Campus Hosted + Sponsored Events

Planning Steps

• Fill out an Application for Lease
• Submit your reservation on 25Live and share the reservation number with CES for billing purposes. It will be your responsibility to keep CES updated with changes or additional reservations.
• Designate your campus host and submit a signed Designated Hosting Agreement Form to spacerentals@humboldt.edu see responsibilities below
• Secure a Certificate of Insurance from the group you are hosting
• Work with CES to get your campus Facility Lease signed by the correct person for the group you are hosting
• Keep CES updated with any changes to your event to ensure the lease and 25Live reservation stay up to date
• Fill out a Wifi Access Request if necessary
• Submit a Key Order from FM at least 2 weeks ahead of your event
• Set up Catering with Campus Dining if necessary
• Work with Parking if necessary
• Send all pre-event email information including campus maps, parking rules and pay station locations etc. 

• Must be present and available during the event in its entirety. (This person would be responsible for any others that are then assuming this role during the event.)
• Point of Contact (POC) for any questions or issues that arise during the event (including planning and follow up post-event); person designated to call for additional campus support in case of emergency such as UPD, FM, etc. This includes providing a phone number for contact in case of emergencies with a guaranteed response time of no less than 20 minutes.
• Prior to any advertising or publicity of such event, you must receive approval and confirmation of requested space use from CES.
• Working with CES on external lease agreement; application, quote and final agreement in place, if applicable.
• Coordinating and overseeing that space is set up to requestors needs.
• Ensuring facilities are open and available during the event; requesting keycards for access at least 5 working days prior to event if needed and that space is secured at the end of reserved time.
• Ensuring use is limited to reserved time.
• Coordinating any other special needs or requests for the event such as audio/visual equipment, ensuring personnel operating equipment receives appropriate training to operate (hy-flex, etc).
• Overseeing that campus policies and procedures are being appropriately adhered to for the facility use at all times.
• Ensuring that requirements for any overnight events in housing are met.
• If hosting Minors under the age of 18 that are not matriculated Students, please contact Risk Management for more information.

All Events including Internal University, Hosted/Sponsored and External will be responsible for additional direct costs above and beyond baseline services as well additional equipment, services, or labor as required by the facility or requested by the user.

Additional direct costs above baseline services may include, but are not limited to labor, equipment, and services, as required by the facility or requested by the use; for example:

• Custom setup (ex. round table layout in Goodwin Forum $160 fee)
• Additional support labor (ex. set up/take down outside of standard space configurations and/or assistance setting up rented furniture items such as tables and chairs/tents - labor to be reimbursed, 2 hr. min ($50)
• Equipment fees (ex. request for additional tables/chairs or audio-visual equipment to be brought into space)
• Stage 8'x8' or 8'x16 ($150 rental fee includes labor to install and take down)
• Floor covering ($1,000 fee includes labor to install gymnasium or stage floor coverings as required by facility)
• Security and/or parking services - labor costs to be reimbursed
• Hosting and/or technical support (ex. any event in JVD requires theatre technical staff be present - labor costs to be reimbursed)
• Additional support services above baseline or outside of normal business hours such as refuse&recycling, grounds, custodial, distribution, and access/locksmith (ex. Any event that requires an additional custodian for a large scale event)
• Fire marshal application fees ($250 fee for external and hosted/sponsored events)
• Damages and Excessive cleaning.
• All events may be subject to service fees such as cancellation fees for reimbursement of services and labor incurred prior to the cancellation notice,

Internal users will only be billed for facility use charges and direct costs that total $100 or more combined per event.

Hosting is generally defined as a person being available during the reserved time to ensure access is granted and space is secured at end of reserved time, technology equipment is operational (if applicable), space is set up to requestors needs, that campus policies are being appropriately adhered to or the space is being utilized within the contract specifications (if applicable), to ensure use is limited to reserved time, to serve as the main point of contact and to call for additional campus support in case of emergency such as UPD, FM, etc. 

A host is required for all special events. A special event is generally defined as any event held on university property which is not a regularly scheduled class, classroom exercise, event, function or activity intended for university students as part of their educational experience; which is intended for entertainment purposes, fundraising, income purposes, sports, or intended for the general public.

The level of hosting services required may vary depending on location and by event and is subject to approval by the Associate Vice President of Campus Resilience and Response.

