Fillable Off Campus App Fillable 081216 - Off Campus App (09-01-13)

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Off Campus App Fillable 081216 - Off Campus App (09-01-13)

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1
Off Campus Contract
APPLICATION FOR THE USE OF THE UNIVERSITY BUSINESS CENTER
5245 N. Backer Ave. M/S PB 5
Fresno, CA 93740-8001
Phone (559) 278-2352 Fax (559) 278-6964
Date: __________________
Company/Organization: ________________________________________________________________________
Address: ______________________________________ City: ______________ State: ______ Zip: ___________
Name of Event Coordinator: _______________________________ Title:_________________________________
Office Phone Number: Fax Number: ______________ Email: _____________________________
Event Title: __________________________________________________________________________________
Display on University Web Calendar: Yes No
Event Date(s): Month: __________________ Day(s): ______________________________ Year: ____________
Set-up Time: __ __: __ __ AM / PM Beginning Time: __ __: __ __ AM / PM Ending Time: __ __: __ __ AM / PM
* For Multiple Dates & Times, Please Use Space Provided on Page 2
Number of Attendees: ____ Number of Parking Permits Needed: _______
*All Meal functions including breakfast must be arranged and catered by Food Services at (559) 278-4634.
Do you plan to have: Breakfast Lunch Dinner Reception Coffee __Alcohol
Equipment & Room Rental:
a. Room Requested: [Check the appropriate room(s)]
Alice Peters Auditorium (PB191) Executive Classroom (PB192) Classroom (PB194)
Gottschalks Gallery UBC Conference Room (PB182A) Duncan Patio
b. Equipment Requested: (Check the box to indicate in which room you would like the equipment to be set up)
EQUIPMENT:
ROOMS:
191 192 194 182A Gallery
LCD Projector & Screen
Microphone n/a n/a
Table-Top Microphones n/a n/a n/a n/a
Conference Phone n/a n/a
n/a
App.#
2
University Business Center Room Rental Prices
Effective 09/01/2013
:
Rooms Capacity 1hr to 4hrs 5hrs to 8hrs
Alice Peters Auditorium (PB191) 125 475.00 650.00
Classroom (PB194) 42 275.00 375.00
Executive Classroom (PB192) 44 375.00 525.00
UBC Conference room (PB182A) 8 125.00 175.00
Gallery 150 150.00 225.00
Duncan Patio 150 125.00 175.00
*Cancellations will be honored up to (2) weeks prior to your event. After that time you are liable for
the full rental charges.
*Please attach or fax a brief description of the event and a speaker bio with this application.
Signature of Renter: (Please also sign on page 5)
Multiple Dates & Times (continued)
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
OFFICE USE ONLY:
Your Application has been: Approved Denied Reason for Denial: _________
Rental Fee: __________ Parking Code: _________ Administrative Fee: ________ Total Fee: _______
U.B.C. Authorized Signature: Date:
3
University Business Center
Craig School of Business
California State University, Fresno
Thank you for considering the University Business Center as your conference facility. To maintain
our quality in performance for the business and professional community, we request certain policies
and procedures be met. These policies and procedures are explained in our enclosed application
packet.
The certificate of insurance and letter of endorsement must be received by the University Business
Center no later than one week prior to the event. To ensure timely accommodation of your
conference needs, please include the above items with your rental application to the University
Business Center at least two (2) weeks prior to your scheduled event. Regretfully, we will not be able
to accommodate any group without the above items.
Per request of Environmental Health & Safety, Risk Management (559-278-7422)
The following needs to be included in the Certificate of Insurance:
Insurance Requirements for Vendors and Outside Groups Using Campus Facilities
LIABILITY COVERAGE: comprehensive or commercial form minimum limits; Each
Occurrence $1,000,000; General Aggregate $2,000,000. Liquor Liability coverage must 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. 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 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.
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.
All rights of subrogation under the insurance policies must be waived against the campus.
Provide for thirty (30) days advance written notice to the University of any modification,
change, or cancellation of any insurance coverage.
