University Union, Inc. Reservations

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TABLE OF CONTENTS Quick Links

				I.	RESERVATION INFORMATION
					A.	Priority Reservation Groups

				II.	RESERVATION PROCEDURES
					A.	Group 1 Organizations
					B.	Group 2 Organizations
					C.	Group 3 Organizations
					D.	Waivers
					E.	Special Events
					F.	Set-ups
					G.	Event Equipment
					H.	Extended Building Hours
					I.	Additional Personnel Fees
					J.	Security
					K.	Ticket Sales
					L.	Display Case
					M.	Banner Space
					N.	Reservation Confirmation
					O.	Cancellation
					P.	Miscellaneous
					Q.	Health, Safety, and Campus Order
					R.	Insurance

				III.	FOOD SERVICE
					A.	Catering
					B.	Alcoholic Beverages

				IV.	POLICIES
					A.	Smoking Policy
					B.	Candlelight Policy
					C.	Decoration Policy
					D.	Posting Policy

				V.	PARKING INFORMATION



University Union, Inc. RESERVATION POLICIES & PROCEDURES

	I.	RESERVATION INFORMATION

		Scheduling of all University Union facilities and equipment and non-academic use of the facility is arranged through University Union Reservations.

		All functions scheduled in the University Union are subject to approval by the University Union Executive Director or designee.

		*Reservations are scheduled on a first-come, first served* basis.**

				1.	GROUP 1
					A.	Recognized Student Organizations in good standing, as defined by Student Life Programs.
					B.	Associated Students, its Board of Directors, committees and sub-committees.
					C.	University Union, its Board of Directors, and Committees.

				2.	GROUP 2
					A.	CSUEB Academic / Administrative Departments
					B.	CSUEB Auxiliary Organizations
					C.	University Union Commercial Tenants

				3.	GROUP 3
					A.	Off-Campus Organizations
					B.	Individuals

	II.	RESERVATION PROCEDURES

		All Groups may request to make reservations online at www.csueastbay.edu/uu/reservations.

		Reservation requests for the following quarters will only be accepted after the dates indicated below (no more than two quarters in advance). Requests submitted prior to dates posted will not be accepted.

			Date of Reservation:				Beginning Request Date:
			Summer Quarter '06 (Jun. 19 - Sept. 25)				January 3, 2006
			Fall Quarter '06				March 27, 2006
			Winter Quarter ’07				June 19, 2006


		All evening events occurring outside normal operating hours with the approval of the Executive Director cannot extend past 10:00 PM. No organization or department may reserve space on behalf of another group. Groups may not sell, sublease, or transfer their reservation to another group. In order to avoid operating and personnel charges, reservations must conclude at the scheduled close of the building.

		All groups receive the following complimentary services at no charge:
		Room rental standard set-up (see Set-ups) One head table and one registration table Table for food (no table skirt)

		A. GROUP 1

		Reservations from recognized student organizations must be initiated and confirmed by an authorized representative of the organization. Reservations are considered tentative until all approvals are obtained and the signed quote form is returned to University Union Reservations.

		Recognized Student Organizations are required to contact Student Life Programs in SSH 1351 if one or more of the following is planned to occur:
		Facility charges are assessed (see below) Catering or outside food services will be used Planned fundraising events (see below)

		Recognized Student Organizations may hold one (1) fundraiser in the University Union each academic year without a room rental charge. For subsequent fundraisers held in University Union facilities, recognized student organizations will be charged at the rate applicable to that of Group 2. For this purpose, a fundraiser is defined as a function at which money is exchanged.

		Recognized student organizations are required to contact the Office of Student Life if one or more of the following activities will occur:
		Guest speakers are involved Facility charges are assessed Outside food service vender or distribute commercially prepared food (or otherwise) is scheduled The event is a planned fundraiser

		PAYMENT OF CHARGES
		Group 1 organizations will be billed after the event. The University Union will issue an invoice due and payable upon receipt. Outstanding invoices may result in suspension of University Union Reservation rental usage.

