University affiliation.

Reservations for all event types are generally processed on a first-come, first-served basis, subject to the space category guidelines described in Section III.

Institutional Priority Events (see Section IV.A.1) are exceptions to this general rule. Because of their scale and significance, these events may be scheduled up to 36 months in advance to ensure availability of critical locations.

IV. Facility User Categories & Event Types

A. Internal Events

Planned, coordinated and executed by University units, departments, college organizations, recognized student organizations, IRA-funded programs, self support, or auxiliary organizations.

Criteria

• Developed, controlled, and staffed by University employees or subcontractors acting within the scope of their employment and/or recognized student organizations or other officially sanctioned student groups;
• Events must be identified and promoted as University events;
• Income/revenues, if any, are paid directly to and disbursed by a University entity, in accordance with University and CSU regulations; and
• All surplus revenues are disbursed to University departments, programs or accounts, to further the University's educational purpose.

Examples: University-affiliated camps and clinics, department meetings and welcome back events, clubs fairs, career fairs.

Internal Event Hosting Requirements (Applicable to Certain Internal Events)

• Applies only to internal events advertised to or encouraging attendance by the general public (unless exempt as regular University operations).
  • Exemptions: Events that are part of regular University operations, such as quad activities, campus priority events, Athletic games, Dance, Music & Theatre and Cal Poly Humboldt Presents performances, Outdoor Adventures courses, Rec Sports clubs & drop-ins, various University camps, library-hosted events, Natural History Museum events and Advancement activities.
• Requires prior approval from the Dean or Vice President with jurisdiction over the internal unit, the Director of Student Life for Recognized Student Organizations (RSO) events, or the Associated Students Director for AS events and a completed University Hosting Agreement (Internal Events).
• The hosting unit or organization must designate the employee who is responsible for the Internal Event and for compliance with all University policies.
• The responsible employee must be present for the duration of the event and serve as point of contact.
• Advertising in all forms must identify the sponsoring department or organization and the responsible employee.
• The Hosting Agreement formalizes these requirements and must be submitted to CES at ces@humboldt.edu before advertising or otherwise encouraging general public attendance.

Fees

• No facility fee.
• Direct costs related to additional services (e.g., overtime to support events not during building open hours, equipment, labor as required by the facility or requested by the user) are charged when totals exceed $100 per event.

Employees and students may not reserve space on behalf of another organization or conduct personal activity.

A.1. Institutional Priority Events (Specialized Internal Category)

Institutional Priority Events are a subset of Internal Events that are annual, high-impact activities critical to the University operations. They receive scheduling precedence and may be scheduled up to 36 months in advance (minimum 24 months recommended).

Examples & Priority Locations:

• Orientation and Week of Welcome—RWC 202 (West Gym) FGYM 250 (Forbes Gym), JVD Theatre, SCIB 133, SCIB 135, SH 108, 109, 110 & 117, Category B spaces
• Campus-wide Recruitment & Preview Events—JVD Theatre, RWC 202 (West Gym), FGYM 250 (Forbes Gym), FH 118 & 125, GH 215, GH 218, HGH 226, SCIB 133 & 135, and SH 108, 109, 110 & 117, Category B spaces
• Campus-wide Commencement—Redwood Bowl, Lumberjack Arena, RWC 124, 125, 126 & 202, KA 102, 104 & 106, 202A, 202B, 202C, Category B spaces
• Lumberjack Weekend (Homecoming)—Redwood Bowl, JVD Theatre, Category B & C spaces
• Sanctioned NCAA Athletic Competitions—Redwood Bowl, College Creek Field, Upper Playing Field, Lumberjack Arena
• DMT and CPHP Performing Arts Productions—JVD Theatre, Gist Theatre, Fulkerson Recital Hall
• Senate and Senate Subcommittee Meetings—NHE 102 (Goodwin Forum), NHE 106
• President’s Office Initiatives—In consultation with the impacted areas.
• Scheduled facility maintenance—Where exclusive/restricted space access is required

Additional Provisions

Category A spaces scheduled prior to the academic course import may be reassigned if required to accommodate classes with no viable alternative. CES will work with affected parties to identify suitable alternative space.