The certificate should contain a description of the activity or project for which the certificate is
being issued. The certificate holder should be: California State University, Fresno
These insurance requirements are made pursuant to the California State University Office of the
Chancellor, Risk Management Technical Letter No. 2012-01. Inquiries should be directed to the
University Risk Manager at (559) 278-7422.
4
LEASE AGREEMENT
UNIVERSITY BUSINESS CENTER through
CALIFORNIA STATE UNIVERSITY, FRESNO
This lease made and entered into pursuant to Education Code 89046 by and between the Trustees of
California State University, hereinafter called the TRUSTEES, through the President of the hereinafter
mentioned State University, hereinafter called the CAMPUS, and the undersigned LESSEE, hereinafter called
the LESSEE.
WITNESSETH:
WHEREAS, the President of the CAMPUS finds that the property of the CAMPUS hereinafter described is not
needed for CAMPUS purposes at the time or times covered by this lease and that this lease will not interfere
with the requirements of the CAMPUS;
WHEREAS, LESSEE is subject to, and agrees to conditions of lease outlined in the following Special
Provisions:
GENERAL TERMS
1. The TRUSTEES, for and in consideration of the agreements of the LESSEE hereinafter expressed,
hereby lease to the LESSEE, and the LESSEE leases from the TRUSTEES, that property of the
CAMPUS described in the Special Provisions for the term therein specified.
2. The LESSEE agrees to pay as rental for the said property an amount computed for the term of this
lease at the rental rate per unit of time or event specified in the Special Provisions, plus any special
charges specified therein, payable at the date or dates set forth therein.
3. The LESSEE shall use the said property only for the purposes specified in the Special Provisions.
4. The TRUSTEES agree to furnish all necessary utilities for the said property, including heat, water,
and also light if the property is specified to be "with lights" except when such services cannot be
supplied for causes beyond the control of the TRUSTEES and except when there is a failure or
defect in the physical plant or utility lines, whether or not such failure or defect is beyond the
control of the TRUSTEES, if the failure or defect cannot reasonably be remedied in time for use by
the LESSEE during the term hereof. The TRUSTEES agree to furnish all janitorial services
required for said property.
5. The LESSEE may not make alterations or place or attach any fixtures, signs, or equipment in,
about, or upon the said property except those alterations, fixtures, signs, and equipment described
in the Special Provisions. Any fixtures, signs, and equipment provided by LESSEE shall remain
the property of the LESSEE and shall be removed by the LESSEE from said property prior to the
termination of this lease. The LESSEE, if required by the TRUSTEES, shall, upon the expiration of
this lease, or renewal thereof, restore said property to the same condition as that existing at the
time of entering upon the same under this lease, reasonable wear and tear and damages by the
elements or by circumstances over which the LESSEE had no control excepted.
6. CAMPUS-owned furniture or apparatus may not be removed or displaced by LESSEE or any
agent, employee, or invitee of the LESSEE without permission of the TRUSTEES. The LESSEE
shall cause any furniture or apparatus displaced to be replaced to the satisfaction of the
TRUSTEES immediately after any event or occasion for which the property is used by LESSEE.
7. The LESSEE shall not violate nor suffer to be violated any federal or State law, local ordinance, or
rule of the TRUSTEES or of the CAMPUS.
8. It is understood and agreed that the TRUSTEES and their agents shall have the right to enter the
said property or any part thereof at any time for the purpose of examination or supervision, or for
the purpose of making repairs and alterations thereto as may be determined necessary by the
TRUSTEES.
5
9. The LESSEE agrees to indemnify and save harmless the TRUSTEES, their officers, agents, and
employees, from any and all loss, damage, or liability that may be suffered or incurred by the
TRUSTEES, their officers, agents, and employees, caused by, arising out of, or in any way
connected with the use by the LESSEE of the said property.
10. It is mutually understood and agreed that this lease is not assignable by the LESSEE either in
whole or in part, nor shall the LESSEE sublet any part of the said property.
11. This agreement may be terminated by either party upon thirty (30) days' written notice to the other
party of this lease.
