|Definition:||The facilities of California State University San Marcos 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.|
|Authority:||Education Code, Sections 89031, 89035, 89046, 89700 and 89901; CSU Policy Manual for Contracting and Procurement; CSU Executive Order 669; CSU Executive Order 1069.|
|Scope:||This policy and procedure relates to events, including meeting, programs, conferences, institutes, trainings, camps, and other activities, which are scheduled through Event and Conference Services. Scheduling events at the Clarke Field House/University Student Union is not within the scope of this policy. The scheduling of academic classes is handled by the Office of Academic Programs/Academic Scheduling and is not within the scope of this policy. This policy and related procedures apply to all faculty, staff, students, departments, recognized student organizations, auxiliary organizations, affiliated organizations, and off-campus organizations and individuals utilizing university facilities for non-instructional events.|
|Responsible Division:||Student Affairs|
|Signature Page/PDF:||View Signatures for Scheduling University Facilities for Non Instructional Events Policy|
This procedure provides guidance for campus and off-campus organizations requesting the use of university facilities.
Auxiliary Organizations - The current recognized auxiliary organizations of California State University San Marcos are: Associated Students, Inc., CSUSM Foundation, CSUSM Corporation.
Campus Organizations - All university departments, affiliated organizations, auxiliary organizations, and university-recognized faculty, staff, student, alumni, and development/support organizations.
Off-Campus Organizations - The following non-affiliated groups may use university facilities: governmental agencies, nonprofit, charitable, educational organizations, and other educational and non-commercial groups or individuals.
Recognized Student Organizations - Those student organizations who have met the criteria established by CSUSM for recognition as a student organization and have been approved through Student Life and Leadership (SLL).
Request for Facility Use (RFU/e-RFU) - The electronic or hardcopy form containing the terms and conditions for use of university facilities is submitted to Event and Conference Services.
Space Coordinator - The individual designated by the appropriate authority ti be responsible for reviewing space requests for a given room and for acting as the liaison to the ECS Office.
Venue Operator - The individual designated by the appropriate authority to determine the use of specific University facilities that have special guidelines and/or restrictions.
III. UNIVERSITY FACILITIES
A) University Facilities include all buildings and properties owned or leased by the university including outside areas.
B) Please see Appendix A for non-academic space that is available for scheduling.
C) Approval for the use of university facilities is subject to the availability and suitability of the space requested.
D) Departments that have conference rooms assigned to them have first priority for use of that particular conference room.
E) While ECS may rescind confirmed space on rare occasions, every effort will be made to accommodate campus needs in the best interests of the university
F) Scheduling non-instructional events in instructional space is restricted during the first three weeks of each semester and during final exams.
G) Use of university facilities for commercial purposes is restricted.
H) Use of facilities by non-campus persons or groups for partisan political rallies or partisan political fundraising is prohibited.
IV. SPACE SCHEDULING PRIORITIES
Approval for use of university facilities is normally granted in the following priority order:
V. FACILITY USE PLANNING GROUPS
A Facility Use Planning Group is convened by ECS, or designee, and provides assistance in coordinating and planning non-academic activities as needed. It is comprised of the event organizer(s) and may include a representative from each of the following areas:
VI. CO-SPONSORED EVENTS
A) Co-sponsored events must be approved by the appropriate university vice president.
B) Co-sponsored events are initiated and coordinated by university departments or recognized student organizations.
C) Co-sponsorship is appropriate when there is a clear connection with or contribution to the university.
D) It is intended that the educational mission of the co-sponsoring campus department or campus organization will be enhanced by the event.
E) Campus organizations that co-sponsor events are responsible for the event and any related liabilities or costs associated with the event.
VII. CANCELLATION REQUIREMENTS
A) A written cancellation of an event should be communicated to ECS at least seven (7) calendar days prior to the beginning of the event.
B) The event organizer assumes financial responsibility for any labor or direct costs incurred.
VIII. RATES, FEES, AND CHARGES
A) The Rates and Charges Schedule includes reimbursement of the costs of maintenance, upkeep & repair (MUR); additional custodial services and supplies needed to restore facilities to their normal use; equipment; parking; university police; technical services; and other typed of assistance as needed for the event. Please see Appendix C for the Rates and Charges Schedule.
B) Event organizers are responsible for the cost of any damage resulting from the event.
C) Prior unpaid event charges must be paid in full before any subsequent request for use of facilities by the same group will be approved.
D) Labor and other service costs will be charged regardless of funding source.
IX. MOTION PICTURE/VIDEO/PHOTOGRAPHY
Use of university facilities, including those under license agreement to an auxiliary, for filming of motion pictures, video, or still photography is governed by procedures outlined in the Guidelines to Motion Picture/Video/Photography and coordinated through Event and Conference Services. The guidelines can be found on the ECS Web site at https://www.csusm.edu/events/.
X. PROTOCOL FOR CAMPUS ORGANIZATIONS, DEPARTMENTS, AND/OR INDIVIDUALS REQUESTING USE OF UNIVERSITY FACILITIES
Campus organization (university departments, affiliated organizations, auxiliary organizations, recognized student organizations, faculty, staff, students, alumni) must comply with all university, and/or auxiliary organization policies and procedures and pay all costs as invoiced by ECS.
A) Requests for Facility Use
B) Facilities Use Planning Group Meeting - ECS will contact campus organizations to request participation in the Facilities Use Planning Group meeting, if necessary.
C) Food Service - All food served on campus must be provided by a caterer approved by CSUSM Corporation. A list of approved caterers can be found on the UES web site https://www.csusm.edu/events/
D) Alcoholic Beverage Service
E) Use of State Funds for Hospitality Expenses
XI. PROTOCOL FOR OFF-CAMPUS ORGANIZATIONS REQUESTING USE OF UNIVERSITY FACILITIES
Off-campus organizations must comply with all University, CFH/USU, and/or auxiliary organization policies and procedures and pay all costs as invoiced by ECS.
A) Application for Facility Use
B) Facilities Use Planning Group Meeting - Event and Conference Services will contact off-campus organizations to request participation in the Facilities Use Planning Group meeting, if necessary.
C) Food Service - All food served on campus must be provided by a caterer approved by CSUSM Corporation. A list of approved caterers can be found on the ECS web site https://www.csusm.edu/events/
D) Alcoholic Beverage Service
E) Financial Responsibilities