The facilities of CSUSM 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:
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 the4th Monday.
Resrvation Submission Deadlines
Certain Campus Groups have priority scheduling for summer months.
Reservation Status Options
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.
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
The Meeting Only/Room reservation is simply a space reservation and must meet all of the following criteria;
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 new Sports Center.
Typically, these events may include:
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 new Sports Center.
Typically, these events may include:
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.
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.
Final head count and final menu selection are due no later than ten (10) business days prior to your event.
All payments must be processed in one of the following manners:
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.
Payment Amount Due
Within 10 days of receiving Event Estimate
25% of total estimated charges
1 business day prior to event
Within 30 days of final invoice date
Any additional charges assessed as result of event
30 + days after event
Remaining balance plus late fees
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 CSUSM, 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 one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate. 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.
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:
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.
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 made
All Other Clients: 50% of total estimated charges
CSUSM is not licensed to purchase, distribute, or sell alcohol. Alcohol is not permitted on the CSUSM campus without a completed Alcohol Approval Form 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 CSUSM Alcoholic Beverage use on Campus policy for further information.
All alcohol must be provided by a third party beverage vendor. CSUSM requires that only approved campus vendors be used for food, beverage and alcohol service. Please refer to the CSUSM Corporation Approved Caterers.
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 CSUSM 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.
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.
CSUSM requires that only approved campus vendors be used for food, beverage and alcohol service. Please refer to the CSUSM 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.
CSUSM 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.
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 CSUSM 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.
ECS, in consultation with the CSUSM 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 CSUSM Firearms, Weapons, or Destructive Devices Policy, toy weapons or replicas are strictly forbidden from campus.
Each facilitity has varing operating hours. Your event planner will help assess if an event will be after hours.
All CSUSM facilities are closed on campus holidays and during campus closures. For a current list of observed holidays, please visit the CSUSM 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.