All notices herein required to be given, or which may be given by either party to the other, shall be deemed to
have been fully given when made in writing and deposited in the United States Mail, registered and
postage prepaid, and addressed as here in provided. Notice to the LESSEE shall be addressed to
the LESSEE at LESSEE's address set forth on the signature page hereof. Notice to the STATE
shall be addressed to the President of the CAMPUS at the address set forth beneath his signature
on the signature page here of.
Specific space leased Capacity Less than 4hrs. More than 4hrs
a. Alice Peters Auditorium (191) 125 $ 475.00 $ 650.00
b. Classroom (194) 42 $ 275.00 $ 375.00
c. Executive Classrooms (192) 44 $ 375.00 $ 525.00
d. Gallery 150 $ 150.00 $ 225.00
e. Duncan Patio 150 $ 125.00 $ 175.00
f. UBC Conference Room (182A) 8 $ 125.00 $ 175.00
Parking arrangements:
In the event permits are issued, it is the responsibility of LESSEE to distribute them to attendees.
LESSEE must complete the application for use form and refer to additional provisions cited and made part
of this lease agreement.
IN WITNESS WHEREOF, this indenture has been executed in quadruplicate by the parties hereto as the date
hereof.
STATE OF CALIFORNIA
DATED , 20 __ By _______________
Emil Milevoj, Director
University Business Center
I understand the terms, conditions and special provisions in this lease agreement and will abide by the terms
and conditions contained in this document
LESSEE
By _______________
_______________
(Title)
6
1. SPECIAL PROVISIONS: POLICIES AND PROCEDURES
IMPORTANT NOTE: All applicants for space should keep this policy document, as it will become part
of the rental contract if and when the request is approved.
Introduction. The conference facilities were provided through private donations for the primary use of
business practitioners to engage in continuing education. The functions held in the Center must comply with
the UBC charter as described in the UBC Board of Advisors' Constitution and Bylaws. The priority of use of the
facilities of the University Business Center (UBC) shall be for workshops, seminars, institutes and other similar
functions for the business and professional community of the San Joaquin Valley. Requests for use should
also meet the following criteria:
Appropriateness. The activities, programs, and other functions must fall within the charter and strategic plan
of The Craig School of Business. In addition, all activities must be acceptable and in compliance with the laws
of the State of California, California State University, Fresno the City and County of Fresno, the United States
and all governmental units. The Director will use his or her good judgment to ensure that all programs are
conducted within the moral and legal standards of California State University, Fresno, and The Craig School of
Business.
In addition, appropriate dress codes will be maintained; no lounging and no pets are allowed in the building. No
food or beverages unless approved by the UBC Director will be allowed.
Exploitation Avoidance. The Director will ensure that no individual uses the facilities for his or her own
personal gain or commercial activities, which are in conflict with the Constitution and Bylaws of the Board of
Advisors of the University Business Center. For example, the foyer will not be rented to commercial activities
selling merchandise, but trade exhibits open to all competitors to demonstrate new products are acceptable
under the usage guidelines of the UBC.
Smoke Free Environment. Please refrain from smoking anywhere in the UBC. Smoking is not permitted
anywhere in the Craig School of Business complex.
Procedure for Use and Rental. The attached application form will be completed and forwarded to the UBC
Director for approval. It should be remembered that at no time could regular university credit classes be
scheduled on a semester basis without the approval of the UBC Director as this would destroy the flexibility of
the facility and be contrary to the use for which the funds were raised.
Appeals: Appeals relative to the use of the UBC can be made to the UBC Board of Advisors. Consistent with
the State and University policies, in all disputes and appeals relative to the UBC and its policies, the Dean’s
decision shall be the final authority.
Damages. Persons and/or organizations using the UBC facilities are responsible for damages and breakage of
facilities and equipment. In some instances the user must provide and pay for security guards. The posting of
flyers is a special area of importance. Our posting policy prohibits the taping or tacking of any and all flyers or
announcement on any wall, pillars, doors, windows or railings in the Peters Building. Scotch tape and
masking tape, when baked by the sun leave a permanent mark.