• If a scheduling conflict arises with an academic course with no viable alternative, the Vice President for Enrollment Management & Student Success (or designee) will determine the final assignment after consultation with impacted parties.
• Determination of which events are considered institutional priority events will be made by the VP of Enrollment Management & Student Success (or designee).
• Facility and services charges are waived, but units must avoid placing excessive burden on University resources.

B. Sponsored Events

Events coordinated jointly with external groups for recruitment, engagement, or collaboration.

Criteria

• The University may derive some benefit from holding the event on campus or from affiliation with the organization associated with the event, but the organization, and not the University, is primarily responsible for determining the content, agenda, logistical arrangements, and costs for the event.
• Although the University may have a relationship with the community or outside organization, sponsored events are not University events.

Examples: Academic society conferences, youth sports camps co-run with external partners, NorCal Honor Bands and Choirs.

Sponsored Event Requirements

• All Sponsored Events must have a designated University sponsoring department. The sponsoring department is responsible for ensuring compliance with University policies and procedures throughout the planning and execution of the event. University Hosting Agreement (Sponsored Events)
• Sponsored Events require VP/Dean approval, Sponsored Event Agreement, facility lease, and liability insurance.
• A University employee from the sponsoring department must be designated in advance as the responsible employee for the event. This individual must be present and serve as the point of contact for the event.
• If an external organization fails to pay its invoice after standard billing and collection procedures have been followed, the sponsoring department may be responsible for unrecovered costs directly attributable to the event.

Fees

• 50% facility fee reduction with Sponsored Event Agreement.
• Greater reductions only in exceptional cases, with VP of Administration & Finance approval. ○ Submit completed Request for Further Reduction of Facility Use Fees to Conference & Events Services (CES) at ces@humboldt.edu, which will route for approval by VP of Administration & Finance.
• Direct costs for additional equipment, services, or labor (as required by the facility or requested by the user) are billed in full.

C. External Events

Use by outside organizations with no official University affiliation, or by individual persons.

Criteria

• Allowed only when aligned with the University’s purpose and when space is not required for University programs.
• Eligible uses include nonprofit groups using campus spaces for charitable, civic, community, cultural, or educational purposes.
• For-profit events may be permitted only when they are consistent with the University’s clear purpose or provide a clear, demonstrable benefit to the University. Examples include professional conferences, training programs, activities by for-profit educational organizations, or fundraising events in support of University programs.
• Political activities (forums, debates, voter education) may be permitted if compliant with University policy and applicable laws
• Political fundraising and events for personal/private financial gain are strictly prohibited.
• The Vice President for Administration & Finance has the authority to approve exceptions where appropriate.

Hosting Requirements

• A CES host is generally required for External Events. Associated costs billed to the user.

Fees

• Full facility rates apply.
• Government partners and local 501(c)(3) nonprofit youth groups or schools will receive a 50% discount for up to six (6) uses per academic year (July 1-June 30).
• Exceptions to the six-use discounted limit for special events that provide an opportunity for youth to engage, perform, or compete on the campus, such as championship or playoff games may be granted.
• A “use” is defined as all reserved spaces on a single day; multi-day reservations count as one use per day.

D. Co-Sponsored Events

Events that divide responsibility between University units and external organizations for planning, logistics, staffing, finances, or revenue-sharing are considered Co-Sponsored Events.

Co-Sponsored Events are not permitted because they create ambiguity in accountability for planning, content, logistics, costs, and liability.

Any arrangement in which an external group retains primary responsibility for, or operates independently in, advertising, registration, or revenue collection, while the University provides facilities, staffing, or logistical support, will be classified as an External Event, subject to facility use agreements, fees, and insurance requirements.

For clarity:

• To qualify as an Internal Event, the University must have full control and responsibility for all aspects of the event, including promotion and revenue.
• To qualify as a Sponsored Event, the external organization retains primary responsibility, and the University only provides affiliation/sponsorship—not shared management.

