Contract and Inquiry Process

Conference Housing Services is now taking inquiries for the 2023 Conference Season. Please select the "Inquire Now" button about to get started.

To inquire you will need the following:

  • Contact name and phone number
  • Group name
  • Event dates (be prepared with a secondary choice)
  • The approximate number of participants
  • Estimate the number of beds needed and if linen service is required
  • Meeting room size needed
  • Equipment needs (tables, chairs, riser/stages, refrigerators)
  • Desired date for a site visit
Inquire Now

Contract Overview

After a quote is approved, a contract is created and sent out for signature via adobe sign. Once the contract is signed, the timeline below will be set in motion.

  • 75 Days Prior to Arrival - Executed Conference Housing Services Agreement Due with the insurance certificate and endorsement
  • 60 Days Prior to Arrival - First Payment (50% contracted amount) Due
  • 45 Days Prior to Arrival -
    • Final room guarantee due(no less than 95% of the initial contract or no more than 10% of the initial contract unless agreed by both parties)
    • Parking Permit Requests
    • Additional Service Requests
    • Any changes after this date will incur an additional 4% administrative fee
    • Final Meal Count (no less than 95% of the initial contract or no more than 10% of the initial contract unless agreed by both parties))
  • 30 Days Prior to Arrival -
    • Second Payment (Remaining Contracted Amount) Due
    • A roster will be provided (due to Conference Coordinator a week before check-in)
    • The designated Coordinator will meet with Conference Coordinator to clarify any questions prior to the arrival
    • Insurance Paperwork

The final billing statement will be sent to each group upon the close of the conference season (August 2023 - October 2023). Any discrepancies within the billing statement are due in writing to conference services within 5 days of receipt of the billing statement. Final Payment is due within 10 days of receipt of the final invoice.

Policies

Check-in

Only the onsite coordinator will check in with the conference staff to receive all the necessary items and keys.

Check-in is after 3:00 PM unless otherwise requested 2 weeks prior to arrival date.

On-site coordinator responsibilities

Prior to arrival

  • Understand the terms of the agreement (contract)
  • Meet with Conference Coordinator at least a week prior to arrival

Upon arrival and during the stay

  • Be one of the first to arrive to check in (pick up keys, parking permits, internet log-ins, meal cards, and emergency information)
  • Notify the conference coordinator of any changes and update the roster
  • List of commuter guests that will be on the Housing premise
  • See to a reasonable clean-up. Excess trash will inquire an additional fee
  • If there are any issues with the group, the on-site coordinator will always be notified.

Inform your group of the items below

  • No drugs or alcohol are allowed and violations will be reported to campus police and involved individuals will be
  • asked to leave without a refund.
  • If problems should occur after hours such as clogged toilets, key problems, lock-outs, or excess noise contact the conference staff at conferencehousing@csueastbay.edu
  • Quite Hours are in effect from 10:00 PM- 8:00 AM. If there are any issues the onsite coordinator will be called and after various incidents, guests might be asked to leave without a refund.
  • Refrigerators must be emptied prior to departure
  • Do NOT remove or move any furniture. A fee will be charged to the group for relocating furniture, or for unusual breakage or excessive spills and stains. Example: Moving mattresses to the living room, moving living room chairs to the living room or hallway.
  • If requested, linens must stay in the bedroom: the group will be charged for missing or damaged items.
    excessive trash can incur an additional fee. Trash can be disposed of in one of the dumpsters located outside each building. Extra trash bags are available by request.
  • Parking permits are required to park on campus from Monday through Friday.

Check out

  • Check-out is by 12:00 PM unless otherwise requested 2 weeks in advance. If no request was made and there is a late departure, there might be an additional charge.
  • On-site coordinator to return all the items provided at check-in.
  • Items provided and damaged or not returned will inquire a charge that will be reflected on the third invoice.

The onsite coordinator is highly encouraged to do a final check prior to checking out to ensure all furniture is in the appropriate place, there is no excess trash, and no items are left behind.

Insurance information

As an agency of the State of California, there are specific insurance requirements that shall be met in order to use campus facilities. The Client or Lessee shall furnish University Housing a "Certificate of Insurance" prior to the commencement of a contract agreement that provides:

  • General Liability - Minimum Limits each occurrence $1,000,000, general aggregate $2,000,000. Higher limits may be required due to the nature of the event or the number of people in attendance. Coverage must be placed with a company of A.M. Best rating of A: VII or higher. A certificate of insurance must be provided showing specific information as to the date and event for which the certificate is being issued. The certificate must be accompanied by a separate letter of endorsement naming “The Trustees of the California State University, California State University, Hayward, the State of California, and their employees, officers, agents and assigns ” as additional insured for the duration and purpose of the event(s) being held.
  • Employer Liability (if applicable) - $1,000,000
  • Automobile Liability undefined - Undefined Private Individuals should have Liability of no less than $100,000 per person, $300,000 per occurrence, and $100,000 property damage. Undefined Commercial Entities should have business automobile liability with a combined single limit of not less than $1,000,000 per occurrence.
  • Worker’s Compensation - Statutory Limit

The Client or Lessee must provide a separate endorsement change to the insurance policy with the required information below:

Endorses the State of California, the Trustees, the University, their agents, officers, and employees as "additional insured." (The certificate of insurance must specifically state this to be valid.)

Failure to provide insurance by the deadline will result in the cancellation of the event. If you are unable to provide your own insurance you may purchase insurance through the University by contacting the Risk Management Office at (510) 885-3833.