Non-University Organization
Non-University and Non-Music Department Organizations
Procedures
Department of Music
Event Booking Process Facility Use Requests
1. All requests for facility use will be sent via email to the Technical Director (TD), José M.
ElaGarza (elagarza@csufresno.edu), a minimum of 60 days prior to the proposed event.
2. The TD will forward all approved requests to the Chair of the Department, Dr. Matthew
Darling, for his final approval. All reservations will be tentative for 15 business days and will be
confirmed after the FULLY COMPLETED FACILITY RESERVATION FORM with a
$200-dollar Non-Refundable Deposit is returned to the TD.
FACILITY RESERVATION FORMS not returned within 15 days may result in the cancellation
of the event.
3. Organization must show proof of liability insurance.
*See Insurance Policy on Pages 3 and 4 for specific information
4. All TECHNICAL SPECIFICATIONS FORMS, which will be emailed or picked up after
FACILITY RESERVATION FORMS are returned, are due no later than 30 days prior to the
event. Failure to meet the 30-day deadline will result in a $50 service charge and a possible
reduction in services.
5. Upon receipt of the TECHNICAL SPECIFICATIONS FORM, the TD will email an estimate
of all charges (Facility and Technical) to the responsible party based on the requested needs.
Additional requests for equipment and services after the 30-day deadline will be subject to a $50
service fee and regular charges.
6. Following the conclusion of the event, a Notice of Charges will be mailed to the responsible
party within 20 business days. Payment will be due upon receipt.
Negotiated fees may be available for non
-
profit organizations, affiliated entities and
Educational Organizations
All policies and regulations established by Fresno State will be followed.
For more information, please visit:
http://www.csufresno.edu/hr/policies/MAPP/III/D/D-08.pdf
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Non-University Organization
Department of Music
Non-University & Non-Department Organizations
Facility Reservation Form
Name______________________________________________Date_______________________
Address_______________________________________________________________________
Email______________________________________________Phone______________________
Event_________________________________________________________________________
Responsible Party (if other than person above) _________________________ Ph.______________
Date(s) of use__________________________________________________________________
Arrival Time in: ____________ *Set-up requests exceeding 90 min. before event cannot be guaranteed
Event Time Start: ___________ Time Out: ___________
Rental Rates
A minimum facility charge is 2.5 hour in all cases. Organizations will be billed in 15-minute increments thereafter.
All additional services and equipment charges are at a flat rate and are not affected by length of rental period.
Non-Department events are allowed a 50% reduction of facility use fees.
Facility
Capacity
Stage Capacity
Hourly Rate
Concert Hall –(M126)
300
150
$250
Wahlberg Recital Hall –(M183)
200
30
$250
Rehearsal Hall –(M127)
400
$150
Other Spaces
4 to 35
$50
Personnel
Included with hall (CH & WRH) reservations, 1 technician and 1 house manager.
Additional Music Department Staffing is required for backstage, special sound requests, audio/video
recording, specialized lighting, box office, and other requests.
Rooms Requesting
____ M126 Concert Hall (CH) ____ M135 Conference Room
____ M183 Wahlberg Recital Hall (WRH) ____ M11 Foyer and Benches
____ M120 Women’s Dressing Room (CH) ____ M127 Rehearsal Hall (Band Room)
____ M122 Men’s Dressing Room (CH) ____ M206 Rehearsal Studio Recording Booth not available
____ Classrooms:__________________________ Practice Rooms:__________________________________
Reception: ____Yes ____No [$50 service charge for all receptions]
*An assistant and a University Food Service Form are
required for all receptions and food served.
Food Distribution Information found on Pages 4
__________________________________________ _____________________
Responsible Party Signature Date
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Non-University Organization
CALIFORNIA STATE UNIVERSITY, FRESNO
Insurance Requirements for Vendors and Outside Groups
There are certain insurance requirements mandated by the CSU if an outside vendor or group is
coming on campus to use campus facilities for any purpose, or for vendors doing work off
campus on behalf of the University. Examples may be, but not limited to, a private party, service
providers, business gathering, festival, or other group event. The requirements are as follows:
A certificate of insurance (COI) and an additional insured endorsement must be provided with
the following coverage limits:
LIABILITY COVERAGE: comprehensive or commercial form minimum limits Each
Occurrence $1,000,000, General Aggregate $2,000,000. Liquor Liability coverage to be
included if alcohol beverage service is included in the event. 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 A; VII or higher.