The University, through the President and/or his designee, reserves the right to decide which activity may or may not be held on campus, as well as the right to reduce or waive the listed charges.

VI. Facility Use Charges & Services

Charges are based on user type, venue, duration, and services required. Fees are detailed in the Facilities Pricing Schedule (Appendix A).

Facility Use Charges

The base rate reflects the standard cost of using University facilities. This charge covers:

• Routine operating expenses (utilities, building maintenance, depreciation, etc).
• Baseline Services, which are included in the facility use charges during regular business hours:
  • Custodial
  • Refuse & recycling
  • Distribution - table & chair delivery
  • Standard room/space set up
  • Use of existing A/V equipment in space
  • Building/space access

Additional costs

Services that go beyond the baseline may incur additional charges, depending on the specific requirements of the event. These may include, but are not limited to:

• Regulatory & Compliance
  • Fire Marshal application fees (external and hosted events)
  • Security (as required by UPD) and/or parking services
• Space & Facility Modifications
  • Custom set-ups (layouts deviating from standard)
  • Stage rental (includes labor for installation/removal)
  • Floor coverings (gym or stage protection, with labor)
• Equipment & Utilities
  • Equipment rental (e.g., audio-visual, additional tables/chairs)
  • Utilities or telecommunications fees (when directly related to use)
• Labor & Support Services
  • Additional support labor (e.g., set-up for rented furniture/tents)
  • Hosting and/or technical support (including coordination)
  • Expanded service levels: Refuse/recycling, grounds, custodial, distribution, locksmith, overtime or services exceeding baseline levels
• Cleaning & Maintenance
  • Excessive cleaning (beyond the normal cleaning conducted) - two (2) hour minimum

Service Fees

• Administrative Fee: A 10% administrative fee will be applied to the total charges for all external and sponsored events. This fee supports the administrative costs of processing inquiries, managing intake and scheduling, coordinating with community partners, and facilitating lease agreements.
• Cancellation Fee: A $50 fee will be assessed for cancellations made with less than two (2) business days’ notice for reservations requiring additional services or a custom layout, in addition to any costs already incurred. Exceptions may be granted in cases of inclement weather or emergency situations. External Users are subject to the terms of the lease agreement.
• Damages: Users are responsible for all costs of repairing or replacing damaged facilities, furnishings, or equipment, regardless of the source of such damage. Repeated misuse may result in charges and/or loss of scheduling privileges.

Discounts & Waivers

Eligibility for discounts and waivers is based on the user category (see Section IV).

• Internal Events: No facility fee; direct costs only if $100 or greater per event.
• Institutional Priority Events: Facility and service fees waived, though excessive burdens on University resources should be avoided.
• Sponsored Events: Receive a 50% reduction in facility fees with an approved Sponsorship Agreement. Greater reductions may be granted only in exceptional cases with approval from the Vice President for Administration & Finance. Direct costs are billed in full.
• External: Full facility rates apply. Government partners and local 501(c)(3) youth nonprofits or schools will receive a 50% facility fee discount for up to six (6) uses per academic year (July 1–June 30). Exceptions to the six-use discounted limit may be granted for special youth events (e.g., championships). A “use” is defined as all reserved spaces on a single day; multi-day reservations count as one use per day. Direct costs are billed in full.
• Community Partnerships In recognition of the important role local community organizations play in supporting student learning and University activities, the University may consider reciprocal use arrangements. ○ Community partners who provide in-kind access to their facilities or resources for University events, classes, or performances may be eligible for reduced facility fees when using University spaces.
  • All reciprocal arrangements must be documented through a MOU and approved by the Vice President for Administration & Finance, in compliance with CSU Executive Order 1000.
  • Direct costs are not subject to reduction and will be billed in full.

VIII. Contact

For questions, reservations, or support: contact Conference & Event Services (CES) at ces@humboldt.edu or visit the Conference & Event Services website.