The Foyer. The foyer can be used for art gallery purposes, traveling exhibits and other such programs that are
appropriate and compatible with the mission of The Craig School of Business, the University Business Center,
and California State University, Fresno so long as these exhibits do not interfere with the primary purpose of
the UBC, which are management education, contract research and related activities. It is preferable to have
the artwork appropriate for business i.e., paintings and professional photography of early Fresno Agribusiness
Organizations, historic pen and ink sketching of Fresno companies, and business art from around the world.
When the UBC is holding educational seminars that require team participation, other events will not be
scheduled for use in the foyer area.
Rental rate: Per-day charges reflect current rates and may be changed at any time
7
The certificate of insurance and letter of endorsement must be received by the University Business Center no
later than one week prior to the event. To ensure timely accommodation of your conference needs, please
include the above items with your rental application to the University Business Center at least two (2) weeks
prior to your scheduled event. Regretfully, we will not be able to accommodate any group without the above
items. (Per request of Environmental Health & Safety) and NOW, THEREFORE, it is mutually agreed between
the parties hereto as follows, subject to the following:
1. CERTIFICATE OF INSURANCE FOR VENDORS AND OUTSIDE GROUPS USING CAMPUS
FACILITIES
The following must be included in the Certificate of Insurance:
a. LIABILITY COVERAGE: comprehensive or commercial form 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 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 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.
b. EMPLOYER LIABILITY: (commercial entities) $1,000,000.
c. 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.
d. Provide for thirty (30) days advance written notice to the University of any modification, change, or
cancellation of any insurance coverage.
e. The certificate should contain a description of the activity or project for which the certificate is being
issued.
Insurance requirements are made pursuant to the California State University Office of the Chancellor Executive
Order No. 743 (May 5, 2000). Inquiries should be directed to the University Risk Manager at (559) 278-1900.
2. CARE OF THE FACILITY
a. DEFACEMENT OF BUILDING- The LESSEE shall not injure or in any manner deface the premises and
shall not cause or allow the premises to be defaced. Nor will the LESSEE drive or allow to be driven
any nail, hook, tack, or screw into any part of the building. LESSEE may not affix anything to surface in
the University Business Center. For the purpose of displaying charts, LESSEE may use easels provided
by the University Business Center.
b. REIMBURSEMENT FOR DAMAGES- If during the term of this agreement, the premises or any portion
of the grounds are damaged by the act, default or negligence of the LESSEE or its agents, employees,
patrons, or any other person or persons admitted to the premises by the LESSEE, the LESSEE shall
pay to the University Business Center such as shall be necessary to restore the premises to their
original condition. The LESSEE hereby assumes full responsibility for the acts and conduct of all
persons admitted to the building or any portion of said building or grounds during the period of the
agreement, with the knowledge or consent of the LESSEE or its agents or employees or any person
acting on behalf of a LESSEE.
8
c. CARE OF THE FACILITY- LESSEE shall keep said premises clean and generally cared for during the
term of the contract, except for normal cleaning services as provided for by regular custodial force
employed by California State University Fresno. If California State University, Fresno or the University
Business Center determines that the LESSEE’S use of the premises has required additional cleaning,
LESSEE shall be responsible for a $250 cleaning fee.
d. RESPONSIBILITY FOR PROPERTY IN BUILDING- California State University Fresno and the
University Business Center assume no responsibility whatever for any property placed in said building,
and California State University, Fresno their officers, agents, and employees are hereby expressly
relieved and discharged from any and all liability for any loss, injury, or damages to persons or property
that may be sustained by reason of occupancy of said building, grounds, or any thereof under this
permit.
e. LOST ARTICLES- California State University, Fresno and the University Business Center assume no
responsibility for property left in the building by persons attending any performance, exhibition, meeting,
or event given or held in the University Business Center. Any items found in the University Business
Center will be immediately turned over to the University Police Department for identification by its
owner.
f. SUPERVISION OF CHILDREN- California State University, Fresno and the University Business Center
assume no responsibility for the supervision of children at ANY time in which the facility is in use.