		B. GROUP 2

		University Union facilities may not be used for regular academic classes. Deviation from this policy requires approval from the Dean of the College involved and the University Union Executive Director. Room and equipment rental rates and fees are assessed according to the University Union Room Rental Fee structure and the Equipment Rental Fee structure. Rental rates apply to room usage in four (4) hour increments.

		PAYMENT OF CHARGES
		Group 2 organizations will be billed after the event. The University Union will issue an invoice due and payable upon receipt.

		C. GROUP 3

		Group 3 organizations may request to make reservations online at www.csueastbay.edu/uu/reservations. Room and equipment rental rates and fees are assessed according to the University Union Room Rental Fee structure and the Equipment Rental Fee structure. Rental rates apply to room usage in four (4) hour increments.

		PAYMENT OF CHARGES
		Off-campus groups must submit a deposit of 50% of their room rental fee when confirming their reservation. If this is not submitted prior to the event, the event will be cancelled.

		D. WAIVERS

		Waiver requests may be approved by the Executive Director when the activity directly encourages or includes students that will be paying University Union fees, are currently paying fees or use to pay fees. All waiver requests must be made in writing thirty (30) days prior to the scheduled activity.

		E. SPECIAL EVENTS

		If any event meets one (1) of the following criteria, Group 3 rental fees will be assessed to Groups 1 and 2.

				1.	Event is sponsored or promoted by a non-university organization.
				2.	Event is a commercial venture or product show.
				3.	Event is sponsored or co-sponsored by the Extension Division, or is an accredited University class.
				4.	Primary purpose of the event is for the solicitation of goods or services.
				5.	Event carries registration fees, admission fees or accepts donations.
				6.	Participation is solicited primarily from off-campus attendees (51% or more).
				7.	Event is not directly related to the educational mission of the University.

		If an event meets one (1) of the following criteria, Group 2 rental fees will be assessed to Group 1.

				1.	The reservation exceeds the initial four (4) hour period.
				2.	The reservation utilizes more than one room. Group 2 rental fees will not be assessed to the smallest the room reserved.
					The use of 307AB and 307BC constitutes one room. 307AC and 307ABC are designated as two rooms.

		F. SET-UPS

		All rooms have standard set-ups. Special set-ups may be provided upon request. Set-up and operation of Union equipment (such as tables, chairs, etc.) may only be used by University Union staff. Additional set-up fees may be assessed for arrangements that are nontraditional or require additional personnel.

		G. EVENT EQUIPMENT

		Audio-visual and event equipment is available upon request. Please click here to view the full list of available equipment. Use of non-University Union equipment is permitted. All equipment rentals must accompany a University Union room rental. Equipment rental dependent on availability. All University Union equipment rentals are for the use in the rooms in which they are reserved. No University Union equipment may be reserved for use outside of the designated areas. Equipment is limited and is rented on a first come, first serve basis. The responsible person will be charged either a repair or a replacement fee if any of the rented equipment is returned damaged or broken.

		H. EXTENDED BUILDING HOURS

		All groups who request the use of the University Union outside normal building hours will be charged Group 3 room rental rates as well as an additional fee. Please visit the Reservation Fee Schedule page for exact charges. Custodial and Personnel charges will also apply. All evening events occurring outside normal operating hours cannot extend past 10:00PM.

		There will be a minimum of four (4) hours to have the building open on a weekend day or holiday when it would not otherwise be open.

		Information regarding University Union hours can be obtained by visiting the University Union Building Hours page.

		I. ADDITIONAL PERSONNEL FEES

		Some events may require additional University Union staff. Depending on the type and time of the event, additional cleaning services may be required. Sponsoring parties are responsible for all custodial/cleaning and additional staff charges. Additional staff requirements and related fees will be determined by the University Union.

		J. SECURITY

		Security persons may be required at the discretion of the University or the University Union. This service is provided with the coordination of the University Police Department. Exact cost and the number of personnel required will vary depending on the event. The sponsor is responsible for all charges incurred.