The certificate must be accompanied by a separate Endorsement to the policy naming the
California State University, Fresno; the California State University, Fresno Foundation,
Inc.; the California State University Fresno Association, Inc.; the California State
University Fresno, Athletic Corporation, Inc.; the Board of Trustees of the California
State University; 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: (commercial entities) $1,000,000
AUTOMOBILE LIABILITY: If applicable (you will be using non-state vehicles at the
event), provide proof of coverage to the following limits: Private Individuals: liability:
$100,000 per person / $300,000 per accident; property damage: $50,000 per occurrence;
Commercial Entities: business automobile liability: combined single limit not less than
$1,000,000 per occurrence.
WORKER’S COMPENSATION: If applicable (you will be using your own or other
non-state employees at the event), provide proof of coverage to statutory limits. May use
same certificate form as above.
Provide for thirty (30) days advance written notice to the University of any modification,
change, or cancellation of any of the insurance coverage.
All rights of subrogation under the insurance policies must be waived against the campus.
For any claims related to the facility use, the group’s insurance coverage shall be primary
insurance as respects the Campus, its trustees, officers, employee, representatives and
assigns. Any insurance or self insurance maintained by Campus, its trustees, officers,
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Non-University Organization
employees, or assigns shall be excess of the Contractor’s insurance and shall not contribute
with it.
The certificate must contain a description of the activity or project, including date(s) of
activity/project for which the certificate is being issued. The Certificate Holder should be:
California State University, Fresno
We request this information to be received by the Office of EHS, Risk Management and
Sustainability at least two weeks prior to the event. Submit scanned copies via email to
lisak@csufresno.edu <preferred method>, or mail to:
California State University, Fresno
Office EHS, Risk Management and Sustainability
Attn: University Risk Manager
2351 E. Barstow Ave., Mail Stop # PO-140
Fresno, CA 93740
http://www.fresnostate.edu/adminserv/facilitiesmanagement/ehsrms/riskmgt/events/
These insurance requirements are made pursuant to the California State University Office of the
Chancellor Executive Order No. 849 (February 5, 2000). Inquiries should be directed to the
University Risk Management at (559) 278-7422.
FOOD DISTRIBUTION
The only department that has the exclusive right to serve or sell food on campus is University Dining Services.
This applies to food that is distributed for sale or at no charge, and food provided during events and meetings
on campus. These rights are detailed in the Policy on the Use of University Building and Grounds - Section
16.0 - Exclusive Rights of Food Services, and the Food Services Exclusivity Policy.
You must receive permission from Dining Services and the Office of Environmental Health & Safety, Risk
Management and Sustainability if you are not planning to use Dining Services at your event.
Food to be served at a concert or event is arranged through Campus Catering. Here is the link to forms,
menu items and requirements that must be followed. It is your responsibility to contact them.
www.auxiliary.com/diningservices/catering/
University Food Services
5200 N. Campus Drive M/S RD38
Phone: (559) 278-3904 Fax: (559) 278-2502
Note:
“Public” includes anyone in the campus community or the general public who can walk by and receive or
purchase the food.
“Community Event” is defined by California Health and Safety Code section 113755 as: “ an event that is of
civic, political, public, or educational nature approved by the local enforcement agency.”
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Non-University Organization
Non-University & Non-Music Department Organizations
Price List for Additional Personnel, Services and Equipment
University Organizations will receive 50% off hall, audio/visual, and piano fee.
Negotiated fees may be available for non-profit organization affiliated entities and education
organizations. No discount of piano tunings and additional items.