Therefore, any NON-University persons under 18 years of age MUST be accompanied by an adult at
ALL TIMES while occupying the facility. Lack of children supervision MAY constitute removal from
facility and will be dealt with on a CASE-BY-CASE basis.
3. RESTRICITIONS, LIMITATIONS ON USE OF UNIVERSITY FACILITIES
a. California State University, Fresno (the University) facilities may not be used in any manner to involve
the University as endorsing an ethic, political, sectarian, or religious position.
b. University facilities are not available to organizations whose activities discriminate on the basis of race,
religion, national origin, ancestry, age, disability, or sexual orientation.
c. University facilities will not be made available for advocacy directed to inciting or producing imminent
lawless action and which is likely to incite or produce such action.
d. Outside political organizations wishing to hold meetings for the purpose of promoting the programs or
campaigns of partisan and recognized candidates may be allowed the use of the University facilities.
However, the University values a balance of opinions and will make its facilities available for other
viewpoints to be presented.
e. Advertising, final contracts, and other irreversible pledges must not begin until after the contract for use
of the University facilities has been negotiated and finalized by all parties.
f. Any violation of University regulations, including this policy, shall be sufficient cause for cancellation
and/or limitation of the scheduled program.
g. In providing space to LESSEE, California State University, Fresno does not relinquish the rights to
control the management of the buildings or to enforce all necessary and proper rules for management
and operations of its facilities and California State University, Fresno reserves the absolute right of its
officers, agents, and employees to enter all the premises, at any time, and on any occasion.
h. Misrepresentation, deceit, or purposely-misleading information is the basis for denial/revocation of
event.
9
4. FIRE, SAFETY AND SECURITY
a. OBSERVANCE of LAW- All agents and employees connected with the LESSEE’S use of the building
shall abide by, conform to, and comply with all laws of the United States and the State of California, all
California State University, Fresno rules and ordinances of the City of Fresno, and the policies of the
University Business Center for the governance and management of the University Business Center
together with all rules and regulations of the State of California. If LESSEE’S attention is called to any
violation by LESSEE, LESSEE shall immediately stop such violation and take necessary steps to
prevent further violations.
b. SEATING CAPACITY- LESSEE shall not admit to said premises a larger number of persons then can
safely and freely move about in said areas, and the decision of the Director of the University Business
Center in this respect shall be final. LESSEE will permit no chairs or moveable seats to remain in any
passageway and will keep all passageways clear at all times; no portion of the sidewalks, grounds,
entries, passages, vestibules, halls, abutting streets, or ways of access to public utilities of said building
shall be obstructed by LESSEE or used for any purpose other than for ingress to and egress from the
University Business Center.
c. All police services desired by LESSEE shall be arranged for by special agreement with California State
University Fresno and/ or the University Business Center and shall be paid for by the LESSEE. The
University Business Center Director, University Police Chief or designee reserves the right to require
the hiring of additional security for events. LESSEE is responsible for all costs.
d. ELECTRICITY- Electrical connections may be made only upon prior approval of the Director Facilities
Planning. All LESSEES electrical equipment shall be properly wired and shall comply with all City and
State laws, rules, and regulations.
e. SMOKING- There shall be no smoking in the University Business Center Facilities.
f. ANIMALS, BICYCLES, SKATES, SKATEBOARDS AND ROLLERBLADES- Animals are not permitted
in university owned buildings except for guide dogs for the blind and companion dogs for the deaf.
Bicycles shall be parked only in designated areas in racks provided. Bicycles shall not be brought into
buildings. The use or wear of skateboards and skates in university buildings is prohibited.
g. BUILDING ACCESS- Rental of any or all of the facility does not include access to any office, storage
room, or employee lounge. All room set-ups, showing table layouts, risers, food services areas, etc.,
must be approved in advance by the Director.
h. PERSONAL PROPERTY- LESSEES, event attendees and other users are responsible, at all times, for
their personal property, California State University, Fresno and the University Business Center shall not
be held liable for theft or loss of personal property.
i. There will be no throwing of rice, birdseed, confetti, glitter, or any other such materials.
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