INTERNAL EVENT 

Department is required to comply with and accept responsibility for the following requirements:

• Department staff or faculty must be present and available during the event in its entirety.
• Point of Contact (POC) for any questions or issues that arise during the event (including planning and follow up post-event).
• Identifying and reserving space in 25Live & submitting the event request and receiving approval, prior to any advertising or publicity of such event.
• Coordinating and overseeing that space is set up to the department's needs.
• Ensuring facilities are open and available during the event; requesting keycards for access at least 5 working days prior to event if needed and that space is secured at the end of reserved time.
• Ensuring use is limited to reserved time.
• Coordinating any other special needs or requests for the event such as audio/visual equipment, ensuring personnel operating equipment receives appropriate training to operate (hy-flex, etc).
• Overseeing that campus policies and procedures are being appropriately adhered to for the facility use at all times.
• Ensuring that requirements for any overnight events in housing are met.
• If hosting minors under the age of 18 that are not matriculated students, please contact Risk Management for more information.

 UNIVERSITY HOSTED/SPONSORED EVENT

An approved University Hosting Agreement is required for all hosted/sponsored events. University hosted/sponsored events consist of events that are being hosted by Internal Users in coordination with external groups as part of recruitment or community engagement and/or collaboration efforts. Although the University maintains a relationship with the community or outside organization, hosted events are not University events. 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, and the logistical arrangements of the event.  University hosted/sponsored events must comply and accept responsibility for the following:

1. Event has been approved by the appropriate Vice President or by the Dean of the college having jurisdiction over the sponsoring unit, or by another authorized official.
2. These events require a facility lease contract and event liability insurance.
3. Identifying and reserving space in 25Live & submitting the event request and receiving approval, prior to any advertising or publicity of such event.
4. If the external organization/association doesn’t pay their invoice, the hosting department is responsible for any outstanding payments and amounts due to the University.
5. A paid Cal Poly Humboldt professional staff/faculty member must be designated as host for the event and accept responsibility for overseeing the following requirements:
   1. Must be present and available during the event in its entirety. (This person would be responsible for any others that are then assuming this role during the event.)
   2. Point of Contact (POC) for any questions or issues that arise during the event (including planning and follow up post-event); person designated to call for additional campus support in case of emergency such as University Police Department, Facilities Management, etc. This includes providing a phone number for contact in case of emergencies with a guaranteed response time of no less than 20 minutes.
   3. Identifying and reserving space in 25Live & submitting the event request and receiving approval, prior to any advertising or publicity of such event.
   4. Working with Conference & Event Services (CES) on external lease agreement; application, quote and final agreement in place, if applicable.
   5. Coordinating and overseeing that space is set up to requestors needs.
   6. Ensuring facilities are open and available during the event; requesting keycards for access at least 5 working days prior to event if needed and that space is secured at the end of reserved time.
   7. Ensuring use is limited to reserved time.
   8. Coordinating any other special needs or requests for the event such as audio/visual equipment, ensuring personnel operating equipment receives appropriate training to operate (hy-flex, etc).
   9. Overseeing that campus policies and procedures are being appropriately adhered to for the facility use at all times.
   10. Ensuring that requirements for any overnight events in housing are met.
   11. If hosting minors under the age of 18 that are not matriculated students, please contact Risk Management for more information.

EXTERNAL EVENT

For any event held on campus by way of facilities lease/agreement, a Conference & Events Services (CES) host is generally required. Costs associated with hosting services will be billed to the external user.

Room reservation requests should fall within the scheduled building open hours that can be found on the Facilities Management Website. All University facilities are locked on campus holidays (gold days on the Campus Green and Gold Calendar) and during campus closures, such as the day/weekend after Thanksgiving or in the case of an unforeseen emergency.  Activities and events are generally not permitted to be scheduled on holidays or campus closed days, regardless of personal access credentials. Most University spaces are unlocked during normal business hours. Some buildings/spaces have extended hours and weekend availability, but others are locked during this time.

When requests are made in 25Live for use of closed/locked space, the following criteria apply:

1. Use of locked space will be allowed without further review if the request does not require campus services (such as custodial, lock/key, dining, Conference & Event Services (CES) setup, etc), and the requester is an “Internal University User” (see section II A above) and already issued access credentials to the space (keycards, keys, etc)
2. In all other cases, use of locked space wilI require a special exception, as outlined below.

A request for exception for facility use outside of building open hours as outlined in case 2 above, must be approved by the division administrator and VP of Administrative Affairs prior to a reservation request being approved. If the event is approved, the department will be responsible for reimbursing all direct costs for service labor, including holiday or overtime pay, and services incurred as a result of the event occurring when buildings are not open.

Building Hours

NEW Campus Locking Plan

Event Exception Form