Prices effective June 2018
Hall Fees
Deposit (to secure date) $200
Hall Fee (Wahlberg and Concert Hall $250 per hour
Additional Technicians $15 per hour, per technician
Services Included in Concert Fees
House Audio Equipment: Two (2) microphone and audio playback
Event Staffing (1 House Manager / Audio Technicians: (4 Hour Max., $15 per hour
thereafter)
Instrument Rental
Piano
Concert Hall:
9’ Steinway-KCS $200
(Email approval from Professor Andreas Werz)
9’ Steinway –Other $150
Wahlberg Recital Hall:
7’ Yamaha (QTY: 2) $100
Tuning (Day of Event) $150
Piano Lid Removal/Replacement $100
Harpsichord (includes tuning) $200
Organ (requires Chair Approval) $200
Audio/Visual Rental
Audio Sound Reinforcement from House $300 + staffed audio engineer
Includes house audio equipment, microphones, up to 32 Inputs/4 Monitor Mixes
Special Stage Lighting $250
Audio Recording $150 per performance
Video Projector and Screen (Video/Data) $200
Additional Items
Choral Risers (8 available) $20 Each
Platform Risers (4’x8’, 12 available) $25 Each
Tables (4’ and 6’) $10 Each
Lectern (Podium) No charge
Other Discuss with Technician
Jose ElaGarza (elagarza@csufresno.edu)
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Non-University Organization
Technical Specification Form
Non-University & Non-Music Organizations
_____Concert Hall, _____Wahlberg Recital Hall
Title of Event___________________________________ Due Date________________________
Date of Event_________________ Start Time________ Email___________________________
If no form is turned in 2 weeks prior to your event, you will receive 1 House Manager and Classroom Lights.
Services Included in Hall Fees
1 House Manager, 1 Technician (4 hours Max., $15 per hour thereafter)
Talkback Mic(s) QTY: ______ Wireless Handheld [2 available]
*For additional microphones please select Audio Sound Reinforcement option in “Audio/Visual Services”
Basic Lighting will be chosen by the size of the musical ensemble/soloist/lecture.
*For additional lighting select Theater Moving Lights option in “Audio/Visual Services”
Instruments/Equipment Requirements
Please check the following requests
Concert Hall Wahlberg Recital Hall
$150 Piano: 9’ Steinway_____ $100 Piano - 7’ Yamaha _____ [2 available]
$200 9’ Steinway-KCS _____ (Prof. Werz Approval Only)
Chairs - QTY: ________[30 available]
$200 Pipe Organ ______ (Requires Chair Approval)
Stands - QTY: _______[15 available]
$20 Each…Choral Risers QTY: ______ [8 available]
$25 Each…Platform Risers (4’x8’) QTY: ______ [12 available]
No Charge…Chairs-QTY: __________
No Charge…Music Stands-QTY: __________
Additional instrument/equipment for CH or WRH
$150…Tuning (Day of Event): _____Tuning, _____No Tuning Required
*Pianos are tuned regularly. Email technical director for an update on tunings.
$100…Piano Lid Removal/Replacement _____
$200…Harpsichord ______ (includes tuning)
$10 Each…Tables - QTY: 6’__________ [4 available], 4’__________ [4 available]
No Charge…Podium/Lectern with Microphone _____
Terms of Agreement and additional information on next page
Additional Fees Total: ________________
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Non-University Organization
Terms of Agreement
1. All Audio and Video Recordings are meant exclusively for educational purposes only. It may not be: a.)
Duplicated and/or sold in any form; b.) Posted in full or part on any online server, including social media and other
video posting sites such as Vimeo, YouTube, Facebook, or any similar service; c.) Transmitted electronically in
any fashion as live streaming.
2. All forms must be turned in 30 Days
prior to Event. A $50 late fee will be assessed for forms turned in late.
3. Any late request made within the 2 weeks
prior to the event needs to be approved by the Technical Director.
4. Cancellation of event must be submitted 2 weeks
prior to the event to avoid paying Facility Charges.
5. Groups using these facilities will be responsible for set-up and tear-down of music stands and chairs, instruments,
props and equipment except piano and organ. You are responsible for all items from the backstage area, or as
negotiated with the Technical Director.
6. Additional fees will be assessed by the Technical Director for damage of equipment, floors, walls and/or debris left
in any area of the facility. $50 small clean fee. $100 big clean fee.
ANY CHANGES MUST BE APPROVED AT LEAST 2 WEEKS BEFORE THE EVENT
I have read the Terms of Agreement and will adhere to the terms as stated. I also agree to comply with all policies and
regulations established by California State University, Fresno:
Name (Print) ______________________________________ Phone ___________________________
Signature__________________________________________ Date____________________________
Please direct any questions and return this form to Performing Arts Technician: José M. ElaGarza
California State University, Fresno Department of Music
2380 Keats Ave. M/S-MB77 Fresno, CA 93740-8024
Phone: 559-278-2917; Fax: 559-278-6800
Email: elagarza@csufresno.edu
PLEASE ATTACH A DETAILED DIAGRAM OF YOUR STAGE SETUP.
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