		K. TICKET SALES

		Groups who sell tickets prior to or during events held within the University Union must adhere to legislation AB1194 requiring that any person, or public or private firm, organization, or corporation, that rents a facility and hosts a ticketed event for live entertainment must make an announcement of the availability of emergency exits prior to the beginning of the live entertainment. It is the responsibility of the reserving group to make this announcement prior to the beginning of the event.

		L. DISPLAY CASE

		The display case located on the second floor of the University Union and may be reserved by all groups through University Union Reservations. The display case may be reserved by Groups 1 and 2 for a period of one week beginning Monday at 9:00am and ending Friday at 3:00pm. Interested groups should complete the Request for Display Case form. Materials not removed at the end of the reservation period may be removed by the University Union staff. The University Union is not responsible for items lost, stolen or removed from the display case and left in the University Union. Please visit the Reservation Fee Schedule page for exact charges.

		M. BANNER SPACE

		Groups may request banner space to announce events on one of four (4) designated banner spaces on the North and South balconies of the University Union. Interested groups should complete the Request for Banner Space form. Banner space is available for a maximum of one week on a first come, first served basis and may be reserved through University Union Reservations. Banners must be approved by the University Union Administrative Office and must meet the following requirements:

		Must include name of sponsoring organization Must be made of cloth, vinyl, or paper with paint/ink that does not bleed or run when wet Must be affixed to the railing with strong twine or plastic straps (NO TAPE MAY BE USED TO AFFIX BANNERS)

		Organizations are responsible for hanging and taking down their banners. All violators may lose future banner privileges. Materials not removed at the end of the reservation period may be removed by the University Union staff. The University Union is not responsible for items lost, stolen or removed from the banner space and left in the University Union. Please visit the Reservation Fee Schedule page for exact charges.

		N. RESERVATION CONFIRMATIONS

		Once a reservation has been made and arrangements have been finalized with University Union Reservations, a quote form will be given / mailed to the responsible person. Responsible individuals are asked to carefully review the information and notify University Union Reservations as soon as possible should facility and/or set-up needs to be changed.

		A RESERVATION WILL NOT BE CONFIRMED UNTIL THE UNIVERSITY UNION HAS DEEMED THAT ALL NECESSARY PAPERWORK, INCLUDING A SIGNED RESERVATION QUOTE, HAS BEEN RECEIVED.

		O. CANCELLATIONS

		Recognized Student Organizations holding University Union confirmed room reservations must contact University Union Reservations and cancel the reservation one (1) week prior to the date of the confirmed event. Student groups failing to cancel reservations within this time frame or who do not utilize their reservation (no show) on more than two (2) occasions within the academic year (September – June) will lose the privilege of using the facilities for one quarter.

		All other organizations are required to cancel reservations one (1) week prior to the date of the confirmed event. Reservations cancelled less than one week in advance will be charged one half (1/2) of the designated rental fee. Cancellations received within 48 hours of a confirmed reservation and no shows will be charged the full rental fee.

		All reservation changes/modifications must be received 48 hours prior to the reservation. Requests received within 48 hours of the reservation may not be accepted. Please note that changes/modifications to any confirmed reservation may change reservation charges for the event.

		P. MISCELLANEOUS

		Sponsoring organizations are responsible for proper use of the facility and will be responsible for paying for any damages to the equipment or facility by anyone attending or drawn to the function.

		Loitering and soliciting are prohibited inside the University Union. Penalties up to and including suspension of reservation privileges will be assessed for failure to follow established policies and procedures.

		If you or someone in your group has a disability which requires accommodation, please contact University Union Reservations for arrangements.

		Q. HEALTH, SAFETY, AND CAMPUS ORDER

		The University Union reserves the right to cancel or otherwise modify any and all agreements for facilities usage and events, upon its sole judgment of the need to do so based upon considerations of health, safety and/or campus peace or order, or force of nature. It is the reserver’s duty to immediately inform the University Union management if the person who is reserving the facility becomes aware of any risk or threat based on health, safety or campus peace/order which may affect the event.

		R. INSURANCE

		All off-campus individuals and groups using the University for events are required to provide a Certificate of Insurance. This certificate may be available through the individual or group’s business or homeowner’s policy, with prior approval from the University Union Administrative Office. In some cases, it may be necessary to purchase a special events policy. Proof of insurance is required.

	III.	FOOD SERVICE

		A. CATERING

		The University Union Dining Services offers complete catering services for functions held within the University Union as well as events held on the Cal State East Bay campus.

		When permission is granted to use an outside food service vender or distribute commercially prepared food (or otherwise), the organization will be assessed an additional charge. Please visit the Reservation Fee Schedule page for exact charges. Outside caterers may not use the University Union kitchen facilities, dishes, utensils, serving platters, linen or ice machine. All trash must be disposed of and all food remnants removed from the premises by the organization, when using an outside caterer.

		Prior to the event, all of the following documents must be provided for the outside food vendor:
		Food Handler Safety Certificate Health Department Clearance Form Business License Insurance Certificate of the Vendor

		Copies of these documents can be submitted in person or faxed to the University Union Business office at (510) 885-2227, Attn: Reservations.

		These documents must be received 72 hours prior to the event. If documents are not received 72 hours prior to the scheduled event, the reservation will be cancelled without notice.

		B. ALCOHOLIC BEVERAGES

		Beer, wine and champagne may be served at campus functions with the approval of the Vice President of Administration and Business Affairs. For Recognized Student Organizations, alcohol approval forms are available from Student Life Programs. For all other groups, requests for alcohol approval forms can be obtained from University Union Reservations which, in turn, will be submitted to the appropriate office for approval.

		A special daily license by the Alcohol Beverage Control (ABC) in Hayward, California is required for reservers who wish to sell alcohol at their event. ABC may issue a special daily license for the sale of either beer or wine to groups conducting a picnic, social, or similar gathering, http://www.abc.ca.gov/questions.html

		Request forms to serve alcoholic beverages must be completed and approved, with a copy of the approved request on file with University Union Reservations prior to the event. The chairperson of the event and /or sponsoring organization is responsible for compliance with applicable state laws and the regulations of the University.

	IV.	POLICIES

		A. SMOKING POLICY

		Smoking is prohibited in or within 20 feet of University Union entrance or exit doors.

		B. CANDLELIGHT POLICY

		The burning of candles (an open flame of any kind) is strictly prohibited in the University Union at anytime for any purpose.

		C. DECORATION POLICY

		Groups posting decorations may be requested to submit a decoration plan when making final arrangements for an event. Masking tape may be used in the Union with the approval of the Executive Director or designee. No decorations may be placed on stained, painted, glossy, textured or finished surfaces. This includes stair cases, walls, etc. Signage directions to events are acceptable only with the approval of the Executive Director or designee and can only be placed on plastic or concrete (unfinished) surfaces. Placing decorations outside the designated posting areas is strictly prohibited. This includes all exterior walls and windows.

		D. POSTING POLICY

		Recognized Student Organizations, University Departments, University Employees and students may post announcements, advertising posters and notices on general purpose bulletin boards. Posted materials must include the sponsor’s name, reflect good taste and not be larger than 14” x 22”.

		Materials are limited to a two (2) week posting time and materials will be cleared from bulletin boards by the University Union staff when materials become outdated or are inappropriate. Duplicate postings on the same bulletin board are subject to removal at any time. Organizations are responsible for posting items on bulletin boards. The use of staples is prohibited.

	All materials posted on windows, doors, walls and on other unauthorized areas will be removed. Student organizations in repeated violation of this policy will be referred to Student Life Programs.

V.	PARKING INFORMATION

	The University Union does not issue parking permits. Parking permits may be obtained at the cashier’s window in the lobby of Warren Hall. Limited metering parking is also available. Disabled Parking information may be obtained by calling the University Police Department at (510) 885-3791.

California State University, East Bay, 25800 Carlos Bee Boulevard, Hayward, CA 94542, (510) 885-4160